Calendar · Waitlist and win-back
The slot that opens up doesn't go to waste.
A cancellation doesn't have to be an empty gap, and a patient who doesn't return isn't lost. Sara chases every appointment left hanging and fills the calendar back up, one by one.
Businesses already working with Sara
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ViaLaser
Laser hair removal
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FaceUp
Facial aesthetics
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DrReyes
Rhinoplasty
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Physiup
Physiotherapy
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Sorace & Mendoza
Plastic & aesthetic surgery
Follows up until they answer
Several follow-ups with judgment, without becoming spam.
Offers two specific times
She doesn't ask into the void: she proposes and closes in the same chat.
Collects the deposit
The slot comes back booked and already paid, not just a promise.
How Sara does it
An appointment left pending, back on the calendar.
This is a real win-back, exactly as it comes in over WhatsApp. Sara picks up the appointment that never happened, proposes times and leaves it booked, without the front desk touching anything.
The 📨 Follow-up ×3 counter is hers: it means she had already tried three times before this person replied. The persistence no one at the front desk has time to keep up.
Sara online From an empty gap to a paid slot.
A slot opens up or goes cold
An appointment is canceled, someone doesn't confirm, or a patient hasn't returned in months. Sara spots it in the calendar.
Sara goes after it, unprompted
She messages over WhatsApp at just the right moment and offers two specific times. If there's no reply, she tries again with judgment.
The calendar fills back up
The slot that was about to be lost is booked, with the deposit collected and attributed to the channel that brought it.
Detects
Sees the appointment left hanging.
She doesn't wait for someone to check the calendar. Sara identifies who canceled, who didn't confirm and who left the conversation halfway without booking. Each one is a recoverable slot.
- Cancellations and no-shows for the day
- Conversations that didn't end in an appointment
- Patients inactive for months
48
appointments this week
31
with deposit collected
2
gaps resold from the waitlist
0
front desk calls
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09:00
Camila F.
Assessment
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09:45
Martín O.
Botox
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10:30
Lucía B.
Hyaluronic acid
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11:15
Rocío S.
Peeling
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12:00
Pilar M.
Mesotherapy
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14:00
Diego A.
Facial cleansing
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14:45
Elena Q.
Follow-up
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15:30
Ana C.
Hyaluronic acid
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16:15
Hugo D.
Assessment
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17:00
Nadia W.
Peeling
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09:00
Sofía M.
Peeling
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09:45
León T.
Mesotherapy
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10:30
Julián F.
Facial cleansing
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11:15
Paula N.
Follow-up
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12:00
Ivo R.
Hyaluronic acid
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14:00
Clara Z.
Assessment
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14:45
Ignacio P.
Peeling
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15:30
Mora L.
Assessment
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16:15
Valentina R.
Botox
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09:00
Bruno K.
Follow-up
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09:45
Tomás L.
Hyaluronic acid
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10:30
Carla V.
Assessment
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11:15
Mariana D.
Peeling
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12:00
Selva O.
Assessment
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14:00
Nicolás G.
Botox
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14:45
Iván B.
Hyaluronic acid
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15:30
Florencia A.
Peeling
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16:15
Emilia T.
Mesotherapy
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17:00
Gael P.
Facial cleansing
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09:00
Bruno M.
Peeling
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09:45
Noelia S.
Assessment
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10:30
Agustina C.
Botox
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11:15
Ramiro S.
Hyaluronic acid
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12:00
Ruth A.
Peeling
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14:00
Kevin M.
Mesotherapy
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14:45
Josefina P.
Facial cleansing
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15:30
Matías E.
Follow-up
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16:15
Zoe V.
Hyaluronic acid
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17:00
Delfina R.
Assessment
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09:00
Iara C.
Hyaluronic acid
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09:45
Santiago V.
Peeling
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10:30
Renata B.
Mesotherapy
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11:15
Otto N.
Facial cleansing
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12:00
Bianca F.
Follow-up
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14:00
Facundo I.
Hyaluronic acid
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14:45
Lara G.
Assessment
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15:30
Guadalupe H.
Peeling
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16:15
Lautaro N.
Assessment
Persists with judgment
Persistent, never pushy.
She tries again when it makes sense and stops when she should. If the patient asks to stop receiving messages, she respects it instantly. No mass blasts.
- Spaced-out retries, not a barrage
- Stops the moment they reply or ask her to
- Always in your clinic's tone
Sara online Waitlist
The slot that opens up already has a taker.
When someone wanted a booked time, Sara noted it down. If that slot falls through, she offers it right away to whoever was waiting, in order. The calendar moves on its own.
Sara Active now Confirms
And the day before, she confirms you're coming.
Recovering the appointment is half of it; the other half is keeping it from falling through. The day before, Sara asks for confirmation to avoid the no-show. And if the patient can't make it, she frees the slot and offers it to the waitlist.
- Automatic reminder and confirmation
- Fewer no-shows, without calling anyone
- If it falls through, the slot returns to the waitlist
Sara online Asks for the review
And after the appointment, she asks for the review.
When the patient leaves happy, Sara asks for the Google review at just the right moment, with the direct link. The loop closes: the appointment you recovered today brings the next patient tomorrow.
- She asks in the window when people actually reply
- Direct link to your Google, a single click
- Better reputation, more new patients
Sara online Let no slot in your calendar go empty.
How it looks in your dashboard
Every win-back leaves a trail.
In the Chats inbox, each conversation shows what state it's in. At a glance you know what Sara is chasing and what has already rebooked.
Sara tried again to reach out. The counter (×3) shows how many times.
The patient rebooked from the win-back.
Sara reminds them of the appointment the day before so it doesn't fall through again.
The patient confirmed they're coming. The slot is yours.
Frequently asked questions
Who does Sara win back?
Three groups: those who canceled or didn't show, those who dropped off mid-conversation without booking, and the patient who hasn't returned in months. We define the timing and treatment criteria with you during onboarding.
How does she build the waitlist?
When someone asks for a time that's booked, Sara notes it down. If that time opens up from a cancellation, she automatically offers it to whoever was waiting, in order.
Doesn't she end up bothering patients?
She doesn't send mass blasts. She messages when there's a real reason (an appointment left pending, a slot that opened up), retries in moderation and always respects anyone who asks to stop receiving messages. The goal is to bring back the people who choose you, not to annoy them.
How many times does she follow up?
As many as make sense, no more. In the dashboard you see the follow-up counter (📨 Follow-up ×3) per conversation. When the patient replies or asks her to stop, Sara stops.
Does this collect payment too?
Yes. When she wins someone back or fills a gap, Sara can ask for the deposit in the same conversation, just like any booking. The slot comes back filled and already paid.
Which channels does she win back through?
Wherever the patient reached out: WhatsApp, Instagram or your website chat. It's the same Sara across all three, with that person's history.
The front desk that never closes
Don't let the next 11:41 pm enquiry slip away.
Put Sara to answer, book and collect starting today. Without changing your calendar or how you work.