Automated Vagaro Rebooking Reminders
Every morning, WebRun opens Vagaro, finds regulars whose usual rebooking window has passed without a future appointment, drafts a warm come-back-in reminder to each in Gmail, leaves every draft unsent for the front desk, and posts your team a Slack list of clients overdue for their next visit.
How do I remind salon clients to rebook their next appointment?
Every morning, WebRun opens Vagaro, reviews client visit history, and finds regulars whose usual rebooking window has passed with no future appointment. It drafts a warm come-back-in reminder to each in Gmail naming their last service, leaves the drafts unsent for the front desk, and posts your team a Slack list, longest gap first.
- Lapsing regulars surface every morning, not when the chair sits empty
- Each reminder is drafted and waiting, so the front desk just reviews and sends
- More clients rebook before they drift to another salon
Built for salon owners · spa managers · hair stylists · front desk teams
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
www.vagaro.comin a real browser with your saved login - no setup, no API keys. -
1
Vagaro - find clients overdue to rebook
vagaro.com
WebRun opens Vagaro to find clients overdue for their next visit. - Open Vagaro and review the appointment book and client history
- Find clients whose last visit was longer ago than their usual cycle with no future appointment booked
- Capture the client, their last service and date, and their regular stylist
Done when Every client overdue for their next visit has been listed with their last service date.
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2
Gmail - draft rebooking reminders
gmail.com
WebRun drafts a rebooking reminder for each overdue client and leaves it unsent. - Draft a warm, on-brand reminder to each client naming their last service and inviting them to rebook
- Keep the tone personal and mention their regular stylist where it fits
- Save every message as a draft and leave it unsent for the front desk to review
Done when A rebooking reminder draft sits ready in Gmail for every overdue client.
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3
Slack - report who is due back
slack.com
WebRun posts the day's rebooking list to Slack. - Post your team a list of clients overdue to rebook with their last service date
- Put the longest gaps first so the front desk can call the highest-value regulars
- Note that the reminder drafts are waiting in Gmail for review
Done when Your team has today's rebooking list in Slack.
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 text or email clients on its own?
No. WebRun only drafts each rebooking reminder in Gmail and leaves it unsent. Your front desk reads every message and clicks send, so no client hears from you without a person approving it first.
How does it know who is overdue?
It reads each client's visit history in Vagaro and compares the time since their last appointment against their usual cycle. Clients past that window with no future booking are flagged, so you chase only the ones who have genuinely lapsed.
Will it book appointments for clients?
No. WebRun does not create or change appointments. It surfaces who is due and drafts the nudge. The actual booking happens when the client replies and your front desk schedules them in Vagaro.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.