How do I set up reminders so clients rebook before they drift away?

The win-back trigger is your rebooking reminder

Setting up rebooking reminders for a salon means turning on Waya's built-in win-back trigger, which fires automatically after 14 days of client inactivity, checked daily, with a 30-day dedupe so the same client doesn't get repeat messages in a short window. There's nothing separate to build — it's one toggle on the Notifications screen.

For a salon, 14 days often lands right in the gap between a color appointment and a trim, or just before a client starts considering a different salon out of habit rather than dissatisfaction — the exact moment a nudge is most useful.

Why 14 days works for most salon visit cycles, and when to think differently

Most salon services fall on a three-to-five-week cycle, so a 14-day trigger catches a client roughly midway through that window — early enough to feel like a helpful reminder, not so early that it feels premature after a service that naturally takes longer to need repeating.

If your salon's typical cycle runs much longer, like an occasional deep treatment booked every couple of months, the fixed 14-day trigger will fire earlier than ideal for that segment — in that case, treat those clients as a separate campaign audience rather than relying on the automatic win-back.

• 14-day win-back suits typical three-to-five-week visit cycles well
• Longer-cycle services may need a separate hand-picked campaign instead
• The trigger checks daily but dedupes for 30 days per client
• Write the message to reference a specific reason to return, not a generic nudge

What the win-back message should and shouldn't say

A good win-back message references something concrete — a season, a specific treatment, or simply naming how long it's been — rather than a bare "we miss you" that reads as automated because it is.

Keep it under 100 characters, since lock-screen space is limited, and avoid discount language unless you actually intend to honor a discount every time it fires.

Turning on the rebooking reminder in five steps

This takes a few minutes once your other triggers are already running.

1. Open the Notifications screen

   Find the win-back trigger among the four built-in triggers.

2. Write a specific message

   Reference a treatment or timeframe rather than a generic reminder.

3. Turn on the toggle

   The trigger checks daily and fires after 14 days of inactivity automatically.

4. Set aside a separate audience for long-cycle clients

   Use a hand-picked campaign if your salon's typical cycle runs longer than 14 days.

5. Review its effect after a month

   Check the dashboard's return-rate number for a shift once the trigger has had time to run.

A worked example of what the reminder recovers

One Waya salon enrolled 265 customers and saw 97 active in the trailing two weeks, with 71 having returned two or more times — a roughly 27% return rate, toward the top of the 24–27% typical range described in the salon loyalty program guide. A win-back trigger is one of the mechanisms that supports numbers like that, by catching clients before they drift out of the cycle entirely.

The reminder alone doesn't guarantee that outcome — it depends on consistent staff scanning feeding the trigger accurate inactivity data in the first place.

Rebooking reminders run free on the Free plan

The win-back trigger works the same on every plan — the difference is just message volume: Free includes 100 messages a month, Growth 5,000, Premium unlimited, so a small salon can run this trigger free for up to 100 customers before paying anything.

One limit worth stating: the trigger relies entirely on scan data, so if staff aren't scanning consistently, the win-back message may fire for clients who actually visited but weren't scanned — another reason scanning discipline matters as much as the message wording.