Automated Pre-Navratri WhatsApp Rebooking Reminders to Keep Your Spa Fully Booked

Below is a step‑by‑step walkthrough of setting up the Pre‑Navratri Rebooking Reminder inside Ferbz. Imagine “Shanti Spa” in Jaipur, a mid‑size wellness centre with 12 therapists, offering massage packages of 5, 10, and 20 sessions. Shanti wants to remind every client whose next session falls between 30 Oct – 5 Nov (the week before Navratri) so they can lock in a slot before the festive rush.

1. Prepare the Client List

1. Navigate to the “Clients” tab from the left‑hand menu.
2. Click “Import CSV” and upload the latest client export from your existing POS (the file includes columns: Client ID, Name, Phone, Last Booking Date, Package Type, Sessions Remaining).
3. Ferbz validates the file, creates a profile for each client, and automatically attaches any past Booking records that already exist in the system.

Tip: Use the filter bar to tag all clients whose Next Due Date (calculated by Ferbz from the last booking + package frequency) falls in the target window. Save this filter as “Pre‑Navratri Due” for reuse in Automation and Broadcasts.

2. Create the WhatsApp Message Templates

1. Go to “Automation → Templates”.
2. Click “New Template” and select “WhatsApp” as the channel.
3. Fill in the mandatory fields:
   • Header: “🌼 Navratri Wellness Offer 🌼”
   • Body: “Hi {{client_name}}, your next {{service_name}} is due on {{next_due_date}}. Book now and enjoy a 10 % festive discount. Tap here 👉 {{booking_link}}”
   • Footer: “Reply ‘YES’ to confirm or call us at 0141‑1234567.”
4. Save the template as “Pre‑Navratri Rebook”. Ferbz will automatically register it with the WhatsApp Business API, so no QR‑code or personal number is involved.

3. Build the Automation Journey

1. Click “Automation” in the main menu, then “Create New Journey”.

2. In the plain‑English box type:

   “When a client’s next booking is due in 5 days, send the Pre‑Navratri Rebook template, wait 2 days, then send a follow‑up ‘Did you book?’ message.”

3. Ferbz’s AI drafts the journey:

   • Trigger: Days until due = 5 (you can edit the number to 4 or 6 if you prefer).
   • Step 1 – Message: Choose the “Pre‑Navratri Rebook” template.
   • Step 2 – Wait: 2 days.
   • Step 3 – Branch: If the client replies “YES”, move to “Confirmation”; otherwise, go to “Follow‑up”.
   • Step 4 – Message (Confirmation): “Great! Your slot is confirmed. See you on {{next_due_date}}.”
   • Step 5 – Message (Follow‑up): “We noticed you haven’t booked yet. Need help? Reply ‘HELP’ or call us.”

4. Drag‑and‑drop to reorder or add extra steps if you want a special discount code for members.

5. Click “Activate”. The journey is now live and will enroll any client who meets the trigger condition.

4. Enroll Clients Immediately

Because the trigger is days until due, Ferbz evaluates every client profile every night. To fast‑track the first batch:

1. Open the “Clients” filter “Pre‑Navratri Due” you saved earlier.
2. Select All (or a subset if you want a pilot).
3. Click “Enroll in Automation” → choose the “Pre‑Navratri Rebooking Journey”.

All selected clients receive the first WhatsApp message exactly 5 days before their next session. Their status (sent, delivered, read) appears on the Reminders board.

5. Monitor and Optimise

1. Go to “Reminders board”. Here you see a live table:

   Client	Booking ID	Message	Status	Sent At	Delivered At	Read At
   Riya Sharma	B‑10234	Pre‑Navratri Rebook	Delivered	30‑Oct 09:12	30‑Oct 09:13	30‑Oct 09:20
   Amit Verma	B‑10235	Pre‑Navratri Rebook	Failed (insufficient credits)	—	—	—

2. If any reminder fails because of low credits, top up the wallet via Razorpay (e.g., ₹299 for 350 credits). The system will automatically retry once credits are added.

3. Use “Reports → Messaging Effectiveness” to see open rates, click‑throughs on the booking link, and conversion to actual bookings. For Shanti Spa, the report for the first week showed a 68 % read rate and 22 % of reminded clients booked within 48 hours – a clear uplift over the previous manual reminder method (which had <10 % rebooking).

6. Fine‑Tune for the Next Year

After Navratri, revisit the journey:

• Adjust the trigger window (e.g., 7 days before the next festival).
• Update the discount percentage in the template.
• Add a new branch for “new members” who have never booked before.

Because everything lives inside Ferbz, the changes are saved with a single click and will apply to the next batch of clients automatically.

Time saved: Before Ferbz, Shanti Spa’s front‑desk staff spent an average of 12 minutes per client manually dialing, drafting a WhatsApp text, and logging the reminder in a ledger. With 150 clients due in the Navratri window, that equated to 30 hours of repetitive work each year. The automated flow reduces that to zero manual minutes – the system triggers, sends, and logs the reminder automatically.

Revenue recovered: In the previous year, only 18 out of 150 clients (12 %) rebooked before Navratri, generating ₹45,600 in revenue (average service ₹2,533). After deploying the Pre‑Navratri reminder, 34 clients (22 %) rebooked, adding an extra ₹76,200. That is a ₹30,600 increase for a single festival period, directly attributable to the reminder flow.

Fewer missed appointments: The Reminders board gives instant visibility of any failed messages. When a client’s phone number was invalid, the board flagged the failure, allowing the manager to call the client manually within the same day, preventing a lost slot.

Consistent branding: All WhatsApp texts use the approved template stored in Ferbz, ensuring compliance with the official WhatsApp Business API and with GST invoicing norms (the receipt PDF attached to each booking already includes the 18 % GST, so the reminder simply references the existing booking).

Cost‑effective: Each reminder consumes one credit. For Shanti Spa’s 34 successful reminders plus 2 follow‑ups, the total credit usage was 68. At ₹99 = 100 credits, the cost was ₹68, far less than hiring an extra receptionist (₹12,000 per month) for the same task.

Overall, the automation directly tackles the core pain points of forgotten re‑bookings and paper‑based therapist notes by moving the reminder process into a digital, auditable workflow that scales with the business.

Ready to keep your spa fully booked during Navratri without lifting a phone? Sign up for a free trial, import your client list, and launch the Pre‑Navratri Rebooking Reminder in minutes. Visit the dashboard at https://dashboard.ferbz.com/ and start building your automation today. If you need help tailoring the flow to your specific packages or want advice on credit budgeting, drop a line to support@ferbz.com – our team is on standby to guide you through every step.