A front desk that never closes

The challenge

Patients message on WhatsApp all day, and all night. Four hundred messages a day: prices, times, a broken tooth at eleven at night. The front desk answers between patients, hours later. By then, half of them have booked somewhere else.

How the flow works

With xMap Flows, Mariam built Concierge. Concierge is an AI employee: a flow of 5 blocks.

1. Whenever a patient writes on WhatsApp, day or night,

   A patient writes (WhatsApp Business event)

2. Concierge answers their question in plain words,

   Answers like the desk (AI agent)

3. checks the free chairs table for the clinic nearest them,

   Free chairs right now (My data)

4. replies with a time,

   Offers a time (WhatsApp Business)

5. and puts it in the dentist's calendar.

   Into the dentist's diary (Google Calendar)

What it solves

• 400 messages a day: solved by AI agent
• Answers hours late: solved by WhatsApp Business event and WhatsApp Business
• Patients book elsewhere: solved by My data and Google Calendar

The result

Now every message gets an answer within a minute, even at three in the morning. Concierge books sixty appointments a week on its own, and the front desk finally looks up at the patients in front of them.

The clinics close at ten. The front desk never does.

An illustrative scenario: the figures are modelled to show what the flow produces, not a customer's results.

The flow, block by block

1. 1

   A patient writes

   WhatsApp Business event · WhatsApp event

   Starts the flow when something happens in WhatsApp Business: a new record, a message, a change.

2. 2

   Answers like the desk

   AI agent

   An AI agent: for each incoming message it thinks, uses the blocks you link to its Tools port (data, xMap AI, lookups, your tables, other flows, apps), remembers the conversation and writes an answer in {{reply}}.

3. 3

   Free chairs right now

   My data

   Brings in a table you uploaded or a list you saved on the My data page: your stores, customers, target accounts or sites.

4. 4

   Offers a time

   WhatsApp Business · WhatsApp

   Send text, media and template messages from your WhatsApp Business number.

5. 5

   Into the dentist's diary

   Google Calendar

   Get organized and stay on schedule

Templates to build it

Ready-made flows with the same blocks. Open one, change the city and the kind of place, and run it.

• WhatsApp assistant for shop ownersAn AI agent that answers shop owners on WhatsApp from your product list.
• Daily operations briefing for every hubA daily operations briefing per hub, with a risk score and alerts for the risky ones.
• WhatsApp assistant with live placesAn AI agent that answers your WhatsApp messages with live places.
• Admissions assistant for familiesAn admissions chat that finds the nearest campus to a family and describes the area.
• Class finder chat for my membersA chat that finds classes in your timetable and warns about the weather outdoors.
• Heat stop for outdoor work, every hourA WhatsApp heat stop to supervisors when a site reaches 45 degrees.

Industries

Learn how it works

• Data enrichmentAdding details to records you already have.
• AI agentAn AI that decides which tools to use to answer or complete a task.
• How to score candidate store sitesCompare sites on residents, competitors and neighbours, with an AI score and a reason.
• Your own tables and lists (My data)Upload a CSV, save lists of results, and use them in flows.
• AI agents with tools and memoryAn agent that answers questions using your blocks as tools.
• A chat page for your flowLet anyone talk to a flow on a page or on your website.

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