Stop Losing Clients to Forgotten Follow-Ups Automate Your Post-Session Care
Imagine reclaiming 10+ hours a week from chasing down client notes and reminders, while boosting retention by 25% through personalized touchpoints that keep your therapists focused on healing, not admin drudgery.
Join 150+ wellness businesses with automated retention that turns one-time visits into loyal memberships
The "Forgotten Follow-Up" Problem
Therapists spending 2-3 hours daily on post-massage SOAP notes and manual SMS check-ins for muscle recovery
Clients slipping away because recovery advice gets lost in the shuffle after busy days
Inconsistent post-treatment reminders causing 15-20% drop-off in rebooking for ongoing wellness programs like yoga or Pilates follow-ups
Wasted hours juggling calendars and client histories across disconnected apps
Therapists burning out from admin overload instead of focusing on therapeutic touch
Therapists facing burnout from 10+ hours weekly on admin tasks, pulling focus from core modalities like deep tissue or myofascial release
Our Custom Follow-Up Automation Built Just for Your Clinic
We've powered follow-up systems for over 50 wellness clinics, turning chaotic client tracking into seamless, retention-boosting workflows.
Why Choose Us
Here's the thing: in a massage therapy clinic, every follow-up is a chance to nurture that client-therapist bond. But manual processes? They're like trying to stretch a tight muscle without oil—frustrating and ineffective. At AIQ Labs, we build a custom AI system tailored to your exact workflow. It pulls session notes from your booking software, analyzes client pain points, and automates personalized messages—like a gentle reminder for that deep tissue follow-up or tailored stretching tips for lower back relief. No more generic templates; this is your clinic's unique rhythm, integrated with tools like Mindbody or Vagaro, saving you hours while keeping clients coming back for more healing sessions.
What Makes Us Different:
Unlock Tangible Time and ROI Gains for Your Clinic
Reclaim 10-15 Hours Weekly on Admin
Reclaim 10-15 Hours Weekly on Admin: Imagine your massage therapists wrapping up a session and heading straight to the next client instead of dictating notes on tight hamstrings. Our automation uses voice-to-text for instant SOAP note generation and schedules personalized outreach, like a 48-hour check-in for trigger point relief. Clinics report therapists fitting in 20% more sessions—think an extra 5-7 clients per week—driving revenue up without the hassle of onboarding new hires.
Boost Retention and Revenue by 25%
Boost Retention and Revenue by 25%: Envision a client receiving a tailored email 24 hours after their hot stone session, recommending gentle stretching for lower back relief based on their session notes. Our system crafts these nurturing nudges using client data from tools like Mindbody, fostering loyalty that turns seasonal yoga clients into year-round regulars. Expect rebooking rates to climb within the first month, with referrals adding 10-15% to your monthly bookings for sustained income growth.
Slash Costs with Zero Subscription Overload
Slash Costs with Zero Subscription Overload: Ditch the chaos of syncing Vagaro for bookings with separate CRM for client progress tracking on mobility exercises. We create a unified, custom dashboard that pulls in everything from intake forms to post-Pilates feedback, reducing your stack from 5+ apps to one seamless system. Save up to 40% on software fees—often $500+ monthly—and see ROI in just 2-3 months as your team's efficiency cuts no-show rescheduling errors by half.
What Clients Say
"Before AIQ, our afternoons were lost to typing detailed follow-ups after every deep tissue session—it was draining our energy for client care. Now, the automation pulls from our session notes to generate personalized tips, like epsom salt soaks for calf strains, and we've slashed that admin time by 50%, landing 18 extra rebooks monthly. It's transformed how our boutique studio runs without adding headcount."
Sarah Jenkins
Owner, Relax Haven Massage Studio
"I doubted automation could fit our tactile world of sports therapy, but this system reviews client intake on strains and sends timed reminders—like a 72-hour nudge for foam rolling after IT band work. No-shows plummeted from 22% to 4% in the first quarter, freeing therapists from note-chasing. We rolled it out in under a month, and it's already covered its cost through higher session volume."
Mike Rivera
Lead Sports Therapist, Flow Wellness Center
"Syncing our Jane App bookings with scattered email notes was sabotaging client follow-through on recovery stretches post-reiki. AIQ's custom integration extracts treatment specifics to auto-build individualized plans, like breathwork sequences for stress relief. Retention jumped 35% last quarter, and my weekly admin dropped from 12 to 2 hours—it's like gaining a virtual assistant tuned to our holistic vibe."
