Our Work / AI Voice & WhatsApp Booking Bot

AI Voice & WhatsApp
Booking Bot — Pickleball

Pickleball Arena · Fully Automated Court Reservation System

100% automated booking pipeline
200+ bookings/week
Zero no-shows via pre-payment

Overview

The challenge Pickleball Arena faced

The arena managed court reservations manually via phone and WhatsApp — staff spent hours each day checking availability, calculating prices based on player count, sending payment links, and following up on unpaid bookings.

No-shows were rampant since payment was only collected on arrival. Double-bookings caused conflict between customers, and unpaid reservations were blocking slots that could have been sold to paying customers.

  • Manual slot management prone to double-booking and errors
  • Payment collection only on arrival — no pre-payment enforcement
  • No automated cancellation for unpaid bookings — slots wasted

Solution

Dual-channel AI booking: voice + WhatsApp

A dual-channel AI system: customers can book via phone call (voice agent) or WhatsApp (chatbot). The bot checks real-time availability, confirms player count, calculates per-hour pricing, sends a Razorpay payment link, and auto-cancels unpaid bookings after 10 minutes.

Voice-Based Court Booking
Natural voice conversation — customer says date and time, bot confirms the slot instantly.
Real-Time Availability Check
Queries live slot database before confirming any booking — no double-bookings guaranteed.
Automated Pricing Calculation
Calculates total cost based on hours and player count — accurate every time, no manual math.
Razorpay Payment Link via WhatsApp
Sends payment link instantly — booking is confirmed only after payment is received.
10-Minute Auto-Cancellation
Unpaid bookings are automatically released after 10 minutes — freeing the slot for paying customers.
WhatsApp + Voice Dual Channel
Customers choose how they book — call in or message. Both channels share the same live availability data.

Audio Demo

Hear the booking bot

Listen to a live demo call with the booking bot

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pickleball-voice-bot.m4a

Tech Stack

Built with

Vapi WhatsApp Business API Razorpay n8n OpenAI GPT-4o Google Sheets

Impact

Results that speak for themselves

100%
Booking pipeline automated
200+
Bookings per week
0
No-shows (pre-payment enforced)

Want something like this?

Automate your court bookings, eliminate no-shows, and let your customers book 24/7 via voice or WhatsApp.

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