WhatsApp AI Agent Prompts for Appointments and Leads

A customer writes at 21:40 asking for an appointment, and you want your WhatsApp AI agent to know what to say. This post gives you four descriptions to paste into the Blueticks agent builder: appointment questions, calendar booking, lead qualification and follow-up. Product details below were read on 2026-11-12 from the Blueticks guides, home page and pricing page. The descriptions are our wording, so test each one before a customer sees it.

What do you write to build a WhatsApp AI agent?

You write a plain-words description of the job, and Blueticks turns it into the agent's instructions and settings. You read what it wrote and ask for changes in the same chat. So the text you paste is a description, not a finished prompt. The templates below are starting points, and each one needs a test before it goes live.

The steps, as the Blueticks AI Agents guide lays them out:

Open AI Agents in the left menu and click New agent.
On Build a new agent in 1 minute, paste your description and send it.
Read the instructions and settings Blueticks writes. To change something, ask in the chat.
Under Knowledge (optional), paste your hours, prices and rules, and tick Answer only from the knowledge above.
Under Triggers, tick Respond to new incoming chats if the agent should answer people who write for the first time.
Click Turn it on. New agents are created paused, so nothing goes out until you do.

Replace the bracketed parts in each template with your own details.

Which prompt answers appointment questions on WhatsApp?

Describe the agent as a receptionist that answers only from facts you give it: hours, services, how long each takes and how much notice you need. Put those facts in Knowledge and tick Answer only from the knowledge above, so it answers from them. In this template it does not confirm a booking. A person does.

You are the WhatsApp receptionist for [business name], a [type of business]. Say you are an AI assistant in your first reply. Answer questions about opening hours, services, how long each takes and how much notice an appointment needs, using only the knowledge provided. Ask which day and time suits the customer, then say a member of the team will confirm. If someone mentions a refund, a complaint or anything medical or legal, say a person will reply and stop. Keep replies under three sentences.

In Knowledge, write the rules literally: "Appointments need 24 hours notice. Same-day requests go to the front desk." The FAQ on the Blueticks home page says "Replies work in any language," so the customer does not need to write in yours. For a full build with a clinic example, see the receptionist guide.

Which prompt books appointments through Google Calendar?

The agent can look up free slots in your Google Calendar and create the event. In the app this is an integration: open the Integrations directory, pick Google Calendar, sign in with Google and tick the tools the agent may use. Every tool starts off. Test booking with a real slot before any customer tries it.

You are the WhatsApp booking assistant for [business name]. Say you are an AI assistant in your first reply. When a customer asks for an appointment, ask which service and which day they prefer. Check the connected calendar, offer one or two free slots and book the one they pick. Confirm the date, time and service back to them in one message. If no slot fits, say so and say a person will follow up. Never state a price that is not in the knowledge provided.

The Academy lesson on agent use cases shows a massage therapist's agent checking Google Calendar, offering a free slot and booking it. If you have not connected a calendar, use the first template instead, where a person confirms every booking.

Which prompt qualifies a new lead on WhatsApp?

Ask for three fit answers, one at a time: the service wanted, the timing and a rough budget. Tell the agent not to quote prices. Tick Respond to new incoming chats so it answers people who write for the first time, because by default it answers only the chats on your allow list. Each reply uses credits.

You answer new enquiries for [business name]. Say you are an AI assistant in your first reply. Ask these three questions one at a time, and only after the customer has replied to the last one: which service they want, when they need it, and roughly what budget they have in mind. Do not quote prices or discounts. When you have all three answers, thank them and say [owner name] will reply personally. If the customer asks something you cannot answer from the knowledge provided, say a person will reply.

If you connect Google Sheets, Blueticks lists it as an integration in the same place as Calendar, and you can add one line: "Log each lead's service, timing and budget to the sheet." The full lead-qualification walkthrough covers the settings in more detail, and how an agent answers, qualifies and hands off covers what happens when a person has to take over.

Which prompt follows up with a lead who went quiet?

The agent replies in the chat that triggered it, so a nudge to a quiet lead needs a schedule. The AI Agents form has Time triggers, which wake the agent on a schedule to do a task. Save the agent first, reopen it and click Add time trigger.

Paste the task below. Two settings decide which chats it can reach. Under Allow sending messages to, choose Selected chats and pick the chats it may nudge. The default is only the chats it is triggered in, so change it, and the app says the agent may send only to those chats. Under Read messages, add the same chats too, because the agent reads its own chat plus the chats you add, and nothing else.

Look at the chats where a customer asked about [service] and has not replied for [two days]. For each one, send one short, friendly message asking whether they still want to go ahead. Send it only once per chat. If they do not answer, stop and leave the chat for a person. Never message anyone who has asked you to stop.

Keep it to one gentle nudge, only in chats where the person already wrote to you. Run the trigger once by hand with Run now on your own number before you let it run on a schedule. For follow-ups you schedule yourself instead, see WhatsApp automated follow-up sequences. Consent and opt-out stay your responsibility, and what an AI agent should never do on WhatsApp covers those lines.

What should a prompt never ask the agent to do?

Do not ask it to look up orders or take payments. The agent cannot do either. Do not ask it to guess prices, diagnose, or promise results, and do not point it at people who never wrote to you. Put those cases in a "send to a person" rule instead.

Orders and payments. The Blueticks agent page says it cannot look up orders or take payments. Send those to a person.
Anything not in Knowledge. With Answer only from the knowledge above ticked, write a handoff rule into the description for any answer not in Knowledge, for example: say a person will reply.
Strangers. Replying in chats that already exist is the low-risk end. Cold messages to people who never saved your number are the high-risk end.

Common mistake: a description that says "be flexible and helpful" with no hours, services or rules. The agent has nothing to answer from, so the replies come out vague and the customer writes again.

How do you test a description before a customer sees it?

Message your connected number from a second phone and check the reply against your rules. For each template, ask the question you hear most, then ask for something you do not offer, then write in the chat yourself to check that the agent goes quiet there. Read its replies for the first few days.

Takeover is on by default: write in a chat yourself and the agent pauses in that chat. Under Human takeover, the setting Resume by itself after I stop writing decides whether it takes the chat back, so check how it is set. Pick an Operator chat, usually a group with just you, where the agent posts notices and questions. Without one, nothing is posted to a chat of yours: progress updates are not sent, and Blueticks emails you about an automatic takeover and other owner notices instead.

Blueticks runs on your own WhatsApp number and is not affiliated with WhatsApp or Meta, and no tool can promise WhatsApp will never limit a number. Message people who expect to hear from you. When you are ready, start with your own number.

FAQ

Can the agent book appointments without Google Calendar?

Not in these templates. Without a connected calendar, the first template has the agent collect a preferred day and time, and a person confirms the booking.

Will it keep answering when my computer is off?

It depends on the plan. The pricing page says: "On Basic and Standard, Blueticks runs in your browser. On Pro, your agent, schedules and campaigns are cloud-hosted and keep working even when your computer is off."

Why is my agent not answering new chats?

Check that it is turned on, because new agents start paused. With the default allow list it ignores any chat you have not added, so tick Respond to new incoming chats for first-time customers. Also check whether you wrote in that chat yourself, which takes it over.

Does it answer in my customer's language?

The FAQ on the Blueticks home page says "Replies work in any language." Add the languages you serve to your test list and check a reply in each one.

Sources read on 2026-11-12: the Blueticks AI Agents guide, home page, pricing page, WhatsApp AI agent page and Academy lesson on agent use cases. Blueticks is not affiliated with WhatsApp or Meta.