Lisa Chen
Operations Manager, Harmony Wellness Retreat
Simple 3-Step Process
Discovery and Mapping
We dive into your clinic's daily rhythm—session types, client journeys, pain points like post-RMT follow-ups. Together, we map out your unique workflow, ensuring the automation fits like a perfect glove.
Custom Build and Integration
Our engineers craft the AI from scratch, linking it to your booking system and client database. We test personalized triggers, like auto-texts for prenatal massage recovery, so it feels intuitive from day one.
Launch, Train, and Optimize
We roll it out with hands-on training for your team, then monitor performance. Tweaks based on real data ensure it's boosting retention—like refining reminders for hot stone session aftercare—delivering ongoing ROI.
Why We're Different
What's Included
Common Questions
How does this automation handle different massage types?
Great question—massage therapy isn't one-size-fits-all, and neither is our system. We customize it to recognize session details like 'deep tissue for lower back' or 'prenatal relaxation,' pulling from your notes to send targeted advice. For instance, after a hot stone session, it might auto-send hydration tips and rebooking prompts two days later. This personalization boosts engagement because it feels thoughtful, not automated. We've seen clinics reduce client drop-off by addressing specific recovery needs right away, saving you from generic blasts that get ignored. Setup involves mapping your modalities during discovery, ensuring it aligns perfectly with your services. And it's all built to scale as you add new offerings, like aromatherapy add-ons.
Will this integrate with my existing booking software?
Absolutely, integration is our specialty. Whether you're on Mindbody, Vagaro, or another platform, we create deep, two-way connections so follow-ups pull live data—like recent session history—without manual input. No more copying notes between apps. For a typical clinic, this means the AI triggers a reminder right after booking confirmation, suggesting a follow-up for muscle soreness. It cuts errors and time, with most setups live in 2-4 weeks. We're not just connecting; we're weaving it into your workflow for seamless operation. Clients tell us it feels like the system 'knows' their journey, which drives loyalty. If your setup is unique, we handle custom APIs to make it yours.
What's the ROI timeline for this service?
You're probably thinking about the investment—fair enough. Most clinics see positive ROI within 1-3 months. By automating 10+ hours of weekly admin, you free up revenue-generating time; pair that with 20-25% retention lifts from timely follow-ups, and it compounds fast. Take one client: they automated post-session outreach and added $4K monthly from rebooks alone, paying off our build in under two months. We track metrics like open rates and conversion from the start, adjusting to maximize gains. It's not just savings; it's growth. Long-term, owning the system eliminates subscription fees, so your costs drop while efficiency rises—like investing in a tool that pays dividends year after year.
Is the system compliant with privacy laws for health data?
Yes, 100%—we prioritize HIPAA and GDPR from the ground up. Your client data, like treatment notes or recovery plans, stays secure with encrypted storage and access controls. The AI processes info without exposing sensitive details unnecessarily, and we build in audit trails for compliance checks. For massage clinics, this means follow-ups on things like injury recovery are sent safely, building trust. We've audited our builds for wellness pros, ensuring no breaches. During setup, we align with your protocols, so therapists can focus on care, not worry. It's peace of mind that lets you scale without legal headaches.
How customizable is this for a small clinic like mine?
Tailored to the core—that's our promise. For a solo or small-team clinic, we start with your exact needs, like automating follow-ups for just lymphatic drainage clients if that's your niche. No bloated features; it's lean and focused. We map your workflow in the first call, building triggers like 'send stretching video 48 hours post-session.' One small practice went from zero automation to handling 50+ personalized touches weekly, boosting rebooks without overwhelming their setup. It's not a template—it's custom-coded for your volume, growing as you do. Easy to tweak too, with our support ensuring it evolves with your business.
What if I need training for my team?
We make it simple and stress-free. After building, we provide hands-on sessions—virtual or in-person—tailored to therapists and admins. They learn to review AI-generated messages, tweak personal touches, or pull reports on client retention. Think 2-3 hours total, with ongoing access to our guides. For wellness teams, we use relatable examples, like how a follow-up email can mimic a caring post-session chat. Clients say their staff was up and running in a day, with confidence in handling nuances like client allergies in advice. We're here post-launch too, for quick tweaks, so it's not set-it-and-forget-it—it's set-it-and-thrive.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.