When a client cancels, the time is still sellable. There is almost always someone who would take it: a regular who wanted an earlier time, or a new client who found your calendar full. The missing piece is a fast way to offer them the gap.
Set up the waiting list
1
Invite people to joinWhenever the time they want is taken, offer to tell them if it opens up.
2
Sort by service and lengthA colour treatment and a trim need different slots.
3
Offer to a few people at onceFirst reply wins, and you tell the others straight away.
The messages
1. Joining the waiting list
When the slot is takenThat time is taken, sorry! Want me to message you if something opens up earlier? Just tell me which days suit you.
2. Offering the slot
As soon as someone cancelsHi {first name}, a spot just opened: {service} on {day} at {time} with {stylist}. Want it? First reply gets it.
3. Slot taken
To everyone elseThat one has gone, sorry! You are still on the list and I will message you when the next one opens.
4. Reminder (2 days before)
Cuts cancellationsHi {first name}, see you on {day} at {time} for your {service}. Plans changed? Reply here and we will move it, no problem.
5. After a cancellation (a few days later)
Warm, never scoldingHi {first name}, sorry we missed you last week. Want me to find you a new time? The next free slots are {day 1} and {day 2}.
6. Rebooking after the visit
Same dayThanks for coming in today! Your {service} usually needs a touch-up in about {weeks} weeks. Shall I hold {day} at {time} for you?
Fewer cancellations to start with
- Send a confirmation after booking and a reminder before the visit.
- Make rescheduling easy, so a client moves the visit instead of vanishing.
- For long or high-value services, take a small deposit and state the policy clearly.
The catch with doing this by handA cancellation arrives while you have a client in the chair. Reaxo handles the reminders, the first reply to new enquiries and the follow-up after a cancellation, while everything about the style and the relationship stays with your team.
See it on your own numbers
Book a free 30-minute walkthrough. We show how it would work for your business, no obligation.
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