Spa and Wellness Workflows to Automate, Ranked
These are the eight workflows a growing day spa, massage, facial or wellness centre should automate first, ranked by how much time or revenue each one recovers. The ranking assumes a single outlet with four to ten therapists, most enquiries on WhatsApp and Instagram, and bookings kept in Google Calendar. Each one links to a recipe page with a description you can paste into AeroChat, what to connect and what you still decide.
For the market data and plan sizing, see the spa and wellness overview.
The ranking at a glance
| Rank | Workflow | What it recovers | Why it ranks here |
|---|---|---|---|
| 1 | Booking with therapist, room and deposit | Revenue from bookings that arrive when the desk is closed or busy | It is where the money is, and the other workflows reuse its connection |
| 2 | No-show reduction | Revenue from empty rooms | Text reminders raised attendance from 67.8% to 78.6% in healthcare trials (Cochrane, 2013) |
| 3 | Rescheduling and cancellation | Front desk time, and slots that would otherwise go empty | One of the most frequent messages a spa gets, and a slot freed early can be resold |
| 4 | Package and membership balances | Front desk time on an identical lookup, and customer trust | Prepaid packages are a common source of consumer complaints, so an exact answer builds trust |
| 5 | First-visit offers and promotions | Revenue from ad and Instagram enquiries | Answered while the customer is still looking at your ad |
| 6 | Gift vouchers sold in chat | Seasonal revenue at festive peaks | Paid by link without a call or a visit |
| 7 | Post-treatment follow-up and rebooking | Repeat visits | Replies to aftercare messages turn into bookings |
| 8 | Contraindication handover | Low volume, high stakes | Every setup needs it before going live |
Sources: Gurol-Urganci et al., Cochrane, 2013, 8 randomised trials, healthcare appointments.
The eight workflows
1. Book a treatment with therapist, room and deposit
A customer asks for a 90-minute massage tomorrow after 7pm, with a female therapist. AeroChat checks your therapists’ Google Calendars and your room calendars for a time when both are free, offers three, sends a deposit link and books the slot once it is paid. This ranks first because it is where the money is, and because booking requests that come in after closing are the easiest to lose.
2. Turn reminder replies into moved bookings
A no-show on a two-hour package is two hours of a room and a therapist you cannot resell. A deposit taken at booking, plus a reminder that tells the customer to reply on WhatsApp if they need to change, turns many no-shows into moved appointments. AeroChat handles the reply, moves the booking and tells the customer what happens to their deposit under your policy.
3. Reschedule or cancel within your policy
“I can’t make Saturday. Can I change to Sunday?” is one of the most frequent messages a spa gets. AeroChat finds the booking, checks how far away it is against your cancellation window, offers new times and moves it. Requests inside the window get your policy, stated plainly, and exceptions go to your manager.
Rescheduling and cancellation recipe
4. Answer package and membership balances
“How many sessions are left on my package?” is the same lookup every time. AeroChat checks that the person asking is the account holder, reads the balance and expiry from your package Sheet and replies. Prepaid packages are a common source of consumer complaints, so an exact answer at any hour helps customers trust you.
Package and membership balances recipe
5. Answer first-visit offers and promotions
Someone sees your Instagram post or Facebook ad and writes “Is the first-visit offer still on?”. AeroChat answers with the offers you have listed and their conditions, checks the customer is new, and moves straight into booking. It never invents a discount or combines offers you have not allowed.
6. Sell gift vouchers in chat
Before Mother’s Day, Valentine’s Day, Christmas and other gifting holidays, voucher requests arrive in bunches. AeroChat takes the value, the recipient’s name and the message, sends a payment link, records the paid order in your Google Sheet and tells your team to issue the voucher.
7. Follow up after treatment and rebook
You send an aftercare message a few days after a facial or a course of massages. When the customer replies, AeroChat answers aftercare questions from your notes, sends any sign of a reaction to a person, and offers the next appointment at the interval you recommend.
Post-treatment follow-up recipe
8. Hand pregnancy and medical questions to a therapist
Pregnancy, high blood pressure, recent surgery, skin conditions and some medications change what a therapist can safely do. AeroChat never answers those questions. It collects the details, tags the conversation, passes it to a therapist and tells the customer when to expect a reply. It ranks last because the volume is low. Set it up before any other workflow goes live.
Contraindication handover recipe
What they connect to
- Google Calendar for therapists and rooms, used by workflows 1, 2, 3, 5 and 7.
- Google Sheets for the bookings log, package balances and voucher orders, used by workflows 1, 4 and 6.
- Airwallex, built in, for deposit and voucher payment links. HitPay and Stripe connect through their APIs if you already use them.
- Zenoti, Phorest or Mindbody, if your spa books through spa and salon software rather than Google Calendar. Each publishes an API for appointments, and the recipes work with it the same way.
- Your knowledge base for the treatment menu, policies, promotions, aftercare notes and voucher terms.
- AeroChat’s own handover, tags and team notifications for workflow 8 and every exception.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What stays with your team
- Anything medical: pregnancy, conditions, medication, and any reaction after a treatment.
- Complaints about a therapist or a treatment.
- Exceptions to your cancellation policy, refunds, and package extensions or transfers.
- Disputes about a package balance.
- Any discount or offer that is not on your list.
Each recipe hands these over with the details collected, so your team picks up the conversation without asking the customer to repeat themselves.
How they fit together
The booking workflow is the base. Rescheduling, first-visit offers, follow-ups and reminder replies all end in a booking or change one, so they reuse its connection to your calendars. The contraindication handover runs alongside all of them. When a customer mentions pregnancy in the middle of a booking, the booking pauses and a therapist takes over.
You can paste the recipes one at a time. When you paste the second, AeroChat sees what you already have and adds to it rather than building a duplicate.
Build your first one
Most spas start with booking and the contraindication handover together. Paste both, connect your Google Calendar, and test with a message asking for a massage tomorrow.
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