The problem: the 24-hour window closes while you sleep
If you drive WhatsApp traffic to several locations from one shared number, you already know where the leak is. Enquiries get answered during business hours, but the messages that matter most arrive in the evening, at the weekend, or minutes after someone sees a post, when nobody is at the desk.
WhatsApp only lets you reply freely inside a 24-hour window after the client writes. Once that window closes, picking the thread back up means a template message, and by then a ready client has usually booked somewhere else. Demand is not your problem. Response time is.
Start small: one agent, one number
Do not switch every location on at once. Connect a single MyChatBot sales agent to one WhatsApp Business number and let it work through a real week of traffic first, so you can read the transcripts and fix the wording while the blast radius is small.
Give the agent the two things it needs to answer like a coordinator who knows the price list by heart. Put your service menu into a Product Spreadsheet so it quotes real treatments at real prices instead of improvising, and put opening hours, address, parking, aftercare and your cancellation policy into Business Domain docs. Connect Google Calendar and the agent can check what is genuinely free and write the booking straight in, at eleven at night, on a Sunday, whenever the message lands.
Assemble the instruction in the Configuration Wizard and battle-test it there, against your own awkward questions, before it ever speaks to a client. Versioning means you can always roll back to the wording that worked.
Scaling the agent across every location
When the pilot number reads well, clone the agent onto the rest. Each location keeps its own calendar, its own price list and its own hours, and all of them report into one CRM.
Connect KeyCRM, SalesDrive, Bitrix24, Kommo, HubSpot or whichever CRM you already run, and let the agent call create_crm_lead the moment a chat shows intent, and add_crm_client_contact so the contact is never lost. Every card carries a lead_chat_link, so whoever opens it reads the conversation itself rather than a summary of it. Mark the source as "AI-" and you can see at a glance which bookings the agent produced.
Then switch on Lead Processing. Labels and statuses keep the pipeline honest per location, and Follow-ups take care of the person who asked for prices and went quiet: one well-timed nudge inside the 24-hour window is usually all a warm enquiry needs.
Where your people step in
An agent like this frees your coordinators rather than replacing them; the point is to send a person only the conversations that genuinely need one. Hand-off Control routes allergy questions, bespoke packages and complaints to staff via Flight Control in Telegram, with silent hand-off so the client never sees a switch. The agent carries the volume; your coordinators handle the judgment calls.
What changes in practice
The first thing you feel is that WhatsApp stops being limited by how fast someone can type. Every enquiry gets an immediate, accurate first reply with real prices and a real slot, so the 24-hour window is never wasted and an evening lead stops being a lost lead.
The second change is visibility. Instead of guessing from a shared phone, you see enquiries, bookings and no-shows per location in one pipeline, and the team stops dreading the Monday backlog.
Finish with the settings that keep it tidy: Agent On/Off with a schedule so the agent runs exactly when you want it to, and Reply Format so image links arrive as images and long answers arrive as paragraphs instead of a wall of text. On WhatsApp the whole game comes down to one thing: never making a ready buyer wait.
A real customer story on this: Booking + product upsell at 22 locations.