Step by step — every automation, every message
ACQ
Before the Booking
Acquire — First Contact
Someone discovers your business on Instagram, WhatsApp, Facebook Messenger, or your website. Glowloop's AI responds instantly — answering questions, building trust, and guiding them towards their first booking.
→ client Instant AI response on first message
→ client Questions answered 24/7
→ client Booking link shared when ready
→ owner New lead notification
system Contact created automatically
Example conversation
Hi! Do you do lip filler? What's the price?
Hey! 🌸 Yes, we offer lip filler starting from $450. It's a 45-minute treatment with natural, beautiful results. Would you like to book a free consultation first?
Yes please!
Amazing — here's our booking link: [link] 🌸 Can't wait to meet you!
1
Stage 1
Booking — Confirmed
Client books through the Glowloop calendar — included in every plan — or through your existing booking tool. Either way, everything flows into one system automatically.
→ client Confirmation SMS sent instantly
→ client Calendar invite created
→ owner New booking notification
system Contact profile created or updated
system Pipeline stage set to "Booked"
Glowloop Calendar — client view
Fully branded, included in every Glowloop plan.
Confirmation SMS
Hey Sarah! Your appointment at Glow Studio is confirmed 🌸 We can't wait to see you. Any questions before your visit? Just reply here.
2
Stage 2
Before the Visit — Prepared
Automated reminders go out at the perfect time — reducing no-shows and making sure clients arrive ready for their treatment.
→ client 24h reminder + treatment prep tips
→ client 2h reminder SMS
24h Reminder
Hey Sarah! Your appointment at Glow Studio is tomorrow 🌸 A few tips: arrive with clean skin, avoid heavy meals beforehand, and wear comfortable clothing. See you soon!
— 22 hours later —
Hey Sarah! Your appointment is in 2 hours 🌸 Can't wait to see you — if anything comes up, just reply here.
3
Stage 3
The Treatment — Personalised
Before the client walks in, Glowloop surfaces their full history so you're always prepared. During the visit, you do what you do best — Glowloop logs everything in the background.
→ owner Client Memory summary (1h before)
system Last Treatment Date updated
system Rebook timer started
system Client Memory updated post-visit
system Pipeline stage set to "Onboarded"
Client Memory — Sarah M.
Last visit Botox — 3 units, forehead
Preferences Prefers 2–4pm slots
Skin notes Sensitive, rosacea-prone
Allergies Lidocaine — avoid
Total visits 3 · Loyalty: High
4
Stage 4
Review — Smart Routing
The next day, Glowloop asks for a rating from 1–5. Happy clients are guided to Google. Unhappy ones go straight to you — privately — before they post anything public.
→ client "Rate your experience 1–5" SMS
→ client 4–5★ → Google Review link sent
→ owner 1–3★ → Internal alert with client message
→ client "We'll be in touch" follow-up (1–3★)
system Review Sent flag updated
Review flow — happy client
Hey Sarah! How would you rate your experience today? Reply with a number from 1–5 🌸
5!
So happy to hear that 🌸 Would you mind leaving us a quick Google review? It means the world to us: [link]
— unhappy client flow —
3, it was okay
We're sorry to hear that 😔 Thank you for your honesty — our team has been notified and will be in touch shortly 🙏
5
Stage 5
Rebook — At the Right Moment
Glowloop knows exactly when to reach out — based on the treatment. No guessing, no manual follow-ups. Just the right message at the right time, every time.
→ client Botox → reminder at 10 weeks
→ client Filler → reminder at 5 months
→ client Nails → reminder at 3 weeks
→ client Follow-up after 14 days if no reply
system Pipeline stage → "Rebook Window"
Rebook reminder — Botox
Hey Sarah! It's been about 10 weeks since your Botox at Glow Studio 🌸 The perfect time to book your touch-up before results start to fade. Ready to book? [link]
— no reply after 14 days —
Hey Sarah! Just checking in — we'd love to see you again 🌸 Any questions before you book? Just reply here.
↩
If needed
Win-back — One Last Reach
If a client goes quiet after the rebook window, Glowloop sends a personalised win-back message with an offer of your choice. The moment they reply, you're notified — and the cycle begins again.
→ client Personalised win-back offer
→ owner Notified instantly on reply
system Pipeline stage → "Win-back"
system Status updated to "Retained" on rebook
Win-back message
Hey Sarah! We've missed you at Glow Studio 🌸 It's been a while — as a thank you for being a valued client, we're offering you 10% off your next treatment. Ready to come back? [link]