This article and video walks you through how to find, customize, and publish Retention Reminder workflows to ensure your patients are consistently reminded to rebook at the right time.
In Aesthetix CRM, go to the left-hand navigation menu.
Click on Marketing, then select Workflows.
Use the search bar at the top of the Workflows page and type "Retention".
Open the Retention Reminders folder.
You’ll see workflows for:
Botox
Filler
Chemical Peel
Laser Hair Removal
These will expand over time as we add more service-specific options.
Click on the name of a workflow to open it.
The trigger is set to activate when the patient’s last visit date changes. Do not edit the trigger or the workflow will not function properly.
The workflow then checks for the relevant service type.
After the service type is checked, the workflow waits a set number of days before sending a reminder. You may adjust this timing based on your preferences.
For example, the Filler workflow is set to send a reminder 12 months after the last visit.
The system will also check that the patient hasn't had a recent appointment and doesn’t have an upcoming one in the next 12 months.
Click into the text message action (e.g., Filler Reminder SMS #1).
Review and customize the message as desired.
Each message includes:
A friendly reminder
A link to your online booking page
The option for patients to reply to book, which will show up in your inbox
There is a 30-day wait step before a second follow-up message is sent, giving patients another chance to rebook.
Once you’ve made any desired edits:
Click Save on each action.
Click Save on the workflow.
Click Publish to activate the workflow.
Repeat this process for each service-specific workflow you'd like to use.
With just a few clicks, you can ensure your patients receive timely and personalized reminders to rebook, keeping your schedule full and your patients engaged.
If you have any questions or need help setting up your workflows, reach out to our support team — we’re always happy to assist!
