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Talking with your clients

Scalp Boss sends emails to your clients on your behalf. Some are automatic (a booking just landed, send a confirmation). Others are automations you turn on and off. This page covers what fires when, and how to control it.

The automatic ones (always on)

These you can't turn off — they're part of the booking flow.

  • Booking confirmation. Fires the moment a client books. Includes appointment date/time, service, staff, location, and a link to reschedule or cancel.
  • Reschedule confirmation. Fires when a client uses the reschedule link in their confirmation email. Sends a new confirmation with the updated time.
  • Cancellation confirmation. Fires when a client uses the cancel link. The slot opens back up on your calendar automatically.

The marketing automations (you turn them on)

Four growth automations. Each runs on a schedule and you control whether it's on, who it targets, and what it says. Find each one under Settings → Campaigns.

1. Rebook nudge. Sent ~5 weeks after a client's last visit. Reminds them it's time for their next treatment. Default off; turn on once you're comfortable. Best for clients with recurring service patterns.

2. Dormant win-back. Sent to clients who haven't visited in 60–180 days. A "we miss you, here's what's new" note. Default off. Per-client send cap so the same person doesn't get nagged repeatedly.

3. Review request. Sent 2 days after an appointment marked "completed." Asks for a Google review with a one-click link. Requires you to set your Google Business Profile Place ID under Settings → Business Profile. Skips clients who left bad ratings or whose notes flag them as unhappy.

4. Referral program. Sent to repeat clients who've already received a review request. Gives them a personal referral code that gives a friend a discount and them a reward. Operator approves each reward grant manually (fraud protection).

Marketing blasts (one-off)

Dashboard → Smart Segments. Five live segments: New clients, Recent visits, Lapsed clients, High spenders, Upcoming birthdays. Click "Send a blast" on any segment card to email everyone in it with a one-off message. Subscription-gated (Growth or Pro plan).

Compliance

Every marketing email includes an unsubscribe link. Clients who unsubscribe stop receiving marketing immediately — but they still get the automatic booking emails (those aren't marketing). You can also opt a client out manually from their profile.

What about text messages?

SMS isn't live yet. It'll arrive once carrier registration (10DLC) clears for your account. When it does, every automation above gains an SMS channel alongside email. You'll be able to pick which channel each automation uses on a per-tenant basis.