Municipal Appointment Booking

Municipal Appointment Booking on WhatsApp No Queues, No Phone Calls

Residents pick the office, the service and a free slot in a WhatsApp chat, receive the list of documents to bring and get a reminder the day before. Your counters see fewer walk-in queues and fewer no-shows.

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  • WhatsApp Business API
  • Web chat
  • Instagram DM
Nova City Hall Official account

I need an appointment with the building permits office.

10:02

Of course. What is the appointment for?

10:02

New applicationSubmit missing documentsSpeak to a planner

Speak to a planner

10:03

These times are free with the planning team next week:

10:03

Mon 09:30Wed 14:00Thu 11:15

Wed 14:00

10:03

Appointment confirmed

Building permits · Wednesday 14:00

Service Centre, 2nd floor, desk 4

Please bring your ID and the parcel number. We will send a reminder the day before.

10:04

24/7
Online booking
Outside office hours too
No-code
Booking flows
WhatsApp Flows and quick-reply buttons
API
Your appointment system
Live slots from your own calendar
Templates
Reminders
Approved WhatsApp reminder messages

City hall appointment system features

Everything residents need to book, prepare for and attend an appointment, inside one chat.

  • Office and service selection

    Buttons and WhatsApp Flows guide residents to the right office, service and appointment type.

  • Live available slots

    Free times come from your own appointment system through the API, so there is no double booking.

  • Document checklists

    Each confirmation lists the documents to bring, so residents do not need a second visit.

  • Reminders before the visit

    An approved WhatsApp template reminds residents the day before with the time and desk.

  • Reschedule or cancel in chat

    Residents change or cancel with one tap, and the freed slot is available to someone else.

  • Several offices, one number

    Service centres, departments and branches share one official number and a team inbox.

WhatsApp Flows

A booking form residents finish in under a minute

WhatsApp Flows show the office, service, date and time as a native form inside WhatsApp. Residents complete it without leaving the chat, and the appointment is written to your system.

  • Office, service, date and time in one form
  • Contact details pre-filled from the chat
  • Confirmation and reminder sent automatically
See WhatsApp Flows

Appointment reminder

WhatsApp template · sent the day before

Message preview

Hello Thomas, a reminder of your appointment tomorrow at 14:00 with the building permits office, Service Centre desk 4. Please bring your ID and parcel number.

How municipal appointment booking works

Four steps from a WhatsApp message to an on-time visit.

  1. Resident asks for an appointment

    On WhatsApp, web chat or Instagram, or from a link on your service pages.

  2. Picks the service and slot

    Live availability from your appointment system, shown as buttons or a form.

  3. Gets confirmation and a checklist

    Time, place, desk and the documents to bring, all in the chat.

  4. Reminder and easy changes

    A reminder the day before, with one-tap reschedule or cancel.

Example conversations

Municipal appointment booking examples on WhatsApp

Rescheduling, preparing for a social services visit and taking a freed-up slot, all without a phone call.

  • Rescheduling a city hall appointment from the reminder

    The day-before reminder includes a reschedule button; the resident picks a new slot and the old one is released.

    Nova City Hall Official account

    Appointment tomorrow

    Business licensing · Thu 09:45

    Service Centre, desk 3

    Hello Rachel, a reminder of your appointment tomorrow. Please bring your company registration and lease agreement.

    Wed 16:00

    ConfirmRescheduleCancel

    Reschedule

    Wed 16:20

    These times are free with business licensing:

    Wed 16:20

    Fri 10:30Mon 08:45Tue 15:15

    Mon 08:45

    Wed 16:21

    Appointment moved

    Business licensing · Mon 08:45

    Service Centre, desk 3

    Your appointment is moved and Thursday's slot is released for someone else.

    Wed 16:21

  • Booking a social services appointment for an elderly parent

    A family member books on web chat, gets the documents to bring and adds a note so the social worker is prepared.

    Nova Social Services Typically replies instantly

    I would like an appointment about home care support for my mother.

    13:02

    Of course. Would you like the meeting at the office or a home visit?

    13:02

    At the officeHome visit

    Home visit

    13:03

    A social worker can visit on these days:

    13:03

    Tue 10:00Wed 14:00

    Tue 10:00. She uses a wheelchair, the entrance is at the back.

    13:04

    Home visit booked

    Home care assessment · Tue 10:00

    Bring: ID, recent medical reports

    Booked, and your note about the entrance is added for the social worker.

    13:04

  • Getting an earlier slot when someone cancels

    A resident on the waitlist is offered a freed-up appointment and accepts it in one tap.

    Nova City Hall Official account

    Good news, James: an earlier slot is free at the building permits office, tomorrow at 11:30. Your current appointment is on 28 November. Would you like the earlier one?

    15:12

    Take tomorrow 11:30Keep 28 Nov

    Take tomorrow 11:30

    15:14

    Appointment updated

    Building permits · Tomorrow 11:30

    Service Centre, 2nd floor, desk 4

    Done. Your 28 November slot has been released.

    15:14

    Perfect, thank you!

    15:15

FAQ

Municipal appointment booking: common questions

Quick answers to the most common questions.

How can residents book a city hall appointment on WhatsApp?

They message your official number, choose the office and service with buttons or a WhatsApp Flows form, pick a free time and receive a confirmation with the documents to bring.

Does it connect to our existing appointment system?

Yes. MonoChat connects through its API, webhooks and custom functions, so available slots are read from your own system and new bookings are written back to it.

Can residents reschedule or cancel an appointment?

Yes. Reminders include reschedule and cancel buttons. A cancelled slot becomes available again in your system for other residents.

Do residents get appointment reminders?

Yes. An approved WhatsApp template message is sent before the appointment with the time, location and desk, which helps reduce no-shows.

Can several offices use the same WhatsApp number?

Yes. Departments and service centres share one official number. Conversations are routed to the right team in a shared inbox.

Keep exploring

First month of Growth on us

Replace Counter Queues With Appointments

Let residents book, prepare for and attend municipal appointments from one WhatsApp chat with MonoChat.

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One code per business • 30 days to redeem • No card needed

$150 to get started.

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