WhatsApp automation that runs while the salon is busy

Your own number, connected in a minute

You link the number your customers already recognise. Typing an eight-character code into the phone is the default — it needs no second device and works when the dashboard is open on that same phone — and scanning a QR code is there for when you would rather. Each branch can link its own number or inherit the company’s. What the product will never do is improvise: there is no shared sender and no fallback number, so a salon that has linked nothing sends nothing rather than messaging its customers from a stranger’s account.

• Pair by an eight-character code typed into the phone, or by scanning a QR
• One number per branch, or one for the whole company that every branch inherits
• The linked account’s name and number are shown, so you can check you linked the right one

What goes out on its own

Thirteen editable templates ship built in. Each names in plain English what triggers it, each previews with sample values filled in so you judge the real message rather than raw braces, and each can be paused. Most fire on their own; the two celebration offers are the exception, because they carry a real discount code, so a manager picks the recipients and presses send. A couple of one-off messages — the booking verification code, the branch-manager invitation — are fixed text rather than editable templates.

• Booking confirmation the moment an appointment is made, at the desk or online
• An appointment reminder before the visit, and a reschedule notice if the salon moves it
• The invoice as a link, automatically when the bill is paid or by hand from the bill
• A feedback request after the visit, and a thank-you once a rating is submitted
• Post-visit follow-ups, win-back messages, and birthday and anniversary wishes
• Staff login details, and the six-digit code that verifies a customer’s online booking

When the reminder actually goes out

One fixed lead time cannot serve a salon. Twenty-four hours before never fires for a booking taken this morning for this afternoon, and a flat two-hour floor silently drops every shorter booking. So the reminder follows the booking: the further ahead somebody booked, the further ahead they are reminded — and a booking made inside the last quarter of an hour gets none at all, because the confirmation has only just arrived.

• Booked a day or more ahead → reminded twenty-four hours before
• Booked two hours, thirty minutes or fifteen minutes ahead → reminded at that same lead
• Once per appointment, so a customer with two bookings that day hears about both
• Never sent once the appointment has started, and always in the branch’s own timezone

What the no-shows a reminder does not catch are costing you

Follow-ups run on rules, not on someone remembering

Post-visit follow-ups and win-back messages go out on WhatsApp from the same number, through the same queue and log as everything else here. When each one falls due — per service, after a completed visit, once per absence — is set on the retention side rather than on this page.

How the retention side reads

The branch’s staff group hears about it too

One WhatsApp group per branch can be told when a booking is made, when the assigned staff change, when it is moved and when it is cancelled, with the assigned staff mentioned by number. The owner holds a company-wide switch above it: a branch can switch itself off, but none can switch itself back on once the owner has turned the feature off. A group notice that fails never takes the booking down with it.

• Four events: new booking, staff changed, rescheduled, cancelled
• One group per branch, chosen from the groups that account already belongs to
• A per-event ledger claimed before the send, so a retry cannot post the same change twice

Paced, capped and written down

Messages leave one at a time with a minimum gap rather than in a burst, on two lanes: transactional drains before marketing. A campaign must never be able to starve the invoice a customer is waiting for after paying. Marketing carries its own daily allowance per company on top of the plan’s monthly limit, and a customer who has opted out is skipped at the single point every send passes through — so no automation added later can route around it.

• Transactional messages always drain ahead of marketing ones
• A daily marketing allowance per company, separate from the plan’s monthly cap
• A message log of the last three days: who it went to, which message, and whether it left or why it did not