Telegram booking bot.

How we launched a Telegram bot for the “Dentika” dental clinic and turned “Happy Hours” into a booking channel

The idea of a bot for “Dentika” came about when they already had a separate “Happy Hours” module: administrators managed discounted slots in their admin panel, patients booked the free windows — and occupancy grew. But the goal was more ambitious: to bring this “short path to booking” straight into the messenger and take the routine off the front desk.

The idea of a bot for “Dentika” came about when they already had a separate “Happy Hours” module: administrators managed discounted slots in their admin panel, patients booked the free windows — and occupancy grew. But the goal was more ambitious: to bring this “short path to booking” straight into the messenger and take the routine off the front desk.

The clinic's pain points

Patients often wrote and called “just to ask”: how to get there, which promotions were running, whether there was a slot tomorrow at lunchtime. Administrators had to keep the schedule of every branch in their heads and coordinate bookings manually. The team understood that part of this journey could be simplified by moving it into Telegram — where it is convenient for the patient.

Patients often wrote and called “just to ask”: how to get there, which promotions were running, whether there was a slot tomorrow at lunchtime. Administrators had to keep the schedule of every branch in their heads and coordinate bookings manually. The team understood that part of this journey could be simplified by moving it into Telegram — where it is convenient for the patient.

The idea behind the solution

We built a “reception desk” bot: a person comes in, confirms consent to data processing, the administrator approves the registration with one click — and the patient then sees a clear keyboard: Book, Promotions, First Visit, My Account, Information, Get a Bonus. All in the chat, with no downloads or unnecessary forms.

We built a “reception desk” bot: a person comes in, confirms consent to data processing, the administrator approves the registration with one click — and the patient then sees a clear keyboard: Book, Promotions, First Visit, My Account, Information, Get a Bonus. All in the chat, with no downloads or unnecessary forms.

Key scenario — booking in 3 steps: branch → area → ready-made “happy” slots. If a person has a non-standard request, there is always the OPERATOR button, and the administrator takes over the dialogue. This is how we combined automation with “live” service.

How it works for the patient

Quick start. Press /start, fill in your full name and phone number, confirm consent — and get access to the features. If there is an error in the data, the bot explains clearly what to correct. Approval takes one click on the administrator's side.

• Quick start. Press /start, fill in your full name and phone number, confirm consent — and get access to the features. If there is an error in the data, the bot explains clearly what to correct. Approval takes one click on the administrator's side.

• Booking on a single screen. You can see where the nearest discounted slots are; the bot books the time instantly and notifies: “Please wait for the administrator's confirmation”.

Keyboard visual for the client when booking an appointment: 

• My Account. You can view upcoming visits and cancel them. The bot warns that a cancellation is confirmed by the administrator and explains what to do next.

Visit information visual for the client:

• Value and trust. The “Promotions”, “First Visit”, “About Dentika” and “Branches” sections — short, clear answers, photos and links, without “googling” around the website.

Promotion information visual for the client:

Visual of the “About Dentika” section for the client:

Visual of the “Branches” section for the client:

What changes for administrators

Instead of endless calls — a transparent admin panel: registration requests, bookings and cancellations arrive as a list; confirmation takes one click, with a notification to the patient.

Instead of endless calls — a transparent admin panel: registration requests, bookings and cancellations arrive as a list; confirmation takes one click, with a notification to the patient.

Plus content: branches, areas, services, promotions, “First Visit”, contacts — everything is edited by the manager independently. No more “write to the developers” for a price or a promotion.

A separate section — “Happy Hours”: the administrator adds urgent slots (date, branch), and the bot instantly shows them to patients. This is a direct bridge from the operational window to sales — without Excel or message threads.

