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How It Works

Appointment No-Show
Recovery Agent

AI-powered recovery that turns missed appointments into rebooked revenue — automatically. 3 detection methods, owner confirmation before recovery starts, and a 3-message SMS sequence. Zero guilt, zero false positives.

3
Detection methods
3-Step
SMS recovery
24/7
Automated
0
False positives
🔍
Step 1 — Detection
No-Show Detected (3 Methods)
No-shows are detected through any of three methods. The system prevents false positives by checking for cancellations and reschedules via webhooks before starting recovery.
📱 Manual Report Owner taps "Report No-Show" from the dashboard — select the customer and go
🔗 Zapier / Booking Sync Webhooks from Calendly, Acuity, Vagaro, or any booking system auto-detect missed appointments
🤖 Lead Intake Bundle If using both agents, no-shows are auto-detected from scheduled Lead Intake jobs — zero manual work
👤
Step 2 — Owner Confirmation
Text Owner Before Recovery Starts
Before any message goes to the customer, the business owner gets a text: "Sarah missed her 2:00 PM Facial. Reply CONFIRM to start recovery or SHOWED if she came." This prevents false no-shows and keeps the owner in control.
"No-show detected: Sarah Chen — Facial at 2:00 PM today.
Reply CONFIRM to start recovery, or SHOWED if she came."
✓ Owner must confirm  ✓ No false recovery  ✓ Full control
💬
Step 3 — 3-Message Recovery
Warm SMS Recovery Sequence
After owner confirms, a 3-message SMS recovery sequence begins. Empathetic, zero-guilt, with the client's name and specific time slots. Quiet hours (9 PM-9 AM) are always respected.
💬 Message 1 — Immediate "Hey Sarah! We missed you today. No worries — want to rebook? Reply 1, 2, or 3" with 3 available slots
💬 Message 2 — 24 Hours Gentle nudge: "Just following up — these slots are filling up!"
💬 Message 3 — 72 Hours Final value-focused message with booking link, then sequence stops
📱
Step 4 — Respond
Smart Reply Handling
The agent parses the client's response and takes the appropriate action — whether they pick a slot, ask for different times, decline, or raise a complaint.
✅ Picks a Slot Books instantly, sends confirmation, marks recovered
📅 Requests New Times Pulls fresh slots matching their preference (weekends, evenings, etc.)
👋 Declines Warm goodbye, cancels sequence, flags if repeat
⚠️ Complaint Empathizes, stops automation, escalates to staff with full context
🛡️
Step 5 — Safety Net
Reschedule & Cancel Protection
Webhooks from booking systems are monitored in real-time. If a customer reschedules or cancels before recovery starts, the sequence is automatically cancelled — preventing embarrassing false no-show messages.
✓ Reschedule detected = recovery cancelled  ✓ Cancel detected = sequence stopped
✓ Real-time webhook monitoring  ✓ Zero false positives
✅
Step 6 — Confirm
Book & Confirm Appointment
The agent books the selected slot on the calendar, updates the booking system, sends a confirmation text with a reminder promise, and cancels any remaining follow-up messages.
"You're all set, Sarah! See you on Thursday, Jan 16 at 10:00 AM
for your Facial. We'll send a reminder the day before."
📊
Always Running
Client Dashboard & Pattern Tracking
Everything is visible in the dashboard. Report no-shows with one click, see the full recovery timeline for every customer, and click any row to expand details. Pattern tracking flags repeat offenders automatically.
📋 Report No-Show One-click from dashboard — select customer and go
📊 Recovery Timeline See every message sent, every reply, every outcome — clickable rows
🚩 Pattern Flagging 3 no-shows in 90 days = flagged for owner review, optional prepayment requirement

Powered By

Python
FastAPI
Twilio SMS
Supabase
Webhook Listeners
TCPA Compliant
Built for med spas, clinics, salons, and any appointment-based business. Pairs with Lead Intake Agent for full automation.