Your front desk stops missing calls.
An AI receptionist that books appointments, triages urgency, checks chair availability and chases no-shows — on WhatsApp, your website and the phone line, at 2am on a Sunday.
The gap
What an unanswered message actually costs.
Numbers from the businesses we deployed into, not from a landing-page generator.
68%
of calls come after hours
Every one of them is a booking you never hear about.
31%
average no-show rate
Cut to single digits with a 3-touch reminder ladder.
< 9s
median reply time
From first message to a held slot.
The receptionist is a bottleneck, not a person problem
One human, one phone line, one queue. Walk-ins get priority, callers get voicemail, and WhatsApp goes unread until evening.
No-shows quietly eat 20–30% of the day
A booked slot with nobody in the chair costs the same as an empty one, but blocks a patient who would have shown up.
Recalls never actually happen
Six-month cleanings, follow-up reviews, post-op checks. Everyone intends to call. Nobody has the afternoon free to do it.
Front desk simulator
Talk to Aria. Watch the workflow run beside it.
This is the production engine, not a video. Type naturally, change your mind, be vague — and watch each n8n node fire as the requirement gets captured.
Aria
Front Desk · Smile Studio Dental
Capturing requirement
0 turns · 0 nodes executed
- —WhatsApp TriggerTrigger
waiting
- —AI Agent — IntakeAI
waiting
- —Switch — TriageLogic
waiting
- —Google CalendarData
waiting
- —Data Table — PatientsData
waiting
- —Calendar — Create EventAction
waiting
- —WhatsApp — SendAction
waiting
- —Wait → Reminder LadderWait
waiting
Try it out of order
Answer three questions in one sentence. The agent harvests every slot it can and only asks for what is left.
Try being difficult
Vague answers, typos, changing your mind. The reprompt is designed to stay useful rather than repeat itself.
Try the escalation
Pick the most urgent option and the run branches to the human-handoff path instead of completing the booking.
Walkthrough
See a real run, end to end.
Watch it run
90 seconds: a toothache becomes a booked chair
Real capture of the WhatsApp bot handling an after-hours emergency — triage, escalation, and a held 9:45 slot without a human touching it.
Modules
Four modules. Turn on the ones you need.
Each is an independent n8n workflow sharing one data layer, so you can start with booking alone and add inventory or follow-up later without a rebuild.
Booking Assistant
Captures the patient, the complaint and the urgency, then books against real chair/doctor availability instead of promising a slot that does not exist.
- Two-way sync with Google Calendar, Practo, Cliniq or your PMS
- Per-doctor, per-chair and per-procedure duration rules
- Emergency keywords escalate straight to a human on call
- Confirmation + calendar invite on WhatsApp in under 10 seconds
The n8n workflow
Five stages, visible end to end.
Exported as importable JSON. Open it in your own n8n instance, change a prompt, add a node — it stays yours.
- 01
Capture
Patient messages WhatsApp, the website widget or calls the tracked number. One n8n webhook, every channel.
- WhatsApp Trigger
- Webhook
- Voice → Text
- 02
Understand
An AI Agent node extracts intent, complaint, urgency and preferred time, then fills the missing slots by asking — never by guessing.
- AI Agent
- Structured Output Parser
- Memory
- 03
Check
Real availability is read from the calendar and the chair roster before a single time is offered to the patient.
- Google Calendar
- Data Table
- IF: emergency?
- 04
Book
The slot is held, the record is written, and confirmations go out on WhatsApp and email simultaneously.
- Calendar: create
- Data Table: insert
- WhatsApp: send
- 05
Follow through
Wait nodes drive the reminder ladder, the no-show recovery branch and the six-month recall — for months, unattended.
- Wait
- Switch
- Schedule Trigger
Integrations
Wired into what you already run.
Anything with an API, a webhook or a calendar sync. These are the connectors this vertical uses most.
Questions
The ones that actually get asked.
The bot never diagnoses. It captures structured intake, matches red-flag keywords to an escalation branch, and hands to a human the moment urgency crosses your threshold. Every transcript is stored against the patient record for audit.
Stop losing patients to voicemail
We'll run your last 30 days of missed calls through the simulator and show you exactly what it would have booked.