WhatsApp - Plan-IT Service Appointment Reminder Bot

This article will help you set up the WhatsApp Service Appointment Reminder Bot with Plan-IT

Cost: For each use of this Chatbot, 1 Chatpoint will be billed

It will make sure that every one of your customers with an upcoming Service Appointment booking will be reminded of that via WhatsApp. At the same time, starting that Service chat with assigned Service Advisor.


Before you get started configuring the WhatsApp Service Appointment Reminder Bot in Web1on1, please collect the following:

  1. Creating credentials to connect Web1on1 with Plan-IT

  2. Creating the WhatsApp message/template

  3. Know your Plan-IT Establishment ID's.

1. Linking Plan-it and Web1on1

See the video below how to create these credentials in your Plan-IT Online environment


‎‎‎‎‎‏‏‎ ‎2. Creating a WhatsApp Message Template

As an admin user, Go to Knowledge - WA Templates and click on the + button at the right bottom. Be sure to click the button "Submit for FB (Facebook) review" when you have finished the template.

You can use the info below to create a message or adjust to your own needs.

  • Name: planit_reminder

  • Category: Appointment update 

  • Language: language of the message

  • Header: None

  • Content: See the examples below (you could copy and paste)

  • Footer: None

  • Button: Quick reply: I will be there


English examples

Hi {{contact.givenName}},

You have a service appointment tomorrow at {{PlanTime}} for your {{Brand}} with license plate {{RegistrationNumber}} at our location in {{City}}. Please click the button below to confirm.

Greetings {{Reception}},

Quick reply: I will be there



Dear {{contact.name}},

This is a reminder of your service appointment on {{PlanDate}} at {{PlanTime}}. The appointment takes place in {{location}}. Would you like us to keep you informed via WhatsApp?

Quick reply: Yes, please

Quick reply: No, thank you

Dutch examples 

Beste {{contact.givenName}},

U heeft bij ons een afspraak morgen om {{PlanTime}} voor uw {{Brand}} met kenteken {{RegistrationNumber}} op onze locatie in {{City}}. Klik op de button hieronder om deze te bevestigen

Groeten {{Reception}},

Quick reply: Ik ben er morgen


Beste {{contact.name}},

Dit is een herinnering voor je werkplaatsafspraak op {{PlanDate}} om {{PlanTime}}. De afspraak vindt plaats bij {{location}}.Wilt u op de hoogte gehouden worden via WhatsApp?

Hi {{contact.givenName}},

Quick reply: Ja, graag

Quick reply: Nee, dank je

Plan-IT variables 

You can use the following Plan-IT variables in the WhatsApp Service Appointment Reminder Bot

  • {{contact.name}}: John Doe

  • {{contact.givenName}}: John

  • {{PlanDate}}: 01-01-2022

  • {{PlanTime}}: 10:00

  • {{location}}: Testdealer, Mainstreet 12, 2356AB, London

  • {{City}}: London

  • {{Reception}}: “Name Service advisor” OR if empty “Service reception”

  • {{RegistrationNumber}}: 1234AB

  • {{Brand}}: Audi

‏‏3. Get your Plan-it Establishment ID's‎ ‎

When activating the Plan-IT Appointment Reminder Bot, you might want to pilot it with 1 or 2 locations. In order to do so, you need to fill in the Plan-IT establishment ID’s in the configuration form. Ask the internal owner of the Plan-IT application for these ID’s, or you can pull out these ID’s as soon as you have activated the Plan-IT Appointment Reminder Bot. See the video below how you can ask the WhatsApp Service Appointment Reminder Bot to give you the Plan-IT establishment ID’s. 


‏‏‎4. Link your locations to Team Inboxes

It's crucial that, if clients respond to WhatsApp appointment reminders, these incoming messages are routed directly to the right Team inbox so that the relevant Service Advisors are being notified. Please click here to see how you can set up your locations & departments and connect them to the relevant team inboxes of Web1on1.


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