How to Automate MassageBook

MassageBook keeps the schedule, the client record and the directory listing in one account

MassageBook works on two sides of a massage practice at once. Clients find therapists on massagebook.com, a public directory covering the United States and Canada, and book there or through the practice's own website. The therapist runs the business from the other side, signed in at massagebook.com in a web browser or in the MassageBook Manager phone app.

That side holds the schedule with its rooms and staff, and each client's record with intake forms and SOAP notes. Sales go through the Cash Register, including memberships that renew on the card on file each month and series that sell sessions in advance. The Practice and Clinic plans add text and email reminders and a sync with Google Calendar.

MassageBook says it has served the massage industry for more than fifteen years. Its accounts run from a solo therapist doing outcall visits to clinics with several rooms and a front desk.

The follow-up waits until the last client has left the table

A therapist on the table all day does the office work in the gaps and after the last client. The regular who came every three weeks has not booked since early spring. Two memberships failed to renew overnight, and one of those clients has changed cards before.

The series sold last September had a one-year limit written into its name, and three clients still have credits on it. In January, HSA and FSA clients ask for a statement of everything they paid last year. A clinic owner also wants to know, before tomorrow starts, which therapist has an empty afternoon.

MassageBook holds the facts for every one of those, spread across the client list, each client's Memberships tab, the Pre-Sold Series report and the sales reports.

Bring 'Em Back waits 33 days whether a client comes weekly or once a year

MassageBook sends a confirmation when a client books, and on the Practice and Clinic plans it emails a reminder 24 hours ahead and texts another two hours before, by default. The Cancellation Waitlist tells waiting clients about a newly free slot, in an order the practice chooses.

Autopilot adds seven automated emails. The Weekly Availability Announcement goes out on Sunday nights to clients with no visit in the past two weeks and none booked in the next two, and Bring 'Em Back starts when a client has not booked within 33 days of their last appointment. Memberships renew on their own, and a failed card puts the membership into Billing Error, with a Retry button on the client's Memberships tab.

According to MassageBook's help centre, Autopilot's sending criteria are predefined and cannot be adjusted, so the regular who comes every two weeks and the client who came once get the same trigger, and Bring 'Em Back runs only once per client. Series credits and gift certificates cannot expire automatically; the suggested workaround is to watch purchase dates on the Pre-Sold Series report and remove credits by hand.

For a year-end statement, MassageBook's instructions are to export the Income by Payment Type report and sort it by client name in a spreadsheet. A membership in Billing Error does not leave it until the client or the practice updates the card.

Rebooking notes can follow each client's usual gap between visits

The Appointments report already holds each client's rhythm. A client who has booked every three weeks for a year and is now at week five is a different case from a one-off visitor at day 33. At week four, the therapist can send that regular a message that is already written, with a link to the practice's booking page, long before Bring 'Em Back would start.

Whoever handles the desk works through the memberships in Billing Error once a week from one list, each with the decline message MassageBook shows on the Memberships tab and a polite note drafted asking the client to update the card. Clients whose series credits are close to the limit in the series name hear from the therapist in time to book before anything is removed.

Before the day ends, a clinic owner has tomorrow's open slots by therapist and room, with that therapist's unbooked regulars listed under each empty afternoon.

The therapist signs off on every note the agent prepares

MassageBook's own reports hold everything those lists need, and WebRun, an AI agent that works a real Chrome browser under a MassageBook login you create for it, reads them on a timetable and returns each list with its messages drafted.

Make that login a staff profile switched to Support Staff. It keeps access to the business but does not appear on the schedule, on the practice's MassageBook website or in the directory.

The agent never presses Retry on the Memberships tab or edits a balance on the Pre-Sold Series report; the therapist does both, and sends each note from their own email after reading it. The rebooking and series-credit jobs have cards of their own below.