Database Reactivation Agent — AI Agent Workflow

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Step 1 — Import

Import & Sync Contacts

Connect your CRM, export a CSV, or sync directly from your booking system. The agent ingests every contact with their full history — last visit date, services purchased, total spend, communication log, and contact preferences.

Sources: CRM export, CSV upload, Booking system API, Google Contacts
Fields: name, email, phone, last_visit, total_spend, services, status

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Step 2 — Classify

AI Segmentation

Claude AI analyzes each contact and sorts them into smart segments based on recency, value, and engagement history. Each segment gets a tailored reactivation strategy.

🥶 Cold Leads Inquired but never converted. Strategy: re-introduce value proposition with social proof.

🕐 Past Customers Haven't visited in 60-180 days. Strategy: "we miss you" + exclusive return offer.

💔 Lost Deals Started a conversation but went dark. Strategy: address likely objection + new incentive.

✍️

Step 3 — Personalize

AI-Written Personalized Outreach

For each contact, Claude AI writes a personalized message based on their specific history — what they bought, when they last visited, what they were interested in. No generic "Hey {first_name}" templates.

"Hey Maria! It's been 4 months since your last facial at Glow Med Spa.
Your skin is probably ready for another round — especially with summer
coming up. We have a new hydrafacial treatment that pairs perfectly with
what you had last time. Want to book this week? Reply YES for available slots."

📡

Step 4 — Deliver

Multi-Channel Delivery

Messages go out through the channel most likely to get a response — SMS for past customers, email for cold leads, or both in a staggered sequence. Quiet hours respected, sending velocity throttled to protect deliverability.

📧 Email SendGrid delivery with open/click tracking, optimized subject lines

💬 SMS Twilio messaging with 2-way reply support, TCPA compliant

📧 + 💬 Both Email first, SMS follow-up 48 hours later if no open

📱

Step 5 — Respond

Smart Response Handling

Every reply is classified by AI and routed to the right action — no manual sorting, no missed replies sitting in an inbox.

✅ Interested AI sends available time slots or booking link, continues conversation

🤔 Maybe Later Tags for follow-up in 30 days, sends a soft reminder on schedule

🚫 Not Interested Polite acknowledgment, removed from sequence, added to suppression list

🔓 Unsubscribe Instant removal from all outreach, permanent do-not-contact flag

📅

Step 6 — Convert

Meeting Booked

When a contact re-engages, the agent books them directly into your calendar or booking system. Confirmation sent via their preferred channel. Staff is notified with full context — who they are, what they bought before, and what brought them back.

Booking confirmed: Maria Santos — Hydrafacial
Thursday, Apr 10 at 2:00 PM | Returning customer (4 visits)
Last service: Classic Facial (Dec 2025) | Reactivated via SMS

📊

Step 7 — Optimize

Track & Optimize

Every campaign is tracked end-to-end: open rates, reply rates, re-engagement rates, and revenue recovered. The agent learns which messaging, channels, and timing work best for each segment and auto-optimizes future campaigns.

Database ReactivationAgent

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