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Outbound: the agent calls

Same-day cancellations offered to the short-notice list

A 2:00 cancels at 9 in the morning. Before, that hour sat empty and the therapist lost the pay. Now the agent works the short-notice list and the table is full again by lunch.

When it starts

A client cancels or moves a session inside your cancellation window.

What the agent does

States your late policy, then calls and texts clients who asked for an earlier spot with that therapist.

What your team gets

The hour rebooked, the late cancellation marked, and the therapist told who's coming.

How it works

  1. Takes the cancellation

    The client calls or texts to cancel. It's warm about it, reads your late cancellation policy in your wording, and marks it on the booking. Any fee decision stays with you.

  2. Offers to move instead

    Many clients would rather move than lose the session. It offers the next two openings with the same therapist first.

  3. Finds who wants the spot

    The short-notice list: clients who asked for anything sooner with that RMT, that length, or that day of the week.

  4. Calls them in order

    First come, first booked, a text to the rest so nobody gets two calls for the same hour. Clients on the list who said text only get a text.

  5. Books and confirms

    The first yes gets the time and a confirmation. Everyone else hears the spot is gone and stays on the list.

  6. Tells the therapist

    The RMT sees the new client's name and notes in their book before they finish the session they're in.

Example call

  1. AI agentHi Grace, it's Emma from Riverbend Massage in Guelph. You asked to hear about an earlier spot with Tomás. One just opened today at 2, for 60 minutes. Any interest?
  2. CustomerToday? Oh, my neck would love that. I can leave work at 1:30.
  3. AI agentPerfect. Should I keep it as deep tissue on the neck and shoulders, like your last visit?
  4. CustomerYes please.
  5. AI agentDone. You're with Tomás today at 2. Do you want to keep your Friday booking too, or let it go?
  6. CustomerLet Friday go. Thanks so much.
  7. AI agentFriday is cancelled and today is confirmed. I'll text you the details. See you at 2.

After the call: Tomás's 2:00 is booked again with Grace's notes, her Friday hour opens for the next person on the list, and the morning cancellation is marked late on the other client's file for the owner to decide on.

What your team gets

  • Cancelled hours rebooked from the short-notice list
  • Late cancellations marked on the file, fee decisions left to you
  • Clients who'd rather move, moved instead of lost
  • A weekly count of hours saved by therapist
Set up with you: The team sets up a connection to your clinic's schedule and waitlist, sets how far ahead a cancellation counts as late, who goes on the short-notice list, and the hours it may call.

Questions

Does it charge the late cancellation fee?

No. It reads your policy and marks the cancellation as late. Whether to charge it is up to you.

Who gets the call first?

The order you choose: who asked first, regulars of that therapist first, or anyone who can come on short notice.

What if nobody takes the spot?

It offers the hour to new callers for the rest of the day and lets the therapist know it's still open.

Hear it on your phone

Request a demo call and the agent phones you, set up for massage therapy like yours.

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