Fill more of your calendar from the leads and patients you already have.
Med spas pay for every inquiry, then lose a share of them to slow replies, forgotten follow-ups, and empty cancelled slots. We build the automations that close those gaps, on top of the booking and CRM tools your front desk already uses.
Not ready for either? Send us a message.
What is med spa automation?
Med spa automation is a set of workflows that reply to new inquiries, follow up after consultations, refill cancelled appointments, recover failed membership payments, and invite inactive patients back, without adding work for your front desk. Trailheadbiz builds one focused workflow at a flat rate, with 48-hour delivery available.
Five automations that pay for themselves first
- Unbooked lead recoveryA new inquiry that has not booked gets an approved follow-up, a task for staff, and an escalation if it stays open.
- Consultation follow-upAfter a consultation with no purchase, the patient receives a tailored message about the treatment they discussed.
- Cancellation and waitlist matchingA cancelled slot is offered to opted-in waitlist patients in order, then booked through your scheduler.
- Membership payment recoveryA failed payment triggers a secure update link and a staff task, and stops as soon as it is paid.
- Patient reactivationPatients who have not visited in a while get an approved invitation to return, with replies routed to staff.
Built around your front desk
Nothing here replaces your team. Every message is approved by you before it is used, replies go to a real person, and anything unusual becomes a task for staff instead of an automated guess.
We connect to the tools you already have: your booking system, CRM, payment processor, and SMS or email provider.
Patient privacy
Most of these workflows run on contact details and appointment status and never need clinical information. Where a workflow would touch protected health information, we raise it during scoping so the right tools and agreements are in place before anything is built.
A fixed quote on a free call, before you commit.
48-Hour Pipeline
Flat rate
One focused automation, scoped, built, tested, and deployed. 48-hour delivery is available after scope approval and access.
Automation Buildout
Fixed scope
Up to 5 workflows with an audit, implementation, documentation, and team training.
Automation Retainer
Monthly
Ongoing builds, monitoring, and optimization with priority response.
Full details are on the packages section. Software subscriptions are billed separately by their providers.
Common questions
Which automation should a med spa set up first?
Start with unbooked lead recovery. You have already paid to generate those inquiries, so replying within minutes and following up consistently is usually the fastest way to add booked appointments.
Does this work with our booking software?
In most cases, yes. If your booking system offers standard integrations, we can build on it. We confirm compatibility on the discovery call before you commit.
How much does med spa automation cost?
One focused workflow, such as unbooked lead recovery, is a flat rate, and buildouts of up to 5 workflows are also available. Every project gets a fixed quote on a free discovery call, so you know the exact price before any work begins. Software subscriptions are billed separately by their providers.
How long until it is running?
A single workflow can be live within 48 hours of scope approval and access to your tools.
Will patients know the messages are automated?
Messages are written in your voice, use the patient's name and the service they asked about, and are approved by you. Any reply reaches a staff member, so the conversation continues with a person.
Tell us what you are dealing with.
No sales pitch. Send a few lines about what is slowing your team down and we will reply with a plan.
Prefer to talk it through? Book a free discovery call.
Not sure where to start?
Take the free 2-minute scorecard to see your automation score and the 3 builds to start with, or book a call and we will map it out together.