No-Show Recovery: Win Back Missed Bookings
No-Show Recovery: Win Back Missed Bookings
Missed appointments don’t have to mean lost revenue. With Levi, you can automatically follow up with no-shows in a friendly, human way — turning missed bookings into second chances.
This playbook gives you a proven system to recover up to 40% of missed clients with one simple automation.
💡 Why It Matters
Every no-show costs your business more than time — it hurts your schedule efficiency and cash flow. But most no-shows simply forget or get distracted.
Levi bridges that gap by detecting missed appointments and triggering personalized follow-up messages that feel natural, not robotic.
⚙️ Step 1 — Detect Missed Appointments
Go to Automations → Create New.
Choose the No-Show Recovery template.
Connect your booking calendar (Google, Calendly, or any supported system).
Set your detection logic:
Trigger: Appointment status = “No-Show” or not marked as “Completed” after X hours.
Delay: Wait 2–4 hours post-missed time before sending the first message.
💡 Pro Tip: Don’t trigger instantly — let a few hours pass to make your outreach feel natural.
💬 Step 2 — Craft the Follow-Up Message
Levi’s default no-show sequence includes three touchpoints:
Day | Message Goal | Example Copy |
|---|---|---|
0 | Friendly reminder | “Hey {{name}}, looks like we missed you today! Would you like to reschedule?” |
2 | Re-offer slot | “We saved a few openings later this week — want me to hold one for you?” |
5 | Soft close | “No worries if now’s not the right time! I’ll keep your info handy if you’d like to book later.” |
Tip: Keep the tone conversational — Levi should sound like your best team member, not an automated system.
🧠 Step 3 — Automate Rescheduling
Enable Smart Reschedule Links under Automation Settings.
Choose which calendar to use for rebookings.
Add conditions:
If the client replies “yes” → trigger booking flow.
If no response after 3 days → send final reminder.
✅ Levi can detect natural language replies like “sure,” “ok,” or “let’s do it” and instantly open the booking flow.
🔄 Step 4 — Tag and Track No-Show Leads
Tracking helps your team measure recovery success.
Tag | Description |
|---|---|
Recovered Lead | Client rebooked after missing an appointment |
Cold No-Show | Did not respond after full sequence |
Multiple No-Shows | Skipped more than once — needs manual outreach |
View your recovery analytics under Analytics → No-Show Recovery.
📊 Step 5 — Measure Success
Here’s what healthy recovery performance looks like:
Metric | Target |
|---|---|
Response Rate | 40–60% |
Reschedule Rate | 25–40% |
Average Time to Recovery | < 48 hours |
Customer Sentiment | Positive or Neutral |
Use these insights to refine your tone and timing.
🚀 Step 6 — Expand the Flow
Once your recovery automation works, build on it:
Add a “Missed You” Offer — e.g., 10% off their next visit if they rebook within 3 days.
Route repeated no-shows into a Manual Review queue.
Connect Levi to your CRM to update lead stages automatically.
💬 Example:
“Hey {{name}}, we noticed you missed your session today. If you rebook before Friday, I’ll apply a small loyalty discount. Want me to set that up?”
🧭 Summary
Step | Goal | Time |
|---|---|---|
1. Detect No-Show | Connect calendar and triggers | 5 min |
2. Craft Follow-Up | Personalize the messages | 10 min |
3. Automate Reschedule | Let Levi rebook instantly | 10 min |
4. Track Tags | Analyze outcomes | 5 min |
5. Review Performance | Optimize over time | Ongoing |
Total: 30 minutes to a fully automated recovery system.