AI Booking Assistant for Medspas

Niwa is an AI booking assistant for medspas that answers business questions and books consultations on your website and WhatsApp. Its intelligent agent uses your website's business context, service information and availability to help someone choose an appointment, provide their contact details and complete a reservation in the conversation. Questions about personal treatment suitability go to your practitioner.

You set the consultation services, appointment lengths and staff schedules. Niwa helps people reach the next step while your team is treating patients or reception is closed.

Discuss your medspa booking setup

A treatment enquiry can lead to a booked consultation

Before booking, a prospective patient may want to know what the consultation costs, who they will meet or whether your clinic offers a particular treatment. Answering those questions gives them a clearer idea of the visit.

Niwa uses the information you provide about your services, location, opening hours and booking policies. It can explain what happens during a consultation and share your published pricing.

Where treatment prices vary, Niwa can explain your published range or pricing basis. The practitioner determines the individual treatment plan and cost after assessment.

On your website or WhatsApp, the person can ask about a consultation, choose an available time and provide the details needed to reserve it. Niwa records the service, appointment time and assigned team member, then confirms the booking in the conversation.

An example on WhatsApp

A prospective patient messages your clinic: "I'd like to discuss skin treatments. Do you have any consultation appointments on Friday?"

Niwa explains the consultation service from your configured menu and checks Friday's availability. The person chooses an available time and supplies the required contact details in WhatsApp. Niwa records the appointment and confirms the booking there.

If the person asks whether a treatment is suitable for them because of a medication or medical condition, Niwa directs that question to your practitioner through the contact route your clinic has defined. Booking a consultation gives them time to discuss it with the professional responsible for their care.

Configure the schedule around how your clinic works

Start with the consultation appointments you want people to book. For each service, define its duration, the team members who provide it and their availability.

Niwa's booking setup includes:

Consultation services and appointment lengths.
Staff assigned to each service.
Working hours, breaks and schedule exceptions.
Required contact fields, such as name, email and phone number.

Niwa has its own booking system. An authorised Google Calendar connection is available if your team uses it, with availability and synchronisation checked during setup.

If you already use another scheduler or EMR, decide which system controls appointments. Niwa can guide website visitors to your existing booking route; direct booking into a particular third-party platform requires a compatibility check. Keeping one authoritative schedule helps your team avoid conflicting reservations.

Your practitioner handles clinical decisions

Niwa can explain your published service information and help with appointment logistics. Personal treatment recommendations, medication questions and concerns about symptoms need qualified clinical attention. AmSpa describes the assessment and discussion involved in a proper consultation.

Define the contact route for these questions and make your clinic's urgent contact instructions visible outside the chat. Patients should know how to reach the appropriate person, including when reception is closed.

Keep clinical intake in your clinic's approved workflow. Appointment details can also be sensitive, so review how hosting, AI providers and connected services handle them. Where HIPAA applies, relevant safeguards and business associate agreements must be addressed. HHS explains the requirements for cloud services handling ePHI.

Use Niwa on your existing WordPress website

If you already have a WordPress site, you can install the standalone Niwa AI plugin. You do not need a new website to use the assistant.

Connect a supported AI account, provide your clinic's business information and configure the booking services and WhatsApp connection. Check the complete journey from the first question to the saved appointment before opening it to patients.

If you connect your own supported AI subscription, Niwa adds no AI usage charges or Niwa-imposed usage limits to that connection. Your provider's limits still apply, and support depends on the provider, account and connection you use.

A website built with AI means AI helped create its design, content or code. An AI-powered website continues doing useful work after launch. Niwa provides that ongoing assistance by answering business questions and helping people book appointments.

Niwa Business includes your website and booking assistant

Niwa Business is USD 150 for a custom WordPress website or migration, hosting, maintenance and AI tools adapted to your business.

For a medspa, that adaptation centres on your service information, consultation booking and the questions your team needs to handle personally. It gives you a website and an assistant working around the same clinic information.

Discuss Niwa Business for your medspa

Questions about medspa booking

Can patients book when reception is closed?

Yes. Niwa can answer business questions and book available consultations on your website and directly in WhatsApp outside reception hours. Clinical questions follow your clinic's contact procedures.

What information should a consultation booking collect?

Collect the appointment details and contact information needed to arrange the visit. Niwa supports configured name, email and phone fields. Use your approved clinical intake process for medical history and treatment assessment.

How should we measure whether it helps?

Track saved consultations, attendance and the questions that still need staff involvement. Review incorrect or incomplete bookings as well. These measures show whether the booking process is helping your clinic and where it needs adjustment.

Discuss the booking flow for your clinic

Bring your website address, consultation menu and the name of your current booking system. Choose one consultation service as the starting point.

The discussion can establish how patients will book on your website and WhatsApp, which information Niwa should use and how clinical questions reach your practitioner.