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“We do great work, but clients only seem to leave reviews when they're angry. I forget to ask the happy ones.”
Customer Communication
Check in after a treatment without remembering to
“I mean to follow up after a treatment to see how someone is doing, and I almost never actually do it.”
The short answer
Trigger a short check-in a set number of days after the appointment type, automatically. A message asking how someone is healing does three jobs at once: it catches a problem early, it demonstrates care that generates referrals, and it opens the natural moment to rebook. Set the delay per treatment type and it runs without anyone remembering.
- ~2 hours/week back (estimated)
- 30 minutes to set up
- Medium difficulty
How we estimated that: Assumes 10 follow-ups a week at around 10 minutes each when done manually. This is a model, not a measurement — check it against your own numbers, because if the assumption does not match your business the figure will not either.
What you'll need
- Your booking system
Look for post-appointment or follow-up messaging keyed to service type.
We have not checked this tool's pricing ourselves yet, so we are not quoting it. Confirm current cost with the vendor. - Mailchimp free tier
Date-triggered sends work on the free plan up to a contact ceiling.
Free until: 250 contacts and 1,000 email sends/mo on the Free plan (daily limit 500 emails). Sending is paused when limits are exceeded.
Watch the pricing: Essentials from $13/mo for 500 contacts (1,000 monthly sends); Standard from $20/mo for 500 contacts (6,000 monthly sends). 14-day free trial on Standard/Essentials reverts to paid unless downgraded. Overages apply on paid plans if contact/email limits are exceeded.
Pricing checked 2026-08-02 — source. - Klaviyo free tier
Better if you want different timing per treatment type.
Free until: Up to 250 active profiles, 500 email sends/month, $5 credit of mobile messages/month (SMS). Email support is limited to the first 60 days.
Watch the pricing: Paid plans scale by contacts/sends: e.g. Email plan starts at $20/mo (up to 500 contacts, 5,000 monthly email sends). Email + SMS plan starts at $35/mo. When free limits are hit, sending stops until upgraded.
Pricing checked 2026-08-02 — source.
We are not paid by any tool listed here. If a cheaper or better option exists, that's what you'll see.
Pricing above was checked on 2026-08-02. 1 of these 3 entries is still unverified. Vendors change their terms without notice, and free tiers do get withdrawn. We take no money from any vendor listed here. If something on this page is out of date, tell us and we will correct it.
How to set it up
- Pick the right delay for each treatment
Different procedures have different windows where a problem shows up. Ask what the clinically sensible check-in point is rather than using one delay for everything.
- Write it as a question, not a broadcast
'How are you doing after Tuesday?' invites a reply. A newsletter-shaped message does not, and replies are the entire point.
- Make replies reach a person
Route to an inbox someone actually reads. A check-in that goes unanswered is worse than never sending one.
- Add the rebooking prompt only at the end
Ask about them first. If the rebooking link is the opening line it reads as marketing and the care signal is lost.
- Exclude anyone who already has the next appointment booked
Otherwise you prompt someone to book something they already booked.
Common questions
- Should this be text or email?
- Text gets read and replied to far more often for a short check-in. Keep it to a sentence or two if you use it.
- What does it cost?
- Often nothing if your booking system sends it. Otherwise a messaging tool with a free tier covers it until your volume outgrows the limit.
- Is there a compliance issue with clinical follow-up by text?
- There can be, depending on what you write and where you operate. Keep it to a general wellbeing check with no clinical detail, and take advice before including anything specific to treatment or diagnosis.
Last reviewed 2026-08-01. Tools change — if something here is out of date, tell us and we'll fix it.
Related fixes
Bring back past clients automatically
“Clients come in once or twice and then drift away, and I don't have time to personally reach out to hundreds of people.”
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