Everything you need to run EasyCalendly
A complete guide to setting up and running your booking system: connecting WhatsApp, configuring services and hours, managing appointments and billing.
Getting started
The full path from signing up to your first WhatsApp booking, in order.
1. Create your account
Register with your business name, WhatsApp number and email, then complete the subscription checkout.
2. Activate your account
Click the activation link we email you. You can only log in after activating.
3. Connect WhatsApp
From WhatsApp Settings, connect your WhatsApp Business number so the bot can talk to your customers.
4. Add services and hours
Create at least one service and set your working days before customers can book anything.
5. You're live
Share your WhatsApp number. Customers message it, pick a service/day/time, and it appears on your dashboard.
Connect WhatsApp
Your WhatsApp number is how customers book. Go to WhatsApp Settings in the dashboard to connect it. There are two ways to do this.
WhatsApp Business number
Use the number your customers should message for bookings. It must be available in WhatsApp Business / Meta WhatsApp Manager.
Meta Business access
Log in with a Facebook account that is admin of the Meta Business that owns the WhatsApp Business Account.
WABA ID and Phone Number ID
For manual setup, copy the WhatsApp Business Account ID and Phone Number ID from WhatsApp Manager or API Setup.
Access token and app secret
Use a Cloud API access token with whatsapp_business_messaging permissions. Keep tokens and app secrets private.
Webhook ready
Meta must be able to call your webhook URL and verify token so EasyCalendly can receive incoming WhatsApp messages.
Booking rules
Add services, working days, timezone, reminder timing, and any custom questions before sending customers to the bot.
1. Click "Connect WhatsApp"
On WhatsApp Settings, click the "Connect WhatsApp" button under the recommended option.
2. Log in with Meta
You'll be redirected to Meta. Log in with the Facebook account that administers your WhatsApp Business.
3. Approve permissions
Approve the requested permissions so EasyCalendly can send and receive messages on your behalf.
4. Automatic setup
EasyCalendly tries to find your WhatsApp Business Account and number automatically and saves everything for you.
If automatic connection can't find your account, use Manual Setup with values from Meta's WhatsApp Manager (business.facebook.com → WhatsApp Manager → API Setup).
Phone Number ID
The numeric ID for your WhatsApp number, shown in API Setup next to your number.
WhatsApp Business Account ID (WABA ID)
Shown near the top of the same API Setup page.
Access token
A temporary token (24h, good for testing) or a permanent one created under Business Settings → System Users.
Display number
Optional. The phone number as customers see it, for your own reference.
Services
Services are what customers pick when booking on WhatsApp (e.g. "Haircut", "Beard trim"). Create and edit them from the Services page.
Name
Required. What customers see in the WhatsApp menu, e.g. "Haircut 1".
Price
The amount charged for this service, shown to customers before they confirm.
Duration (minutes)
How long the service takes. This is what determines available time slots — a 30-minute service creates 30-minute slots.
Currency
USD, BRL, EUR, GBP or ARS.
Description (optional)
A short internal note about the service. Not required.
Custom questions (optional)
Up to 3 questions the WhatsApp bot asks the customer after they pick a time, e.g. "Machine or scissors?". Their answers show up on the appointment.
WhatsApp language(s)
Choose which language(s) this service is offered in (English, Portuguese or Spanish). Leave all unchecked to offer it in every language. Check just one and it only appears to customers chatting with the bot in that language — handy for a service a specific staff member provides in one language.
Working days
Set which days of the week you're open and your hours, from the Working Days page.
Weekday
Monday through Sunday. Each weekday has exactly one entry — saving again for the same day updates it rather than adding a duplicate.
Start / end time
Your opening and closing time for that weekday. Time slots are generated within this window based on each service's duration.
Break (optional)
An optional lunch/dinner break. If set, no appointment slots are offered during that interval. Leave both fields empty for no break.
Active
Uncheck to close that weekday entirely without deleting the hours you've configured for it.
Special dates
Override your normal schedule for a specific date — holidays you're closed, or extra days you're open outside your usual week.
Holiday (closed)
Marks the date as fully closed, even if it would normally be a working day.
Extra working day
Opens a date that wouldn't normally be a working day (e.g. a Sunday), using either your override hours or default hours.
Override start / end time (optional)
Different opening hours just for this date. Leave blank to use your normal hours for that weekday.
Override break (optional)
A different break interval just for this date.
Business settings
General configuration for your business and booking rules, from the Settings page.
Business name
Shown in messages and on your dashboard.
Default language
The language new WhatsApp conversations start in: English, Português (Brasil) or Español. Customers can still switch language during the chat.
Timezone
Your business's real timezone. All availability, reminders and "today" calculations use this, not the server's.
Reminder timing
How many hours before an appointment the automatic WhatsApp reminder is sent (1 to 5 hours).
WhatsApp intro text
A short message (up to 400 characters) sent right before the services menu — good for your address or cancellation policy.
WhatsApp message language
By default the bot asks every new customer to pick English, Portuguese or Spanish. If your business only serves one language, lock it here: the bot skips that question and replies in that language from the very first message.
Max days ahead
How far into the future customers can book, e.g. 15 or 30 days.
Max bookings per week per client
Limits how many appointments the same phone number can book in one calendar week. Set to 0 for no limit.
Allow multiple appointments per day
If unchecked, a customer who already has an appointment on a given day can't book a second one that same day.
Auto-renew subscription
Turn off to let your subscription cancel at the end of the current billing period instead of renewing.
Appointments
Every booking made through WhatsApp appears on the Appointments page, where you can review, edit or cancel it.
The list
Shows date, time, client, phone, service, status, and any answers to your custom questions, with pagination.
Editing an appointment
You can change the client name, date, time and status. The customer is automatically notified by WhatsApp of the update.
Cancelling an appointment
The "Delete" button asks for confirmation, then cancels the appointment (it isn't removed from your records) and notifies the customer by WhatsApp.
Automatic reminders
Sent automatically before the appointment (see Settings for timing). If you change the date or time, the reminder is rescheduled to match.
Billing & subscription
EasyCalendly runs on a simple recurring subscription, managed securely through Stripe.
Plans
Monthly: US$ 4.00 (≈ R$ 20.00). Yearly: US$ 36.00 (≈ R$ 180.00), equivalent to US$ 3.00/month.
Auto-renew
Your plan renews automatically unless you turn off auto-renew in Settings, in which case it stops at the end of the current period.
Payment security
Card details are entered on Stripe's own secure payment page and never touch EasyCalendly's servers.
Troubleshooting
Common questions and quick fixes.
WhatsApp won't connect / "Connect WhatsApp" fails
Make sure you're logging in with the Meta account that administers your WhatsApp Business. If automatic connection can't find your account, use Manual Setup with values from WhatsApp Manager instead.
My customer says they didn't receive a message
Confirm WhatsApp shows as "Connected" on WhatsApp Settings, and that the customer's number is correct. Temporary delivery issues are retried automatically for a few minutes.
Can two customers book the same time slot?
No. The system checks availability in real time and rejects a booking the instant a slot is taken, even if two customers were looking at it at the same moment.
I forgot my password
Use "Forgot password" on the login page to receive a reset link by email.
How do I stop a service from appearing to customers?
There's currently no way to temporarily hide a service — deleting it is the only option, and that removes it permanently.