Rebook Salon Clients After a Visit on WhatsApp
This recipe turns replies to your follow-up messages into the next booking. The follow-up goes out a few weeks after a visit, from your salon software, as a WhatsApp broadcast or from your team. When the client replies, AeroChat reads their last visit from your salon software, offers times with the same stylist at the interval you recommend for that service, and answers aftercare questions from your notes. Part of the hair and beauty salon workflows.
What happens today
A client had a cut and colour six weeks ago. Her roots are showing. She means to book, but it is not urgent, and a new salon nearby is running an opening offer. Nobody from your salon has been in touch since the visit. The client who comes back every six weeks becomes a client who comes back every three months, or not at all.
Your stylists know the right interval for each service. Acting on it for every client takes time nobody has.
How the follow-up goes out
AeroChat replies inside conversations. It does not send the follow-up on a timer. Send it in one of three ways:
- Your salon software’s own rebooking reminders, if it sends them by WhatsApp or text, with the reply coming back to your WhatsApp number.
- A WhatsApp broadcast from AeroChat, once a week, to clients whose last visit was around your recommended interval ago. Use an approved message template. Broadcasts are included from the Growth plan.
- Your team, sending a short message to the week’s list from the shared inbox.
End the message with a simple question, such as “Would you like me to find you a time with Mei?”
The flow that works
- The client replies to the follow-up.
- AeroChat finds their last visit in your salon software: the stylist and the services.
- It offers up to three times with the same stylist for the same services, around your recommended interval.
- It books the one the client picks, using the stylist booking workflow.
- If the client asks an aftercare question, it answers from your aftercare notes. If they mention a problem with the last service, it hands the conversation to a person.
The recipe
Copy this into AeroChat
When a client replies to our follow-up message after a visit, follow these steps.
- Find the client in our salon system using the phone number they are messaging from, and read their most recent visit. Note the stylist and the services.
- If they want to book, offer up to three times with the same stylist for the same services, starting from today, from that stylist’s availability in our salon system. Use our recommended intervals (examples, change them to ours): cut every 6 weeks, roots touch-up every 6 to 8 weeks, full colour every 8 to 10 weeks, scalp treatment every 4 weeks. If they want different services this time, ask which.
- When they choose a time, book it following our booking instructions, including the deposit rule for long services.
- If they ask an aftercare question, such as how long to wait before washing coloured hair, answer only from our aftercare notes. If the answer is not there, tell them their stylist will reply and hand over.
- If they say they are not ready to book, thank them and do not send any further message.
- If they mention a problem with their last service, such as colour fading fast, damage, itching or a reaction, do not offer anything and hand the conversation to the manager straight away.
Never offer a discount that is not in our current promotions. Reply in the client’s language.
Change the recommended intervals to your own before you paste it.
What to connect
- Your salon booking software. The same connection the stylist booking workflow uses, for each client’s last visit and each stylist’s availability. Phorest, Zenoti or Square Appointments connect through their APIs. If booking is already connected, this recipe reuses it.
- Your aftercare notes. Upload them to the AeroChat knowledge base, one short section per service.
- WhatsApp broadcasts, if you send the follow-up from AeroChat. Create a follow-up template and get it approved by WhatsApp first.
If you run a small salon from Google Calendar, connect your Google account and approve the access. AeroChat then finds the last visit and offers times from your stylists’ calendars.
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 you still decide
- The recommended interval for each service.
- Who gets a follow-up, and how often. Only message clients who have agreed to hear from you.
- The wording of the follow-up template.
- Whether a returning-client offer is included, and its conditions.
The result to expect
Clients who meant to book get a time with their stylist in the same conversation as the reminder. Stylists see more of their regulars return on schedule. Aftercare questions get your salon’s answer instead of whatever the client finds online.
Measure it with your own numbers: the share of clients who rebook within your recommended interval, for two months before and after you start.
Next: package balances.
Start with this week’s list
Paste the recipe, send a follow-up to yourself, and reply “yes, please book me in”. Check it offers your own stylist at the right interval.
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