Agents › Operations
Acuity Scheduling Open Times Agent
Arkeo checks Acuity Scheduling for clients who haven't booked their next visit, based on how often your team says they should return. It sends them available times over the next two weeks and a link to book. Your front desk no longer has to check past appointments, look for openings or write each message by hand.
15 minutes. You'll see how it would run at your business, the hours it frees up and what it costs.
- ✓Checks past visitsyour return rules
- ✓Finds open timesnext 2 weeks
- ✓Invites clients to bookyour contact rules
Offer open times without the front-desk calls.
Acuity Scheduling
Twilio
Gmail
SlackHow it works
The agent checks Acuity daily or weekly, as you want, using the return and contact rules your team sets. Clients book through your Acuity page; your front desk gets the exceptions in Slack.
Checks who hasn't booked their next visit
It reads past visits in Acuity and compares each client's last visit with the return interval your team set for that service. Your team sets when to invite a client back, not the agent.
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Leaves out clients who should not hear from you
It checks for upcoming bookings and leaves those clients out. Your exclusions, overdue cutoff and gap between messages limit who gets an offer.
Checks the next two weeks for open times
It looks for open times with the person the client last saw, then other staff who offer that service if needed. The times come from your Acuity booking calendar.
Sends times and the booking link
It sends a short message in your business's name through Twilio or Gmail, under the contact rules set for that channel. The client gets open times, your booking link and your phone number; the times are not held.
Tells the front desk who needs help
Your front desk gets a summary in Slack, with clients it could not reach or could not find times for. This agent does not read text replies; the message directs clients to your booking page or business phone.
What you get
Past visits and upcoming bookings in Acuity are checked against how often your team says clients should return, so your team does not work through the client list by hand.
Clients see times from your Acuity calendar and a link to book, rather than a message asking them to call for availability.
Clients with no suitable times or messages that could not reach them are reported in Slack, where your team can take over.
What this looks like at your business
Checking who needs a bookingThe last visit is checked against your return interval. Clients already booked are left out.
Designed for practices that book with AcuityOpen-time offersClients receive available times and your booking link, under your contact rules.
Designed for practices that book with AcuityFront-desk exceptionsYour front desk gets the clients it could not reach or could not find times for.
Designed for practices that book with AcuityBuilt for your company
Your version, set up around how you work
No two businesses run this job the same way. Your Acuity Scheduling Open Times Agent follows your process, your rules and your software, not a template.
Your return interval for each service, who to exclude, and how far overdue a client may be before outreach stops.
You set how often Acuity is checked, the gap between offers and the message cap. You also set whether a light week brings offers forward.
The services and staff calendars to use, the window for offered times and your timezone. The starting window is the next two weeks.
Your message wording, business phone and front-desk Slack channel. Before sending, your team defines permitted channels and exclusions, including how opt-outs are handled.
Works in the software you use
You make the key in your own accounts. Nothing to install on your computers.
Built for
Book a 15-minute call
Get your version of the Acuity Scheduling Open Times Agent
Bring how your team does this job today. In 15 minutes you'll know how your version would run, the hours it frees up and what it costs.
Questions about the Acuity Scheduling Open Times Agent
How does it decide which clients to invite back?
It uses the last visit in Acuity and the return interval your team sets for that service. It leaves out clients with an upcoming booking and applies your exclusions and contact limits. Your team decides when a client should return.
Are the offered times held for the client?
No. They are times Acuity shows as available when checked. Another client may book one first. Your booking page shows what is still available when the client opens it.
Does Acuity already send follow-up emails?
Yes. Acuity has automated follow-up emails. This agent checks for clients who haven't booked their next visit, based on the return intervals your team sets. It finds available times, sends them with your booking link under your contact rules, and reports exceptions to your front desk. Review your existing Acuity follow-ups when setting the contact rules.
Who controls texts and emails?
Your team sets who may be contacted, which channel to use and how often to send an offer. Opt-outs are respected for each channel. Clients use the booking link or call your front desk; this agent does not read text replies.
Can it check daily rather than weekly?
Yes. Your version checks Acuity daily or weekly, as you want. The gap between messages and the cap per check are separate settings, so checking daily does not mean messaging every client daily.
What does it cost?
You get the price on the call, along with the hours it saves your team.