Great, then we can expand the case with a section about the admin panel, focusing on each block. This will emphasise that the bot is not just a chat for patients but a fully fledged management tool. Here is an example of how it can be presented in a narrative style:

How it works for administrators

The admin panel is the heart of the bot. It allows you to manage processes, control requests and maintain service quality without wasting time on manual actions. The panel contains the key blocks:

The admin panel is the heart of the bot. It allows you to manage processes, control requests and maintain service quality without wasting time on manual actions. The panel contains the key blocks:

• Clients — a list of all bot users, their requests and registration details. The administrator confirms registrations, views visit history and monitors activity.

Visual of the Clients section in the admin panel (All Clients tab):

Visual of the Clients section in the admin panel (Requests tab, client approval scenario):

Visual of the Clients section in the admin panel (Requests tab, no-requests scenario):

Visual of client requests directly in the Telegram account (scenario of incoming requests and a patient booking an appointment):

• Branches — managing all locations in the network: adding and editing information, photos and addresses.

• Areas — therapy, periodontics and other service areas. The ability to create new ones, edit existing ones and link them to services.

• Services — managing the list of procedures, descriptions, photos and links. The administrator updates the content without developers' help.

• Promotions — creating and editing promotional offers, managing their visuals and validity periods.

• Clinic information — addresses, contacts, opening hours, the network's history; everything can be edited via the panel.

• First Visit — a description of services for new patients, photos, links to materials and useful instructions.

Visual of the First Visit section in the admin panel:

Bonus system — managing reviews and referral programmes, awarding bonuses and monitoring client activity.

Visual of the Bonus System section in the admin panel (Referral System tab):

Visual of the Bonus System section in the admin panel (Reviews tab):

• Happy Hours — adding urgent booking slots that are instantly shown to patients in the bot. This is a direct sales channel and a way to increase schedule occupancy.
  
  Visual of the Bonus System section in the admin panel (Create Happy Hours tab):

• Operators — managing the staff who can join a dialogue with a client, promptly help with non-standard requests and maintain a high level of service.

Visual of the operator list in the admin panel:

This approach combines automation with human control: the bot performs the standard actions, while the administrator always sees the full picture and can step in when necessary.

What the business gets

More bookings from the patient's familiar environment — Telegram. Automated steps close 80% of typical requests, and the complex ones go to an operator.

• More bookings from the patient's familiar environment — Telegram. Automated steps close 80% of typical requests, and the complex ones go to an operator.

• Less load on the front desk. Confirmations, cancellations, reminders — clicks in the admin panel instead of calls.

• Flexible promo communication. Promotions and “First Visit” are updated by the manager, without releases.

• Schedule occupancy. Free windows turn into “hot offers” in the bot — patients see them and pick them first.

Details that executives love

Quality control: every key patient action is confirmed by the administrator — no “self-bookings”.

• Quality control: every key patient action is confirmed by the administrator — no “self-bookings”.

• Scenarios with no dead ends: the OPERATOR button can be activated at any moment; the bot never leaves the user alone with a form.

• Referral mechanics: “Invite a Friend” (referral link) and “Bonus for a Review” (the photo goes to moderation) — an additional organic inflow.

• No “hidden” technical support: server requirements are minimal, a regular VPS (for example, Cloud-30) is enough, and deployment is containerised.

What the numbers say

In the first weeks after launch, 600 patients booked through the bot. On average that is around 12 bookings a day, or ≈86 bookings a week — with no unnecessary calls.

In the first weeks after launch, 600 patients booked through the bot. On average that is around 12 bookings a day, or ≈86 bookings a week — with no unnecessary calls.

These figures clearly show how automation via Telegram reduces the load on the front desk while increasing the flow of bookings.

The takeaway in two lines

For the patient — fast and clear. For administrators — easier demand management. And “Happy Hours” stopped being a “hidden website feature” and became a visible sales channel.

For the patient — fast and clear. For administrators — easier demand management. And “Happy Hours” stopped being a “hidden website feature” and became a visible sales channel.

Want the same effect? Tell us which areas and promotions are your priority — we will map out the scenarios, connect the “happy” slots and launch a pilot in a short cycle.