> ## Documentation Index
> Fetch the complete documentation index at: https://help.ciarem.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# WhatsApp forms in your AI agents

> Let a qualifier agent collect its answers with a WhatsApp form, let an appointment agent book meetings with one, and give any agent forms you built, with a line on when to send each.

On WhatsApp, an AI agent can send a [WhatsApp form](https://help.ciarem.ai/channels/whatsapp-forms.md) instead of asking question after question in the chat. You set this up in the agent's editor (**Control center > Agent team**, open the agent), on the step **Choose the WhatsApp forms this agent can send, and when.** Save the agent to apply it.

## Qualifier agents: one switch

Turn on **Collect answers with a WhatsApp form**. The agent's [questions](https://help.ciarem.ai/ai-agent/agent-team.md) become the form:

* A question goes in the form when it has a **Save the answer** property. The card lists which questions go in and why the others stay in the chat: no property (asked in the chat), an archived property, a file property, or a choice property with no options or too many.
* The switch needs at least one question with a property.
* Every question in the form is required. Questions the contact already answered are prefilled, so they confirm with one tap.
* The agent sends the form in its first reply, even to a plain "hi", while a question with a property is still unanswered. If the customer answers in the chat instead, the agent saves those answers as usual.

## Appointment agents: book with a form

Turn on **Book meetings with a WhatsApp form**. The form asks for **first name** and **email (optional)**, then shows a day and time picker with your free times, live. The meeting is booked on your calendar when the customer sends the form. If someone took that time in the meantime, the form asks them to pick another.

* **It needs a booking calendar.** Connect a calendar and mark it **Use for bookings** in **Settings > Calendars** ([how](https://help.ciarem.ai/ai-agent/booking-and-calendars.md)). Until then the switch is off.
* **What it offers:** the next 14 days, inside the booking calendar's schedule and outside its busy times, 30-minute meetings with a video call link. Times are shown in the calendar's timezone.
* **The email is optional.** If the customer leaves it empty, or deletes the prefilled one, the meeting is still booked but no invitation is sent to them.
* The agent sends it when the customer wants a meeting or asks for times. It is not offered again while the conversation already has an upcoming meeting.

## What happens when you save

Saving the agent publishes its form to WhatsApp. A message confirms it (**WhatsApp form updated: 3 questions**, with **View form**), and the card shows **Published in WhatsApp**. If the form could not be published, the card says why: for example, no WhatsApp number connected, no booking calendar, or Meta's reason for rejecting it. Fix it and save again.

The form's buttons and fixed texts (such as "Next" or "Send") are in your team's **Primary language** from [Basic configuration](https://help.ciarem.ai/ai-agent/basic-configuration.md).

## Any agent: add your own forms

Every agent type can send forms you built in [Manage forms](https://help.ciarem.ai/channels/whatsapp-forms-builder.md). Under **Your forms**, click **Add form**, pick a published form, and fill in **When to send it**, for example "When the customer asks for a quote". The agent sends it when that moment comes up. When more than one form fits, the order of the list decides.

A form that is not published shows **Not sent until it's published.** with an **Open to publish** link.

**Customise this form** turns a qualifier or appointment agent's own form into an editable copy, added to **Your forms**, and turns the switch off. The copy starts as a draft: edit it, publish it, and the agent sends your copy instead.

## When the agent sends a form, and when it doesn't

* Only on **WhatsApp**, and only in replies. Follow-ups never carry a form.
* Only the agent that is **handling the conversation** sends its forms. If routing picks another agent, that agent's forms apply. See [how routing works](https://help.ciarem.ai/ai-agent/agent-team.md).
* Not while a **person** has taken over the conversation.
* **Once per conversation** per form. If the customer ignores it or says they don't want it, the agent continues in the chat and doesn't send it again.

Test it in the [playground](https://help.ciarem.ai/ai-agent/playground.md): the agent shows the form there with sample data, and you can fill it in as the customer.


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