AI-automated bookings via webphoneWhatsAppInstagramMessengerTelegram

CitaFlow is an all-in-one platform for automated appointment management. All plans include an online booking system with a booking website and widgets you can integrate into your current website. Clients choose the service, professional, and available time, and the appointment is confirmed instantly.

AI Chatbot allows clients to book appointments through a conversational chat experience. The chatbot answers questions, guides the user, and schedules appointments automatically, 24/7, all managed from your control panel.

In Voice plans (Lite, Go or Pro), the optional AI telephony feature is added. When a client calls, the voice assistant answers 24/7, collects the appointment data, and schedules it automatically. If they prefer, clients can leave a voicemail or be transferred to your phone. All configuration is done without code from the panel, and you can enable or disable telephony whenever you want.

All booking channels (web, chat, and phone) remain fully synchronized in a single system.

Yes, absolutely. You can activate or deactivate SMS/WhatsApp globally from your dashboard. The supplement will adjust automatically.

Yes. You have a dashboard with real-time metrics on web appointments, AI-answered calls, conversion rates, peak hours, estimated revenue, and much more. Additionally, we automatically analyze call transcriptions so you can see at what point the appointment was booked or where an opportunity was lost. We also include analytics for your CitaFlow-generated website (traffic, widget clicks, etc.) and you can export any report to CSV/Excel.

When an appointment is created, we send the client confirmation via WhatsApp/SMS and email with a unique link to modify or cancel the booking in seconds from their mobile. You can also do it from the dashboard. All calendars (voice and web) share the same real-time availability, so there will never be conflicts.

Yes. We offer two ways to connect WhatsApp: the WhatsApp Cloud API, where all conversations are centralized in CitaFlow with Telegram alerts, or the option to keep your WhatsApp Business app on your phone and connect it to CitaFlow so the AI replies and books appointments automatically.

With the second option you keep using the app as usual, you can watch how the bot talks to your clients in real time, and you take over or pause the bot with one click. Few platforms in the market offer this. We help you pick the right one during onboarding.

The physical POS service is provided by an independent partner for POS and payment services. CitaFlow is not a payment institution, acquirer or payment processor: in eligible markets we can refer you to that partner. Once connected, CitaFlow automatically reconciles every charge with the client's appointment.

The physical POS service is provided by Teya, an independent provider of POS and payment services, currently available only in Spain. CitaFlow is not a payment institution, acquirer or payment processor: if you're interested, we can refer you to Teya. Once connected, CitaFlow automatically reconciles every charge with the client's appointment.

For online charges (deposit or full prepayment at booking) we use Stripe Connect: money goes straight to your bank account without passing through CitaFlow.

The physical POS pilot is initially available in Spain. If you're interested, request access from the Additional modules section on pricing.

CitaFlow may receive a referral fee from the partner if you ultimately sign up for their services.

CitaFlow may receive a referral fee from Teya if you ultimately sign up for their services.

Yes. The Employees module (add-on) adds granular roles and permissions: each person only sees the part of the app they need, and you can fine-tune permissions per section, per feature and per branch. In multi-branch accounts, the business owner gets a central dashboard, branch owners only see their own location, and employees only see what their role allows.

Includes WhatsApp time-tracking (commands enter / pause / back / out) with exportable records to comply with Spain's time-tracking law and other EU labor regulations. Contact us for pricing from the Additional modules section.

CitaFlow AI is bilingual: Spanish and English. It automatically detects the language your client speaks and responds in the same language with natural voice. Perfect for businesses serving both Spanish-speaking and English-speaking clients.

The control panel (dashboard) is currently available in Spanish. We will soon launch dashboard versions in English, French, Italian, and other major languages.

SMS/WhatsApp cost us money per message. With more appointments, we send more notifications and costs increase. The supplement allows us to keep very low prices for small businesses while larger businesses using more WhatsApp/SMS contribute a bit more.

Each appointment includes 1 confirmation and 1 reminder for free. If you only use Email to notify clients (free), there is NO supplement.

We count the total confirmed, completed, or no-show appointments in the current month. Each appointment counts individually, regardless of whether it's from the same client or not. Cancellations are free and don't count toward the volume.

Congratulations! From 1000 appointments/month onwards, we offer you a personalized enterprise plan. Our team will contact you automatically.

Yes, you can upgrade or downgrade your plan at any time. Changes apply immediately and you only pay the prorated difference.

No. We no longer charge for "message packs" or for each individual SMS/WhatsApp. Each appointment includes by default 1 confirmation, 1 reminder, and change/cancellation notifications for your client. You can send them via Email (always free and unlimited) and, if you activate the WhatsApp/SMS channel, also through these channels without worrying about a monthly message limit.

To cover the cost of those messages when your business grows significantly, we apply a small supplement of +€10/month for each block of 200 additional appointments, but only if you have WhatsApp/SMS activated and exceed 200 appointments per month. If you only use Email, there's no volume supplement.

Voice minutes do have a per-minute price when you exceed the minutes included in your plan (Voice Lite, Go or Pro): a flat €0.25/min, always transparently and itemized on your invoice.

There is no lock-in. The subscription is monthly and you cancel it whenever you want from the panel, with no phone calls and no notice periods.

And if you leave, you take your data with you: in Settings there is a button that downloads your whole account as a file (clients, appointments, services, opening hours, calls and billing). You do it yourself, whenever you want, without asking us and without waiting for anyone to prepare it.

Your business does not live inside ours: your clients, your phone number, your WhatsApp account and your website stay yours. We have no public directory where your business shows up next to your competitors.

We do the same with reviews: instead of building you a review system that lives inside CitaFlow, we read the rating from your Google profile and display it on your booking site. They stay on your profile, which is yours, and if you ever leave they are still there.

• Spanish landline number new or portability (geographic 8/9, 901/902, 900/800). Mobile numbers not yet supported.
• AI Assistant 24/7 for phone reservations.
• Voicemail with transcription and instant notification.
• Call forwarding to your mobile or switchboard whenever you want.
• Customizable IVR menus and full control from your dashboard.

No, CitaFlow is designed to be extremely easy to use. Our guided setup process allows you to be operational in less than 15 minutes. Simply connect your calendar, customize some preferences, and your assistant will be ready to answer calls. For more advanced customizations, we offer an intuitive interface without requiring programming.