WhatsApp playbook for the aesthetic front desk

WhatsApp is how many patients want to hear from you. That does not make it the clinic record. The playbook is simple: chat is for short operational messages. History, photos, packs, and invoices live on the file.

Three messages that earn their keep

Most books only need three automatic sends: confirmation when the visit is confirmed, a 24-hour reminder, and an optional same-day reminder. Language and timezone come from clinic settings. Turn each one off if it does not fit how you work.

Do not paste prices, aftercare essays, or clinical photos into a personal thread. Send the short message, then log the outcome on the visit.

• Confirm the slot the patient actually has — professional, room, and machine included.
• One reminder, then a quieter second touch. A blast every morning trains people to ignore you.
• If they opt out, remove the number or pause the channel. Leave a note so the next shift does not re-add it.

Connect the clinic number, not a private phone

Use the clinic WhatsApp Business number. When someone leaves, the thread should not leave with them. Test a send to your own phone before you turn reminders on for the book.

The clinic pays Meta for conversations on that number. GlowPilot does not resell WhatsApp credits. Templates may sit in Meta review after the first connect — that is normal.

When a message did not arrive

Check the channel is connected and not paused, the template is approved, and the number is a WhatsApp number with country code. Then look at the visit: a cancelled slot should not still remind.

Request a demo if you want to see a confirmation leave from a real visit, not from a screenshot of WhatsApp Web.