💰 Reactivation Controller & SMS

Click here to watch brief tutorial video on how to setup the Reactivation Controller & SMS

This folder contains three workflows that work together as a single system. Their goal is to automatically identify patients who haven't visited in a while (e.g., 90 days) and bring them back, while ensuring we never message someone who already has an appointment booked.

1. The Reactivation Controller (The "Traffic Cop")

The most important workflow in this folder is the Controller.

• It does not send messages.
• It acts as a "Traffic Cop." It directs patients where to go and tells the system when to "Stop" or "Wait."

How it works: Whenever a patient Books an Appointment or Arrives for a visit, this workflow triggers immediately. Its only job is to RESET the timer for that patient.

2. The Logic: How the "Reset" Works

Imagine a patient is inside your "90-Day Reactivation" workflow. They have been waiting for 88 days. They are just 2 days away from getting a "We miss you" text.

Suddenly, they decide to book an appointment on their own.

1. The Controller detects the new booking.
2. It Removes the patient from the 90-Day workflow (stopping the message).
3. It Waits 5 minutes.
4. It Adds the patient back to the start of the 90-Day workflow.

The Result: The patient's timer is reset to Day 0. They will now have to wait a full 90 days of inactivity before we try to contact them again.

3. The Generic Reactivation Workflow

This is the standard workflow where patients "wait" to be reactivated.

• The Timer: Defaults to 90 Days. (You can change this to 60, 120, etc., but ensure you rename the workflow if you do).
• The Message: After the wait time is up, it sends an SMS. You can customize this to ask for a reply or include your online booking link (e.g., JaneApp).

4. Advanced: Segmenting by Treatment

Not all treatments have the same lifecycle. You might want a "Botox" patient to return in 90 days, but a "Massage" patient to return in 30 days.

Note: For a deep dive on how to select specific treatments, please refer to our article on [Filtering by Treatment Name].

To add a new Treatment-Specific Reactivation:

1. Clone the Generic Workflow: Duplicate the "Wait 90 Days" workflow and rename it (e.g., "Massage Reactivation - 30 Days"). Change the wait timer inside to 30 days.

2. Edit the Controller: Open the "Reactivation Controller" workflow.

   Duplicate the Branch: Create a new branch in the If/Else step that filters for the specific treatment (e.g., "Massage").

   Update the Actions:

   • Click the three dots on the generic action steps and select "Copy All Actions."
   • Paste them into your new Massage branch.
   • Crucial: Change the "Remove from Workflow" and "Add to Workflow" steps to point to your NEW Massage workflow, not the generic one.

Summary of Setup

1. Customize your SMS in the Generic (and specific) workflows.
2. Check your Wait Timers (Default is 90 days).
3. Publish and Save all workflows in the folder.
4. The system will now run in the background, automatically catching patients who slip through the cracks.