Automated Med Spa Rebooking Reminders
Every morning, WebRun opens Aesthetic Record, finds clients whose treatment interval is approaching, drafts a personalized rebooking message for each, and posts your team a review queue in Slack before anything is sent.
How do I automatically remind med spa clients to rebook their next treatment?
WebRun checks Aesthetic Record every morning for clients approaching their next treatment interval, drafts a personalized rebooking message for each in Gmail, and posts a review list to Slack. No message reaches a client until your team approves it, keeping every touchpoint on-brand and on time.
- Clients due for treatment are identified every morning without manual chart review
- Personalized drafts are ready for approval before your team's first appointment
- Clients already booked are skipped so staff focus only on genuine gaps
Built for med spas · aesthetic clinics · cosmetic dermatology practices · injectables providers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app.aestheticrecord.comin a real browser with your saved login - no setup, no API keys. -
1
Aesthetic Record - find clients due for rebooking
aestheticrecord.com
WebRun opens Aesthetic Record to find clients due for rebooking. - Open Aesthetic Record and filter treatment records for clients whose next recommended visit falls within the next 14 days
- Capture each client's name, last treatment, provider, and recommended rebooking interval
- Skip clients who already have a future appointment booked
Done when Every client due for rebooking is listed with their treatment details.
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2
Gmail - draft personalized rebooking messages
gmail.com
WebRun opens Gmail to draft personalized rebooking messages. - Draft a warm, personalized rebooking message for each client referencing their specific treatment
- Include a booking link or a call-to-action matching your clinic's rebooking flow
- Save every draft unsent, ready for your team to review and approve before sending
Done when Personalized rebooking drafts are queued in Gmail, none sent yet.
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3
Slack - post review queue to your team
slack.com
WebRun opens Slack to post review queue to your team. - Post a summary list of clients due for rebooking to your staff channel
- Include each client's name, treatment type, and days since last visit
- Flag any clients who have gone more than 30 days past their recommended interval
Done when Your team has today's rebooking queue in Slack and can approve drafts.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send messages to clients without my approval?
No. WebRun drafts every rebooking message and leaves it unsent in Gmail for your team to review. Nothing goes to a client until a human approves and sends it.
How does it know when a client is due for rebooking?
It reads the recommended treatment interval set in Aesthetic Record and compares it to each client's last appointment date. Clients with upcoming or overdue intervals are flagged.
What if a client already has a future booking?
Clients who already have an appointment scheduled are skipped automatically each run, so your team only sees clients who genuinely need outreach.
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Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.