Customer support for aesthetic clinics
The lead from your ad answered in minutes, the diary confirmed without anyone phoning, and every client's history within reach.
7 days free · No credit card · Cancel any time
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The paid lead that cools off in twenty minutes
You pay for the ad, someone sends a direct message at nine at night, and nobody sees it until morning. Instagram, WhatsApp and website chat in one queue means the lead you paid for is not waiting for opening hours.
Whoever answers first books the appointment
Aesthetics is an emotional, comparative decision. The same message goes to three clinics, and the booking goes to whoever replied first and explained best — not necessarily to the cheapest one.
With every channel in one queue, nobody depends on someone remembering to open the direct messages. And with saved replies, reception sends prices, duration and pre-treatment care in two clicks instead of typing it out for the twentieth time that day.
Outside opening hours, WootAI answers what is already in your help centre: what the treatment involves, how long it takes, how many sessions are usually needed.
Conversations
An empty chair is expensive
A no-show is a direct loss: a professional idle, a room booked and an hour that does not come back. Confirming by phone eats reception's day and often does not happen at all.
Scheduled messages solve much of it: a reminder the day before, sent on its own within business hours, with a link to rebook. People who cannot make it say so, and the slot gets reused instead of becoming a hole in the diary.
The same mechanism handles follow-ups: whoever had a first session gets the reminder for the next one at the right time, without reception having to remember.
Marina Costa
WhatsApp · +55 11 95555-0148
Internal note
Each session is £45. For your case we usually recommend four.
One history · every channel
History makes the treatment better, not more bureaucratic
Knowing that a client has had three sessions, reacted to the second and asked about another treatment last month changes the conversation completely. Private notes keep that context on the contact record, visible to whoever answers next.
It matters most when reception changes or when the clinic owner answers at night: nobody starts from scratch asking what has already been done.
One caveat worth stating: Wootdesk is a support tool, not a medical record system. Sensitive clinical data belongs in software built for it, with the protections health data requires under privacy law.
Scheduled Messages
Your appointment is tomorrow at 2pm. Please arrive 10 minutes early.
The lead you paid for deserves an answer today
Create the account, connect your WhatsApp and see the difference in the first week. Seven days free, no credit card.
What a week at the clinic looks like
What happens every week in a clinic, handled differently:
A 10pm message asking about price
WootAI answers prices and duration from your help centre. By morning reception picks up a conversation that is already warm.
“How many sessions will I need?”
A saved reply with the wording your practitioner approved. The same information every time, with no improvising.
Appointment confirmation
A reminder scheduled for the day before, sent on its own. Fewer no-shows, fewer empty chairs, fewer phone calls.
The client who vanished after session one
A follow-up message set for the right date, written today and delivered next week.
New receptionist at the clinic
Every client's history sits on the contact record. Nobody has to ask what has already been done.
A campaign for one specific treatment
A label per treatment, so you can see which ads brought conversations and which brought only curiosity.
What your team uses day to day
The same features on every plan, with no add-on fees and no conversation cap.
Shared inbox
Everyone answering the same number, without two people replying to one customer.
Canned replies
The text your team types ten times a day, saved and sent in two clicks.
Team routing
Conversations land with whoever solves them, by channel, keyword or hour.
Labels and private notes
Context kept on the contact, visible to the team and invisible to the customer.
WootAI
Answers the repeat questions from your help centre, at any hour.
Scheduled messages
Write the reminder now and set the hour it leaves, within business hours.
Frequently asked questions
- Can I answer Instagram without living on my phone?
- Yes. Instagram direct messages land in the same queue as WhatsApp and website chat, answered from the browser or the app. Nobody has to watch social media on a personal phone to avoid losing a paid lead.
- Can appointments be confirmed automatically?
- Yes, with scheduled messages: you write the reminder and set when it goes out, and it leaves on its own within business hours. The same feature handles the follow-up reminder after a first session.
- Does Wootdesk replace my booking system?
- No. It handles the conversation with the client, not the diary itself or clinical records. It works alongside whatever you already use for bookings, covering the part that today lives scattered across WhatsApp and Instagram.
- Can I store clinical information on the contact record?
- Private notes are meant for support context, such as preferences and what was agreed. Sensitive clinical data should stay in your medical records system, which is the software designed for the legal requirements around health data.
- What if I have more than one location?
- Each location can have its own number connected to the same account, with separate teams and routing rules. Conversations reach whoever covers that location, and reports let you compare activity between them.
- What does it cost for a small clinic?
- The entry plan is about US$28 a month with 2 users and unlimited conversations, which usually covers reception and the practitioner. Extra agents start around US$6 a month, billed monthly with no lock-in.
Start with your own case
Seven days free, no card. Connect Instagram and WhatsApp and see how many conversations were waiting for the morning.
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