🚀 The Future of Clinic Communication — on WhatsApp.
Our AI assistant automates patient chats, photo uploads, and appointment booking – saving you over 80 hours a month.
💬 Why Modern Hair Clinics Need a WhatsApp Bot
Every day, valuable patient inquiries are lost simply because no one responds on WhatsApp—or crucial information is missing. Our bot automates the entire process: collecting photos, patient data, booking appointments, and answering instantly—24/7, without extra staff.
🔍 What Hair Clinics Are Doing Wrong (based on real tests)
| Problem |
Why it’s a problem |
How the bot solves it |
| ❌ No response to WhatsApp inquiries |
Patients drop off due to delayed replies — often waiting up to 8 hours (based on real tests) |
✅ Instant reply + full data collection 24/7, even nights & holidays |
| ❌ No structured pre-qualification |
Clinics miss key info (photos, goals, health issues) |
✅ Bot asks everything step-by-step: photos, medical details, timing |
| ❌ Overloaded staff handling chats |
Looks unprofessional, takes too much time |
✅ Structured inbox for all chats & uploads |
| ❌ Booking only after 10+ messages |
Takes too long, leads to drop-off |
✅ Bot suggests available dates immediately |
| ❌ No calendar integration |
Risk of double bookings |
✅ Google Calendar API syncs all appointments |
| ❌ No auto-reminders or cancellations |
Missed appointments = lost revenue |
✅ Auto-confirmation, reminders & easy cancel/reschedule |
💸 What Your Clinic Saves
⏱️ Time saved per inquiry: ~20–30 minutes per patient → 200/month = 80–100 hours saved
👨⚕️ Less staff needed: At least 1 part-time position saved → €1,000–1,500/month in wages
📉 No more lost leads at night/weekends: Bot replies instantly and professionally
🧾 Full automation: All patient data, photos, and bookings go to Google Sheets, PDF & Drive
🧠 Better lead quality: Bot filters out unserious inquiries → Higher conversion rate
👉 Total monthly savings: €1,000–1,500 per clinic – based on real use cases.
🤖 Never gets sick or tired: The AI Assistant is always available—no sick days, no breaks, and never needs a vacation.
🧠 What the Flowmatix WhatsApp Bot Can Do
🌍 Multilingual AI: The bot automatically responds in the user’s language – all languages are supported, e.g. Arabic, Chinese, and Russian. Premium
🤖 Understands free-form questions: like “What should I see in Istanbul?” or “Show me a list of the best Tantuni restaurants from Google Maps.” Premium
📷 Asks for photos via WhatsApp: “Please send clear photos of the front, top, and back of your head via WhatsApp, making sure your hair and scalp are well visible in each picture.”
📝 Collects patient info: such as name, treatment goals, travel dates, current medications, and existing medical conditions.
📆 Books appointments: Shows real-time available appointment slots, fully synced with Google Calendar, so patients can instantly see and book only the times that are actually free.
🔁 Allows rescheduling/cancellation: Patients can easily reschedule or cancel their appointments directly via WhatsApp, without needing to call the clinic.
🔔 Sends automatic reminders: before the appointment, so patients are notified in advance via WhatsApp and are less likely to miss their scheduled time. Premium
📂 Stores data in: Google Sheets, automatically generated PDF reports, and Google Drive for secure and organized record-keeping.
🔐 GDPR-compliant: Data is stored securely on servers in Germany, fully compliant with privacy regulations (like GDPR and KVKK).
🔌 Works with: Tally, Zapier, Make (Integromat), popular CRM tools, and many other integration platforms.
⚙️ Fully automated & scalable: Everything runs automatically in the background—no technical knowledge required, and easily scalable for any clinic size.
⚡️ Handles unlimited simultaneous patient chats without a hitch—no queues, no drop-offs, 100% reliable.
⭐ Get Better Google Reviews
Happy patients mean better reviews. By automating your WhatsApp communication, reducing wait times, and offering a smooth booking experience, your clinic naturally receives more 5-star ratings on Google and other platforms – without even asking for them.
📱 WhatsApp Setup Options
✅ Use a new number (Fast & Easy – Recommended):
We provide a standardized onboarding process via our verified Meta account with a new WhatsApp Business number. No manual steps required.
(If you already use WhatsApp Business with another number, our onboarding guide will help you switch safely. Otherwise, you receive a ready-to-use number – setup is fully automated.)
✅ Use Your Existing Number:
Prefer to keep your own number? No problem. You can migrate an existing number to the API as long as it is not currently connected to the WhatsApp Business app. Our onboarding guide explains the secure switch process step by step.
Note: For API use, your number must not be active in the WhatsApp Business app. All onboarding and activation steps follow a standardized process to ensure compliance and reliability.
