Clients who had a great neurotoxin result 4 months ago and haven't rebooked -- but your team has no way to identify them specifically and reach out before they go somewhere else?
Review requests sent manually by whoever remembers to do it, meaning your Google rating depends on individual staff effort rather than a consistent post-treatment process?
MedSpa Marketing Automation Software
Medspa client reactivation has clear timing signals -- neurotoxin clients return every 3 to 4 months, filler clients every 6 to 12 months, laser clients on a protocol-specific interval -- that should drive automated outreach. Most medspas run generic email blasts with no treatment-based segmentation because their marketing tools don't know what treatment each client had.
We build medspa marketing automation systems that read treatment history and trigger outreach at the right time, with the right message, to the right client segment -- not the same newsletter to everyone on the list.
Treatment-interval-based reactivation campaigns
Automated post-treatment follow-up sequences
Review request automation
Birthday and milestone campaigns
Medspa marketing automation software built by RaftLabs uses treatment-interval data to trigger client outreach at the right time -- neurotoxin clients contacted at 3.5 months, filler clients at 5.5 months, laser clients per their protocol -- rather than sending generic email blasts to the full list. The system handles post-treatment follow-up sequences, automated review requests triggered by positive satisfaction responses, birthday and treatment anniversary campaigns, and SMS and email campaigns segmented by treatment type, membership status, and last visit date. It integrates with existing booking and practice management systems and reports reactivation revenue attribution by campaign.
Treatment-basedSegmentation
·AutomatedReactivation sequences
·FixedCost delivery
·12-14Week delivery cycles
MedSpa marketing automation built around treatment intervals, not generic email blasts
Medspa marketing has timing signals that are specific to the treatment, not to an arbitrary calendar. A client who had neurotoxin three months ago is entering the window where the result has faded and they are considering a rebooking. A client who had laser resurfacing is eight weeks post-treatment and ready to discuss the next session in their protocol. Generic email marketing tools cannot use these signals because they don't know what treatment the client had -- they see a contact record with a name and an email address, not a treatment history.
The result is that most medspas market to their full list with the same message on the same schedule regardless of where each client is in their treatment cycle. Clients who are ready to rebook get the same newsletter as clients who just had their appointment yesterday. Clients who haven't returned in eight months get no targeted outreach at all because identifying them requires someone to pull a report manually. Custom marketing automation built on treatment data changes the contact model entirely -- outreach is triggered by what the client had and when, message content references the specific treatment, and clients who have already rebooked are excluded automatically so they don't receive a reactivation sequence for an appointment they've already made.
What we build
Treatment-interval reactivation sequences
Reactivation triggers based on time since last treatment, configured by treatment type: neurotoxin clients contacted at 3.5 months, filler clients at 5.5 months, laser clients per their protocol interval. Message content references the specific treatment the client had rather than sending a generic "we miss you" message. Clients who have already rebooked are excluded from the reactivation sequence automatically when a future appointment is detected in the booking system. The sequence is A/B tested for message copy and send-time by client segment so performance improves over time rather than running the same message indefinitely.
Post-treatment follow-up automation
Automated follow-up sequence starting 3 to 7 days after treatment: check-in message, care instruction reminder, and satisfaction prompt. Follow-up content varies by treatment type -- post-injectable instructions differ from post-laser instructions, and the system sends the correct version based on what was recorded in the treatment record. Client response to the satisfaction prompt determines the next step: a positive response triggers a review request sent to the client's preferred review platform, and a negative or neutral response triggers an internal alert so a staff member can follow up before the client decides not to return.
Review request automation
Review requests sent automatically to clients who respond positively to the post-treatment satisfaction prompt, or after a configurable delay post-treatment if no satisfaction survey response is received. Direct links to Google, RealSelf, and Yelp profiles included in the message so the client reaches the review form in one tap. Review request cadence managed to avoid contacting clients who have already left a recent review. Monthly reporting shows review volume by platform and by treatment type so you can see which treatments generate the most reviews and which client segments respond at the highest rate.
