What runs when somebody books
Five sequences, one for each kind of appointment. Each is nine messages over about ten days around the booking. Two of the nine go to you rather than to the customer — the alert the moment a booking lands, carrying the page it came from, and the daily roster on the morning of.
Free trial class
Youth sports, martial arts, dance, swim schools
A parent books a free trial class. Nine messages run over ten days — the confirmation, two reminders and four follow-ups — and the club gets the booking alert and the daily roster.
Consult booking
Dental, chiropractic, med spa
A patient books a consult and the no-show sequence runs. No health information appears in any message — appointment logistics only.
Estimate booking
HVAC, plumbing, roofing, auto repair
Somebody books an estimate, and the quote follow-up chases it afterwards instead of the quote going quiet.
Open house RSVP
Real estate
A visitor RSVPs to an open house and the follow-up runs while the agent gets the visitor list before unlocking the door.
Venue tour & enquiry
Restaurants, event venues
A private-event enquiry comes in, the tour is booked, and the deposit chase runs behind it.
Consultation intake
Law firms
Somebody books a consultation, the intake pack comes back before the meeting, and the engagement letter and outstanding documents get chased afterwards. No case details are collected or sent, and every message says plainly that it is not advice and forms no attorney-client relationship.
What runs the rest of the year
The four automations that are not tied to an appointment. They run on every location or programme on the account, and they are sold together as one subscription rather than four — they are all the same job, and four prices would mean four renewal conversations for one decision.
- Review requests. The ask goes out after the appointment, while the visit is still fresh, instead of whenever somebody remembers.
- Payment chasing. An unpaid balance gets chased on a schedule rather than by someone scrolling a spreadsheet on a Sunday night.
- Paperwork chasing. Waivers, forms and documents that are still outstanding get chased until they are in.
- Season win-back. Families who played last season and have not signed up for this one hear about it before the roster closes.
See the year-round automations →
Not every message has to be an email
Some clients would rather not put another message in a parent’s inbox, and some groups simply read a page instead. So a sequence can post rather than send — the same messages on the same schedule, on a different surface. The choice is per automation: email, the page, or both. Email is the default, so nothing changes for anyone who never opens the setting, and the choice costs nothing extra — it comes with the automations already on the account.
- One page per programme, opened by a link rather than a login. The link is unguessable and there is no password to hand out or take back. Replacing it takes one click and the old link stops working the moment you do.
- Nothing personal is published. A post is built with the name, email address, phone number and per-person links taken out, and then the finished post is checked again for those values before it goes up. A post that does not pass appears as a plain line saying the step ran, rather than publishing the detail.
- The alerts that come to you stay on email. They name the customer and carry their contact details, and the page link is shared with a whole programme — so those are not on the menu.
- Payment chasing is never on a page. That is a rule rather than a setting. A post about a declined payment would sit somewhere a whole group can read.
What it costs
Three numbers, and which of them apply depends on what you run.
Install — $500
Once, per domain. SPF, DKIM and DMARC on your domain, a sending mailbox, your branding and your copy. Per domain rather than per location, because the work is the same whether you run one location or twenty.
Season messages — $299
Only if your business runs in seasons — a league, a camp, a term, an intake. Every message for one programme for one season. That is a venue, a day, a time and a set of season settings: exactly one configuration in the app, so the bill counts something the software knows rather than an honour system. Year-round trades skip this line entirely and pay the monthly one below.
Year-round — $99/month
Per account, and the line most businesses pay. Review requests, payment chasing, paperwork chasing and win-back, running on every location or programme you operate, with the contact list included.
Why the demo is the whole pitch
Most automation is sold with a screenshot. The trouble with a screenshot is that it cannot show timing, and timing is most of what makes a sequence work or not work — a reminder that arrives at the wrong hour is worse than no reminder.
So the demos run the real schedule at speed. You see the same nine messages in the same order, with the gaps compressed, and you can open each one and read what it actually says. The staff-facing ones are marked as staff-facing. If a sequence is wrong for your business, you will see that in five minutes rather than after you have paid for it.
Frequently Asked Questions
What does the automation actually send?
It depends on the sequence. A booking sequence runs nine messages over about ten days around the appointment: the confirmation, a 24-hour reminder, a morning-of reminder, and four follow-ups afterwards. Two of the nine go to the business rather than the customer — the booking alert the moment somebody books, and the daily roster on the morning of. The year-round automations are different: review requests, payment chasing, paperwork chasing and season win-back, triggered by events rather than by an appointment.
Can I see it run before I buy anything?
Yes, and that is the point of the demos. Book a place on any of them and the whole sequence plays out on screen in about five minutes, each message opening as the clock reaches its send time, with your details already merged in. Nothing is emailed to you unless you tick the box asking for it.
What does it cost?
$500 once per domain to install, then $99 a month for the year-round automations across every location on the account. Businesses that run in seasons — leagues, camps, terms — can pay $299 a season instead. There is also a $1,500 one-time option for anyone who would rather not subscribe. The install is per domain because the work is the same whether you run one location or twenty.
Is this only for youth sports?
No. Six trades run on it today, each with its own nine-message sequence and its own demo you can play: home services, legal, medical and dental, real estate, venues and restaurants, and youth sports. The worked example at the top of this page is the youth-sports one; the others are linked under “What runs when somebody books”.
Why charge per season instead of a percentage of registrations?
This applies only where the seasonal option is taken. A flat fee gets cheaper per head as the programme grows and a percentage gets more expensive. A season is also something the software can count on its own — it is exactly one configuration in the app — rather than an honour system. At a $100 registration the season fee is covered by three families, whatever the size of the roster.
Does it send from my domain or yours?
Yours. The install covers SPF, DKIM and DMARC on your domain and a sending mailbox, so the messages arrive as your business rather than as ours. That is most of what the one-time install fee pays for.
Can the messages go somewhere other than an inbox?
Yes. Any sequence except payment chasing can post to a shared page instead of emailing, or do both, and the choice is per automation. The page is one per programme, opened by a link rather than a login, and that link can be replaced at any time. Posts carry no names, phone numbers, email addresses or per-person links — each one is stripped and then checked again before it publishes. The alerts that come to you stay on email whatever you pick, because they name the customer and their contact details. There is no charge for choosing the page — it comes with the automations already on the account.
Is this the same thing as the SEO work?
No, and they are bought separately. The SEO work gets a business found. The automation handles what happens after somebody books. A business can buy either without the other.