A list of 4,200 past clients had stopped rebooking. An AI voice agent ran a personalized outbound campaign in 10 days — no discounts, no promos, just a timely reminder to book their next session.
An active list of 4,200 clients — people who had booked 6–18 months earlier — had stopped coming back. The front desk simply didn't have time to call them. Text and email blasts pulled a 2–3% response and read like spam.
We pulled the 4,200-contact list from their CRM (HubSpot / GoHighLevel) and booking system (Vagaro / Boulevard / Acuity). We segmented it by last visit date (6–12 mo / 12–18 mo) and by treatment area, and built a dedicated call script for each segment.
We built an AI voice agent (ElevenLabs + Vapi/Retell on Twilio) that greets each client by name, references their last treatment area, and calculates the right interval before the next session. No "we've got a promo" scripts — just a natural, caring reminder to book.
We launched the campaign: 420 calls a day × 10 days. The system respected calling windows (10 AM–8 PM, local time), retried after 2 hours if a client didn't pick up, and logged the outcome of every conversation.
The moment a client says "yes, I'd like to book," the system instantly notifies the front desk with their name, phone number, and preferred time. Staff call back within 5 minutes.
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