How FormAlert works
What happens after an appointment goes in
Once an appointment is in, nobody at your clinic has to remember anything: the patient is confirmed, reminded, seen and asked for a review on their own. Online bookings land in the queue by themselves; phone and walk-in patients are typed in by your staff. This is one appointment, start to finish.
Before any of this runs
Three steps to get set up (and one optional one)
A clinic goes through this sequence once at the start. After that, the eight-step flow below runs on every appointment on its own.
1
A Meta business portfolio in your clinic's name
You get a free Udyam certificate yourself at udyamregistration.gov.in, from your personal PAN and Aadhaar, as a sole proprietorship. No GST, no incorporation certificate — the best path for a doctor in private practice. We set up the Meta business portfolio in your clinic's name from that certificate.
2
Connect your WhatsApp number
Either link the WhatsApp Business app you already run — the number and chats come with you — or we register a new API number against your portfolio. Every message from then on goes out from your clinic's name, and Meta bills you directly with no markup from us.
3
Connect Google Calendar and set your schedule
Add your doctors, services, hours and slot lengths. Your whole schedule now lives on your calendar instead of your memory. Confirmed bookings land there within seconds; block a time on the calendar and the system stops taking appointments for that slot.
4
Optional: Razorpay for payments
If you want to collect payments at booking or run online consultations, sign up to Razorpay yourself, paste the API key and secret into FormAlert, and start accepting UPI, cards and netbanking from WhatsApp and online. No website? Use FormAlert's hosted refund, terms and privacy pages to satisfy Razorpay's requirements.
The full sequence
Eight steps. One system. Zero manual follow-up.
1
Patient books an appointment
By phone, on WhatsApp, or online through your booking link or QR code — or added by staff for a walk-in. Every channel lands on the same calendar.
Embed booking on your site →2
Patient gets a confirmation, you get an alert
The moment a booking request comes in, the patient gets a booking-received message and you get a WhatsApp notification — name, date, time, and reason for visit. No missed bookings because a message got buried somewhere.
3
You confirm it in one tap
The alert reaches you on WhatsApp. Confirming takes one tap in your dashboard — on your phone, between patients — and that is what puts the patient on the day's board with a token.
See confirmation messages →4
Patient receives confirmation
The instant proof the booking is real — date, time, location or Meet link, and a contact number. It carries a Manage appointment button too: if something changes, the patient cancels or asks for a new time from inside WhatsApp, with no login and no call to your desk.
5
24-hour reminder sent automatically
The evening before the visit, a WhatsApp reminder goes out — giving the patient time to reschedule if something's come up, instead of just not showing.
See WhatsApp reminders →6
2-hour reminder sent automatically
The final nudge, a couple of hours before the visit — catches the patients who genuinely just forgot it was today.
7
Consultation happens
Patients see their token on the waiting-room queue display while they wait — no more confusion at the front desk, no one wondering how much longer.
See queue management →8
Complete it, or bring them back
Mark the visit complete and a Google review request goes out on WhatsApp — while the visit is still fresh. Need to see the patient again? Schedule the follow-up instead, and FormAlert reminds them 24 hours and 2 hours before, so a six-month check-up doesn't turn into revenue you never collected.
See review automation →See it running on your clinic.
14-day free trial, no credit card needed. Live in 20 minutes.
Start your free trialWhose number the messages come from
Your trial runs on our number. Then it moves to yours.
Every message above goes out from FormAlert's shared WhatsApp number for your 14 free days, so you can watch the whole sequence work on real patients without registering anything with Meta first. Connect your own number, during the trial or after, and it moves to your clinic's own number — and from then on every confirmation, reminder and review request carries your clinic's name, with Meta billing you for the messages directly at its own rate and no markup from us.
Already verified with Meta? Keep your number.
If your clinic's Meta business is already verified, there is nothing to do first. You onboard the WhatsApp Business app you already run — Meta calls this Coexistence — and keep the number, the chat history and the contacts. Your staff carry on replying from the same phone while FormAlert sends the automatic messages alongside them. No patient is ever told a new number, and you can send the same day.
Not verified yet? One free document.
Meta verifies the business behind every WhatsApp Business API number. If yours is not verified, an MSME Udyam certificate is what it accepts — free, issued from your Aadhaar and PAN, and usually the same day at udyamregistration.gov.in. A GST certificate does the same job if your clinic has one. That is the only document in the whole process.
We file it, not you.
