For med spa owners · Bookings and no-shows

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.

By Aaron Byrne, KeenHand

The prompt

Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Med spa owners and whoever runs the appointment book.

I run a med spa. A client did not show today. The provider's time sat empty and product may have been set aside. I want to reach them today, kindly, and get them rebooked. Whether to charge the no-show fee is my call, so I want both versions ready.

What I have:
- The missed appointment, without the treatment: [MISSED APPOINTMENT]
- Our no-show policy, word for word: [NO SHOW POLICY]
- How the client picks a new time: [REBOOKING PATH]
- How I sound with clients: [MY TONE]

What I want:
1. Write a short, warm message that says we missed them, checks they are all right without asking why, and gives the rebooking path.
2. Make version A, which mentions the no-show fee exactly as my policy states it.
3. Make version B, which says we are waiving it this once, with no reason given.
4. Keep both to a few short sentences.

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 add a price or fee that is not in my policy, promise an opening or claim anything I did not give you.
- Do not decide whether the fee applies. Write both versions and leave the choice to me.
- Leave out anything about a client's health, treatment or history. Do not name the treatment they missed.

Give me back:
- Version A and version B, ready for me to edit
- A note if anything in my policy would be unclear to a client

When to use it

A client missed a booked treatment or consultation today, the provider's time and the room sat empty, and you want to reach them before the day ends.

When not to

Do not use it for a client who says they missed because of a health problem or a reaction, or for a repeat no-show you may stop booking. Those are yours to handle, with your provider where it is clinical.

What to paste in

[MISSED APPOINTMENT]: The client's first name, the day and time, and the provider's first name. Leave the treatment out.
[NO SHOW POLICY]: Your no-show policy exactly as clients agreed to it when they booked.
[REBOOKING PATH]: How they pick a new time: a link, a call, or a reply with two times that work.
[MY TONE]: Three or four words for how you sound, or a reply you have sent before that you liked.

Never paste

The client's last name, phone number or card details
What treatment they were booked for, or anything about their health or history
Notes from past visits

A filled-in example

Sample. Fictional business, fictional client.

MISSED APPOINTMENT: Jordan, today at 11:00 am with Priya.
NO SHOW POLICY: Missed appointments without 24 hours notice are charged a no-show fee of half the booked appointment.
REBOOKING PATH: Reply with two times that work, or book in our booking app.
MY TONE: Kind, direct, never scolding.

What you should get back

Two short messages: one that applies your fee as written, one that waives it
A warm check-in that does not ask why they missed
No treatment named and no new fee added
A clear way to pick a new time

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.

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.
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.
Answer a client's question about a deposit. A plain reply that explains your deposit policy when a client asks why you hold one or wants it back, with any exception left for you to decide.

More: every prompt for med spas, bookings and no-shows, and AI for med spas.

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