AI Agents & Automation

Childcare agency: an AI booking agent on WhatsApp, email and phone

Client: Childcare agency · AI Automation

How Wishfy built an AI booking agent for a childcare agency in Spain that takes childcare requests on WhatsApp, email and phone, matches nannies and hands exceptions to the team.

Headline result: Childcare bookings handled end to end, day and night, with people in charge of the exceptions

Dramatised illustration of the service.
Channels
WhatsApp · Email · Phone (voice agent)
Languages
Replies in the client's language
Connected to
Google Sheets · Calendar · Drive · Gmail · Chatwoot
Availability
24/7, with a hand-off to the team
Location
Spain

The challenge

Families, hotel concierges and wedding planners book childcare at all hours on WhatsApp, by email and by phone. Each booking meant collecting details, working out a price, messaging nannies one by one, waiting for replies, getting the client's choice, reconfirming the nanny and updating the calendar, all by hand.

How a request flows

  1. A request arrives

    On WhatsApp, by email or as a phone call to the voice agent. Every channel lands in the same booking record.

  2. The details are collected

    The agent asks only for what is missing: date, times, number and ages of the children, location.

  3. Priced and read back

    The price is calculated from the agency's rates. The client confirms the full booking before it is saved.

  4. Nannies are matched

    Suitable nannies are offered the job by area, language and schedule, and their availability is recorded.

  5. The client chooses, the nanny reconfirms

    The client picks a nanny, who confirms once more. If she cannot, another nanny is offered.

  6. Confirmed and scheduled

    The calendar is updated and the confirmation, nanny profile and policies are sent. Changes and cancellations notify the nanny.

Who does what

AI agent

  • Answers WhatsApp, email and phone requests, day and night
  • Collects booking details and calculates the price
  • Offers the job to matching nannies and records their availability
  • Sends options, records the choice and reconfirms the nanny
  • Updates the calendar and sends confirmations, profiles and policies
  • Handles changes, cancellations and weekly reports

Your team

  • Complaints and safety concerns
  • Payment disputes, invoices and contracts
  • Requests outside the agreed rules
  • Replies to escalations, relayed to the client automatically

Effort moved to the AI agent

Estimate
TaskTypical manual timeNow done by
Reading the request and collecting missing details~10 minAI agent
Working out the price and quoting~3 minAI agent
Messaging nannies and collecting replies~15 minAI agent
Sending options and recording the choice~5 minAI agent
Reconfirming the nanny and updating the calendar~5 minAI agent
Sending confirmation, profile and policies~4 minAI agent
Complaints and exceptionsvariesYour team
≈ 42 minutes of admin per booking now handled by the AI agent

How we estimate: Our estimate of the typical time each step takes when done by hand for one booking. It is not a measurement: real times vary per request.

Safety rules built in

  • A booking is never saved from partial details: the client confirms the full booking first.
  • A chosen nanny confirms a second time before a booking is final.
  • Nannies' private contact details are never shared with clients.
  • Duplicate messages and repeated replies are filtered out.

Built with

n8n workflows, OpenAI language models, a voice agent for phone calls, WhatsApp through Chatwoot, and Google Workspace (Gmail, Sheets, Calendar, Drive). The video above is a dramatised illustration of the service, not footage of real clients.

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