For med spa owners · Bookings and no-shows
Offer a provider's open slot to your waitlist
A short message that offers a provider's last-minute opening to the right people on your waitlist, first reply first, with no treatment named.
The prompt
Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Med spa owners and whoever manages the provider schedules.
I run a med spa. A client just cancelled and a provider has an open slot soon. The time is set around that provider and that room, so only some people on my waitlist can take it. I want a short message to send them, and replies for whoever answers. What I have: - The open slot: day, time, length and provider, with no treatment named: [OPEN SLOT] - Who on the waitlist can take this kind of slot, in my words: [WHO CAN TAKE IT] - How someone claims it: [HOW TO CLAIM] - How I sound with clients: [MY TONE] What I want: 1. Write a short text that offers the slot, says it goes to the first person who replies, and says the desk confirms before it is booked. 2. Write a reply for the first person to answer, telling them the desk will confirm shortly. 3. Write a kind reply for anyone who answers after it is gone, saying they stay on the list. 4. Restate, in one line, who on the waitlist this message is for, using my rule. Rules: - Write a draft for me to read. Do not send anything. - Use only what I gave you. If something is missing, ask me instead of guessing. - Never quote a price, hold the slot for anyone or claim anything I did not give you. - Leave out anything about a client's health, treatment or history. Do not name the treatment the slot is for. Give me back: - The offer text - The two replies - The one line on who should get it
When to use it
A client cancels, a provider has an empty slot today or tomorrow, and the people who asked for something sooner are sitting on a list nobody has time to call.
When not to
Do not use it to book a treatment for someone the provider has not seen yet, or to answer a waitlisted client's question about whether a treatment suits them. Those go to your provider.
What to paste in
- [OPEN SLOT]: The day, the time, how long, and the provider's first name. Leave out what the slot was booked for.
- [WHO CAN TAKE IT]: Your rule for who this slot suits, for example existing clients of this provider who asked for an earlier time.
- [HOW TO CLAIM]: How they claim it: reply yes, call the desk, or book in your booking app.
- [MY TONE]: Three or four words for how you sound, or a reply you have sent before that you liked.
Never paste
- Waitlist names and phone numbers
- The treatment the slot was booked for, or the cancelled client's name or reason
- Anything about a waitlisted client's health or treatment history
A filled-in example
Sample. Fictional business, fictional client.
OPEN SLOT: Tomorrow, Wednesday, 2:00 to 3:00 pm with Priya. WHO CAN TAKE IT: Existing Priya clients who asked for something sooner. Not new clients; they need a consultation first. HOW TO CLAIM: Reply YES and the desk will confirm by text within the hour. MY TONE: Quick, upbeat, no pressure.
What you should get back
- A short offer text with the day, time and provider, and no treatment
- A reply for the first person and a kind reply for everyone after
- Nothing promised before the desk confirms
- A reminder of who on your list it is for
What stays with you
The prompt writes a draft. You decide what happens to it, and nothing should reach a client until you have read it. Decisions about money stay with a person every time, and so do health questions and complaints. When KeenHand builds a routine like this, every message carries the same four decisions: Automate, Approve, Revise, Reject.
Related
- Rebook a client who missed their appointment. A same-day note to a client who did not show, offering a new time, in two versions: one applies your no-show fee and one waives it. You choose.
- Remind regulars it is time to book again. Rebooking reminders for clients who come back on a schedule, written so a text read on a lock screen never names the treatment.
- Spot empty provider hours and stalled consults. A short weekly read of your own counts: how many consultations booked treatment, where provider hours sat empty, and the calls left for you.
More: every prompt for med spas, bookings and no-shows, and AI for med spas.
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