Reply to new website leads instantly
“People fill out the contact form on our site, but by the time I reply a few hours later, they've already booked with someone else.”
Lead Management
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.”
The short answer
Create a 'win-back' email automation that automatically emails any client who hasn't booked an appointment in the last 6 months. It costs significantly less to re-engage an old client than to acquire a new one. A simple, personal-sounding email checking in and offering an easy way to book a touch-up or check-in appointment will reliably convert a percentage of your dormant list into active revenue every month.
- 2 hours/week back
- 45 minutes to set up
- Medium difficulty
What you'll need
- Mailchimp free tier
Free tier includes basic automations. - Klaviyo free tier
Great for e-commerce, but works well for service businesses too. - Booking System CRM
Tools like Boulevard or Mindbody have native 'client retention' campaigns.
We are not paid by any tool listed here. If a cheaper or better option exists, that's what you'll see.
How to set it up
- Segment your audience
Create a rule in your email tool for 'Last Appointment Date is more than 180 days ago'.
- Write the email
'Hi [Name], we realized it's been a while since we saw you! Just checking in to see how everything is going. If you're due for a visit, you can grab a spot here: [Link].'
- Automate the trigger
Set the campaign to send automatically whenever a contact meets the 180-day criteria.
- Monitor replies
Ensure replies go to an inbox you actually check, as some will write back directly.
Common questions
- Should I include a discount?
- You can, but test it without one first. Often, people just forgot to book and only needed the reminder.
Last reviewed 2026-07-30. Tools change — if something here is out of date, tell us and we'll fix it.