Zapier booking automation
Send booking confirmations from Zapier to WhatsApp
Connect booking tools to sendvia.chat with Webhooks by Zapier and send customer confirmations where they already respond.
- Endpoint
- /api/send/booking
- API scope
- booking
send via .chat
Booking confirmed
Booking confirmed
Hi Luca, your pizza class is confirmed.
Booking
2026-06-10 at 15:30
BK-2026-0001
Perfect, see you there.
01
Pick your booking app trigger, then add Webhooks by Zapier as the action.
02
Use the POST action and map Zapier fields into Data rows.
03
Test once, publish the Zap, and review Undelivered messages later if needed.
What you are building
This Zap sends a WhatsApp or Telegram booking notification whenever your booking system creates or updates a reservation. Your booking app stays the source of truth. Zapier only passes the booking details to sendvia.chat.
Before opening Zapier, prepare three things: a sendvia.chat account, a connected WhatsApp or Telegram device, and an API key with the
booking
scope.
The setup is one Zapier action: choose Webhooks by Zapier, choose POST, add the sendvia.chat URL, map the booking fields, and publish.
1. Create the Zap trigger
In Zapier, click Create Zap. In the Trigger step, search for the booking app you already use: Calendly, Acuity Scheduling, Amelia, Bookly, WooCommerce Bookings, Google Calendar, Airtable, or your CRM.
Pick the trigger event that means a customer should receive a message. Good choices are usually Booking Created, Appointment Scheduled, Order Paid, or Event Updated. Click Continue, connect the account, then click Test trigger.
Stop here for a moment and look at the sample data Zapier shows. You should see the customer's phone number, name, booking date, time, service, and booking reference. Those are the fields you will choose in the next step.
| What Zapier shows | Map to sendvia.chat | Required? |
|---|---|---|
| Customer phone / mobile |
phone
|
Yes |
| Booking status |
event
|
Yes |
| Customer name |
customer_name
|
Recommended |
| Service, product, class, or SKU |
product_id
|
Recommended |
| Booking ID / order ID |
booking_id
|
Recommended |
| Start date, end date, start time |
date_start, date_end,
time
|
Recommended |
| Internal IDs you do not want shown | Add later as optional metadata | Optional |
2. Add the Webhooks by Zapier POST action
Click the + button to add an Action step. Search for Webhooks by Zapier. When Zapier asks for the event, choose POST, then click Continue.
Now fill the form Zapier shows:
| Zapier field | Value to enter | Note |
|---|---|---|
| URL |
https://sendvia.chat/api/send/booking
|
Paste this in the URL box. |
| Payload Type |
json
|
Choose this from the dropdown. |
| Data | Add one row per field | Use the field list below. |
| Headers | Add the three header rows below | This is where you paste the API key. |
| Header key | Header value |
|---|---|
Authorization
|
Bearer sendvia_your_api_key_here
|
Content-Type
|
application/json
|
Accept
|
application/json
|
In Zapier, the Headers area has a left column for the key and a right column for the value. Put your API key only in the
Authorization
header as Bearer sendvia_.... Do not put the API key in Data.
3. Map the Data rows
In the Data section, add rows. The left side is the sendvia.chat field name. The right side is the value from your Zap trigger. Click into each value field and insert the matching booking app field.
| Data key | Choose this trigger value | Required? |
|---|---|---|
phone
|
Customer phone or mobile number | Yes |
event
|
Confirmed, updated, cancelled, or reminder | Yes |
customer_name
|
Customer name | Recommended |
product_id
|
Service, product, class, room, or SKU | Recommended |
booking_id
|
Booking ID, order ID, or appointment ID | Recommended |
date_start
|
Booking start date | Recommended |
date_end
|
Booking end date, if your app has one | Optional |
time
|
Start time | Recommended |
note
|
Short customer-facing instruction | Optional |
The phone
value should include the country code, such as +39333111222. If your booking app stores local numbers without a country code, add a Formatter by Zapier step before this POST step to fix the number.
Keep the first Zap simple: map only the fields you need in the customer message. Add private internal IDs later, after your first successful test.
4. Test, publish, and review undelivered messages
Click Test step in Zapier. If Zapier says the step was successful, click Publish or Turn on Zap. That is the whole Zap.
If a customer message cannot be delivered later, sendvia.chat saves it in Undelivered. You can open the Undelivered view from your dashboard, review failed booking messages, and export them when you need a report for follow-up.
If the Zapier test fails, check these first: the API key starts with sendvia_, the key has the
booking
scope, the Authorization header starts with Bearer , Payload Type is json, and
phone
plus event
are present in the Data rows.
After the Zap is live
- New bookings send a chat confirmation automatically.
- Failed deliveries appear in Undelivered inside sendvia.chat.
- Undelivered messages can be exported for manual follow-up.
Common Zapier mistakes
- Choosing the wrong Zapier action event. Use POST, then fill URL, Payload Type, Data, and Headers.
- Putting the API key in Data instead of the Authorization header.
- Leaving Payload Type empty instead of selecting json.
- Mapping an empty phone field from the trigger sample.
- Using a local phone number without country code.
- Testing while the WhatsApp or Telegram device is disconnected.
FAQ
Zapier booking notification questions
Which Zapier action should I use?
Use Webhooks by Zapier with the POST event, set Payload Type to json, map your booking fields in Data rows, and put the API key in the Authorization header.
Can this send appointment reminders too?
Yes. A scheduled Zap can send reminder messages before an appointment, while the booking trigger can send the initial confirmation.