Medical Spa
Glow & Go Aesthetics Recovered 120 Missed Consultations
Client
Glow & Go Aesthetics
Location
Rome, Italy
Revenue
€1.5 – 3 million
The Challenge
Glow & Go Aesthetics was struggling with:
- 25% of consultation requests going unanswered outside office hours (≈120 missed inquiries/month)
- Front-desk team spending 30 hours/week confirming and rescheduling treatments
- A booking conversion rate of only 48% from inquiries to scheduled consultations
- A 15% no-show rate, leading to wasted time slots and lost revenue
Our Solution
Audit & Discovery (Week 1)
- 90-minute kickoff with the clinic manager and two coordinators
- Mapped the inquiry journey: website form → automated email → phone callback → booking
- Identified bottlenecks: no after-hours support, manual appointment reminders, and fragmented data between booking systems
AI Receptionist Build (Week 2)
- Developed a branded Voice AI agent that answers calls 24/7, captures client name, desired treatment, and preferred date/time
- Suggests available slots based on the live schedule in Acuity Scheduling
- Escalates complex questions to live staff during business hours
System Integrations (Week 2)
- Acuity Scheduling ↔ Pipedrive Sync: Automated creation of prospect records and treatment appointments
- Automated Reminders: SMS and email notifications sent 48 hours and 2 hours before appointments
Automated Follow-Up (Ongoing from Week 3)
- Clients who didn't immediately book received a personalized "Thank you" email with treatment details
- SMS reminder after 24 hours
- WhatsApp message offering a complimentary skincare guide and callback link
The Results (First 30 Days)
| Metric | Before | After | Impact |
|---|---|---|---|
| Consult Inquiry Coverage | 75% | 100% | +25 pts |
| Missed-Request Recovery | 0% | 18% (≈120 requests) | +18 pts |
| Booking Conversion Rate | 48% (144 bookings) | 68% (382 bookings) | +20 pts |
| No-Show Rate | 15% | 6% | –60% |
| Front-Desk Admin Hours | 30 hrs/week | 8 hrs/week | –73% |
| Incremental Revenue | €4,800/month | €12,800/month | +267% |
120 missed inquiries recovered by AI
40 AI-minutes used daily for qualification and booking
94% show-rate on AI-scheduled appointments
Automis.ai's solution felt like hiring two extra coordinators—without the payroll. We recovered over 100 consultations in a month and our specialists focus solely on client care.
Laura Bianchi
Owner & Lead Aesthetician
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