Automation · Customer service and scheduling
Book a visit on WhatsApp in your Fastmail calendar
An AI agent checks your Fastmail calendar, books the visit a customer asks for on WhatsApp and leaves the confirmation email as a draft.
How do I book in my Fastmail calendar the visit a customer asks for on WhatsApp?
A Met connected to Fastmail looks the customer up in your contacts and, if they are not there, creates them with the name and email given in the chat. It finds the calendar you use for visits, checks the events on the day the customer asked for and offers a time that does not clash with them. When the customer accepts, it creates the event and leaves the confirmation email as a draft for your team to review and send. It confirms to the customer on WhatsApp. Creating contacts and events needs the write level in Fastmail.
What starts it
When the customer writes
It starts when a customer writes on WhatsApp to ask for a visit, an appointment or a meeting. There is no trigger to configure: the Met assigned to the line runs the procedure inside that conversation.
Nothing to set up. The Met assigned to that channel picks up the conversation and runs the procedure inside it.
Who runs it
Visit scheduling Met
Customer service team
This is not a named, seeded Met. It is the Met that answers the business WhatsApp, with Fastmail connected. Its work ends when the visit is in your calendar, the customer has the time and the confirmation email waits in drafts.
Channels: WhatsApp
What you need connected
- Fastmail Automate and collaborate
6 steps · 6 tools
The procedure, step by step
Each step shows the tool that runs. They belong to the real connector: if one of them stopped existing, this page would not build.
- 1
Find the customer in your contacts
The Met searches your Fastmail contacts by the name or email the customer gave in the chat, so it does not duplicate someone already saved.
- 2
Save them if they are new
If they do not show up, the Met creates the contact with the name, email and phone the customer typed. The write level must have been authorized when connecting Fastmail.
- 3
Find the visits calendar
The Met lists your Fastmail calendars and takes the one your team set in the skill for visits, so they do not mix with the personal calendar.
- 4
Check what is on that day
The Met searches the events on the day the customer asked for in that calendar and offers a time that does not clash with them, within the opening hours you set in the skill.
- 5
Create the event
When the customer accepts the time, the Met creates the event in the visits calendar with their name and the reason, and confirms the date and time on WhatsApp.
- 6
Leave the confirmation email as a draft
The Met writes the confirmation email for the customer and leaves it in drafts. The Fastmail tool list has no sending tool, so your team sends it after reviewing it.
Before you start
What you need ready
The Met solves none of these for you. If one is missing, the automation stops there.
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Fastmail connected in Met with write access
In Met, open Connections → Fastmail → Connect, sign in with your Fastmail password and authorize the write level, which is the one that allows creating contacts, events and drafts.
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A calendar for visits
A Fastmail calendar where your team keeps visits, and the opening hours the Met must respect, both written in the skill.
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A WhatsApp line with the Met assigned
Your company connects its WhatsApp Business API line in Met and assigns the scheduling Met. The conversation with the customer happens there; Fastmail keeps the appointment.
The limits
What this automation does NOT solve
Better said here than discovered halfway through the rollout.
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It does not see schedules outside Fastmail. The Met checks the calendars the connected account has in Fastmail; if someone on the team keeps their schedule in another service, it does not see it.
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It does not send the confirmation email. It stays in drafts because the published tool list has no sending tool.
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It does not ask for confirmation before writing to Fastmail. The control is which actions the workspace admin keeps on and the access level you authorized.
FAQ
Questions about this automation
The Met can change the event it created, if the admin kept that action on. Deleting an event starts turned off, so cancelling a visit is left to your team.
The automation does not send one. It confirms on WhatsApp, and the confirmation email stays in drafts for your team to send.
The Met finds them in the search and does not create another one. If the phone changed, it can update it with the update contacts action.
Not fully. With read only, the Met checks contacts and events, but it cannot create the contact, the event or the draft.
Keep going
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Want this automation running on your own data?
We will show it to you with your accounts connected, not with a canned demo.