FormAlert is an official Meta Tech Provider, so we submit the business verification and your message templates to Meta on your clinic's behalf. Connecting is one popup inside your FormAlert settings. And because the account is created inside your own Meta business portfolio rather than ours, the number and the account stay yours if you ever leave.
Your booking page takes bookings throughout, and FormAlert's number keeps sending while Meta works through it.
Why the full sequence matters, not just one piece
Single-purpose tools break the chain. FormAlert doesn't.
A booking widget alone doesn't remind anyone. A reminder tool alone doesn't know when a visit is complete. A QR code alone doesn't fire the moment the consultation ends. Stitching separate tools together means someone has to manually bridge every gap — and gaps are where no-shows and missed reviews happen.
One calendar, not three
Booking, reminders, and the review request all reference the same appointment record — nothing to keep in sync manually.
Each step triggers the next
A confirmed booking schedules the reminders. A completed visit triggers the review request. No step waits on someone remembering to kick it off.
Set up once, runs forever
The chain doesn't need re-triggering per patient — connect your calendar once and every future booking runs the same sequence automatically.
See it in a real clinic
A private gynaecology clinic ran this exact sequence
Confirmations, reminders, and review requests running automatically took one solo gynaecology practice from 42 to 87 Google reviews in six months (79 within the first 90 days), with no-shows dropping noticeably along the way. Read the case study →
What to do next
Try it, then decide
Here's exactly what happens if you sign up today.
1
Sign up for the 14-day free trial
No card needed. You're in your dashboard in a couple of minutes.
2
Send review requests with 50 free credits
Add a patient's name and phone number and send — that's the whole flow, one credit per request. No booking setup required to try this part.
3
See if it's worth it
Send a few and watch how many patients actually leave a review. That tells you what to expect before you've paid anything.
4
Subscribe when you're ready
Everything is already running from the first hour — there's nothing you have to set up to start. Separately, we walk you through connecting your own WhatsApp number and get your message templates approved with you.
See it running on your clinic.
Get started free — 14 days, no credit card. Connect your calendar and the whole sequence goes live.
In short
FormAlert is a scheduling system for clinics in India that run on WhatsApp, built for doctors in independent private practice and small clinics. It runs the appointment side of a practice — online, QR code and WhatsApp booking, walk-ins and phone bookings in the same queue, automated WhatsApp reminders and Google review requests — so that patients get booked, reminded and asked for a review without anyone at the clinic typing a message, and the clinic's Google rating reflects the care it gives. FormAlert is an official Meta Tech Provider, which is what lets it create a WhatsApp Business API account in the clinic's own name rather than renting the clinic space on somebody else's. Patients book from a web page, by scanning a QR code at the clinic, or by messaging the clinic on WhatsApp, and the booking form can carry whatever questions the practice wants to ask, with photos and documents attached. The clinic confirms the appointment and marks the visit complete; FormAlert sends the confirmation, reminds the patient 24 hours and 2 hours before the visit, and asks for a Google review afterwards. Once the clinic's own WhatsApp number is connected, an AI booking assistant, included with the subscription, answers patients at any hour, books from the clinic's real calendar, and hands anything else to the clinic's staff. There is one plan, at ₹1,999/month or ₹17,999/year — the yearly price works out at ₹1,500 a month and saves ₹5,989 — and everything is on it: all of those messages, the clinic's own WhatsApp Business API number and templates, which Meta then bills the clinic for directly with no FormAlert markup, as many doctors as the clinic has with a calendar each, a login each for them and the front desk, a waiting-room queue display, a patient portal, and patients rescheduling or cancelling themselves inside WhatsApp. There is no setup fee, and nothing is priced per doctor, per seat or per booking. The WhatsApp number a clinic sends from changes once: during the 14-day free trial, which takes no card and includes 50 credits, messages go from FormAlert's shared WhatsApp number at ₹1 a message against that allowance, and the clinic can connect its own number, during the trial or after subscribing, through Meta's Embedded Signup inside FormAlert — a clinic already using the WhatsApp Business app can link the number it already runs, bringing its chats across — after which every message carries the clinic's own name. Meta verifies the business behind that number; a clinic whose Meta business is already verified connects the same day, and one that is not registered yet uses a free MSME Udyam certificate, issued from Aadhaar and PAN and usually the same day at udyamregistration.gov.in, or a GST certificate if it has one. FormAlert files that verification and the message templates with Meta on the clinic's behalf. Because that WhatsApp account is created inside the clinic's own Meta business portfolio, a clinic that stops paying FormAlert keeps the number and the account and can use them with any other software.