Birthday and milestone campaigns
Birthday message with a configurable offer -- complimentary add-on, treatment discount, or membership upgrade -- sent in the week before the client's birthday. Treatment anniversary campaign for clients who have been with the practice for one, two, or three years, acknowledging the relationship and offering a loyalty reward. Membership anniversary acknowledgement tied to the membership renewal date. Lapsed client win-back sequence at six months, nine months, and twelve months since last visit, with progressively stronger incentives configured per sequence to increase the probability of reactivation as the gap grows.
SMS and email campaign management
Segment-based SMS and email campaigns built on four primary dimensions: treatment type, membership status, last visit date, and product purchase history. Campaign scheduling with send-time optimisation by client time zone so messages arrive at a time the client is likely to read them rather than at the time the campaign was queued. Unsubscribe management with legal compliance for both SMS and email channels, with opt-out preferences tracked per channel so a client who opts out of SMS continues to receive email. Campaign performance reporting shows open rate, click rate, and appointment conversion rate by campaign so each send is evaluated against the outcome it was meant to drive.
Client segmentation and reporting
Client segment views built on visit recency: active (last visit within 6 months), at-risk (6 to 12 months), and lapsed (12 months or more), with additional cuts by membership status and treatment type. Revenue per segment with month-over-month trend tracking so you can see whether the at-risk segment is growing or shrinking as a proportion of the client base. Reactivation campaign attribution showing which campaigns drove appointments and how much revenue those appointments generated -- tying marketing activity directly to revenue rather than reporting on open rates in isolation. List growth reporting tracks new clients, returning clients, and churn rate by month so the practice knows whether the client base is growing.
Frequently asked questions
Treatment-based segmentation reads appointment and treatment data from your booking or practice management system via API or database integration. Each client's treatment history -- treatment type, date, and provider -- is used to place them in the correct reactivation segment and trigger outreach at the appropriate interval. When a new appointment is booked, the client is removed from any active reactivation sequence for that treatment type automatically. The integration is built to your specific system -- whether that is a custom-built practice management tool, a medspa platform like Zenoti or Phorest, or an EMR with an accessible API. We scope the integration as part of the project before development starts.
In most cases, yes -- the custom system replaces the generic email marketing platform for medspa-specific outreach because generic platforms cannot access treatment data, which is what drives the segmentation logic. The custom system handles email and SMS delivery directly using transactional email and SMS APIs, and it manages list hygiene, unsubscribes, and compliance for both channels. If your practice sends non-medspa communications -- a general company newsletter, for example -- Mailchimp or a similar platform can continue to manage those sends. The custom system focuses on the treatment-triggered sequences and the client reactivation logic that a general-purpose tool cannot handle without significant manual workaround.
SMS marketing in the US requires explicit opt-in consent under TCPA and carrier guidelines. The system collects and stores SMS consent at the point of opt-in -- typically the client intake form or a consent prompt in the client portal -- with timestamp and consent language recorded. Opt-out requests received via STOP reply are processed immediately and the client's SMS preference is updated across all active sequences. Opt-out records are retained for compliance purposes even if the client later re-opts in. Campaign messaging includes opt-out instructions per regulatory requirements. We build the consent workflow as part of the project and advise on consent language, but your legal counsel should review the final opt-in language and your overall TCPA compliance posture.
Yes, integration with your existing system is part of the build. We have integrated with Zenoti, Phorest, Mindbody, Jane App, and custom-built practice management systems. The integration reads appointment data, treatment records, and client contact preferences from your existing system and writes reactivation event data back so your team can see which outreach each client has received without logging into a separate tool. If your current system does not have an API, we scope an alternative integration approach -- such as a scheduled data export and import -- during the requirements phase. We do not require you to change your practice management platform to use the marketing automation system.
Talk to us about your medspa marketing automation project.
Tell us which client segments you're losing and what your current outreach process looks like. We will scope a system built around your treatment protocols.
