Recovery automations, Gap Killer and Smart Deposit
Waitlist auto-notify, Gap Killer cron, Abandoned Booking Recovery, Smart Deposit
Recovery automations
The 4 core system automations save the "missed ones": waitlisted customer, empty slot, abandoned booking, no-show risk.
Where to find it
/manager/settings/automations. All 4 separate toggles.
1. Waitlist Auto-notify
What it does
On booking cancellation, auto-emails the first waitlisted customer.
Flow
- Customer cancels
- System checks: anyone on waitlist for this time / service?
- If yes, first customer gets email: "A spot opened up! Click to confirm: link"
- Customer confirms within 1 hour → booking is theirs. Else, next waitlister.
Settings
- On / off toggle
- Cooldown hours (how long until next notification per customer, default 24h)
- Max notifications per slot (how many to notify per slot, default 3)
2. Gap Killer
What it does
Hourly cron (8-19h Budapest tz) checks calendar for empty slots. If found, emails matching waitlisted customer.
Flow
- Cron runs hourly
- Looks 4-72 hours ahead for free slots (3-90 minutes)
- Finds waitlist customers matching service / staff / time
- Top 3 candidates → email: "Slot opened, click to book"
- First confirmer gets the slot
Settings
- On / off toggle
- Min duration (smallest slot, e.g., 30 min)
- Max duration (largest slot, e.g., 90 min)
- Lookahead hours (how many hours ahead, e.g., 4-72)
Gap Killer logic
Gap Killer only notifies opt-in waitlist customers. Salon doesn't send unsolicited.
3. Abandoned Booking Recovery
What it does
Customer started booking but didn't finish (e.g., stuck at payment). 30 min later, email: "Complete?"
Flow
- Customer opens booking page
- Picks service, time, enters details
- Stops at payment (coffee break, phone call, etc.)
- 30 min later: "Hi! Noticed you didn't finish. Here's the link to complete: link"
Retention rate typically 30-50%.
Settings
- On / off toggle
- Min age (minutes): minimum since booking start (default 30 min)
- Max age (hours): beyond this, no send (default 24h)
4. Smart Deposit
What it does
Based on customer risk: if high no-show probability, asks for deposit at online booking.
Risk score
AI analyzes:
- Past no-show count
- Customer history age (older = lower risk)
- Booking value
- Booking distance (weeks ahead = higher risk)
Risk levels
- Low (loyal): no deposit
- Medium (new customer): 30% deposit
- High (3× no-shows): 100% deposit
Settings
- On / off toggle
- Risk threshold (when to ask for deposit, default above medium)
- Deposit percentage (how much, default 30%)
What customer sees
On booking page: "This booking requires 30% deposit to confirm. Pay now: link"
When to use it
Scenario 1, all 4 on at once Optimal config: Waitlist Auto + Gap Killer + Abandoned + Smart Deposit. "Open slot" plans show healthy salon.
Scenario 2, only Waitlist + