Clinic Membership sends a rebooking reminder email for your aesthetic clinic after a completed visit, using the timing you choose for each service. Reception often means to follow up and then the day moves on. The visit is marked complete, the next patient arrives, and the return booking is left for later. A timed email set on the service keeps that follow-up in the product instead of on a handwritten list.
Below is how rebooking reminders work in Clinic Membership, where to turn them on, how they differ from appointment reminders and aftercare, and how to set the template.
How rebooking reminders work in Clinic Membership
A rebooking reminder is one email sent after a completed appointment. You choose the timing on each service, counted from when that appointment ends. Clinic Membership sends the email only if the patient does not already have a future booking for the same service.
Someone who has already booked their next visit is not emailed again. Someone who has not booked yet receives the prompt with your clinic name and booking link filled in automatically.
Rebooking sits on the service form, alongside other patient communications. You turn it on for the treatments where a return visit is part of how your clinic works, and leave it off where it is not.
Turning on rebooking reminders in Clinic Membership
Set rebooking on each treatment you want to include.
- Go to Settings, then Services.
- Open Add a new service, or Edit on an existing service.
- Scroll to the Rebooking reminders section.
- Switch on Send rebooking reminder.
- Choose Send after, or pick Custom to set your own number of weeks, months or years. Timing is counted from when the appointment ends.
- Click Save settings at the bottom of the page, or Add service if you are creating a new row.
Because the setting is per service, different treatments can use different timings. Clinic Membership does not prescribe a clinical schedule. The Send after control simply stores the timing your clinic chooses for that service.
Customising the rebooking email in Clinic Membership
The default rebooking email works out of the box. To change the wording, go to Settings, then Communications, find the rebooking template and edit the subject or body. Your clinic name and booking link are filled in automatically, so the patient can open your booking page from the message.
Keep the copy short. Name the clinic, invite them to book the next visit, and leave the booking link easy to find.
How rebooking differs from appointment reminders and aftercare in Clinic Membership
Rebooking is easy to mix up with two other messages clinics already send. They are separate settings on purpose.
Appointment reminders go out before a booked visit, usually by WhatsApp or SMS, to remind someone of an appointment that is already in the diary. That is a different job. Our post on aesthetic clinic appointment reminders by WhatsApp and SMS covers those pre-visit nudges. Rebooking is the email that asks someone to book the next visit after the last one is marked complete.
Aftercare emails go out when a visit is marked complete and carry treatment-specific aftercare. That is a separate setting on the same service form. Our guide to automatic aftercare emails and review requests explains that flow. You can send aftercare and a later rebooking email for the same visit. They do different jobs.
What the timed email does in Clinic Membership
Rebooking reminders replace the need to manually schedule this follow-up email for each completed visit. The product stores the rule on the service and sends one message when the timing is reached, unless a future booking for that service already exists.
- One email, not a campaign. Clinic Membership sends a single rebooking email per completed appointment for that service, unless the patient already has a future booking.
- Timed from the visit. You choose weeks, months or years from when the appointment ends.
- Per service. Different treatments can use different timings, without one blanket rule for every visit.
- Linked to booking. The email includes your booking link, so the patient can open the booking page in one step.
Reception still decides what to say at the desk. The setting removes the step of remembering to create and schedule that particular email by hand.
What patients receive from Clinic Membership
When the rebooking reminder fires, the patient gets one email. It uses the template under Settings, then Communications, with your clinic name and booking link filled in. There is no chain of follow-ups from this setting: one completed appointment for that service leads to one rebooking email, and only if they do not already have a future booking for the same service.
If a patient books after the email arrives, the next completed visit can trigger the cycle again on its own timing. You stay in control of the cadence through the Send after setting on each service.
Getting the most from rebooking reminders in Clinic Membership
A few simple habits help the feature sit cleanly in your day-to-day workflow.
- Turn it on for the treatments your clinic already invites patients to rebook. Start there before adding every service on the list.
- Match the timing to your own practice. Use the Send after control to store how your clinic usually spaces return visits for that service, not a medical rule.
- Check the template once. A short subject and body in Settings, then Communications is enough for most clinics.
- Keep aftercare separate. Leave aftercare on for the notes patients need when the visit is marked complete. Leave rebooking for the later return visit.
- Share your online booking link. The rebooking email fills the booking link in automatically, so make sure that link is the one you want patients to use.
The full step-by-step setup is in our Help article on send rebooking reminders.
Set the nudge once in Clinic Membership
Rebooking reminders in Clinic Membership send one timed email after a completed visit, per service, unless the patient already has a future booking. Set the timing once, customise the template if you want, and keep the follow-up in the product instead of on a chase list.
Clinic Membership brings your patients, calendar and memberships together in one place. Clinic Membership is not an EMR. Clinical records live in Documenti, the EMR that works alongside it. Free covers up to 10 patient records. See pricing.
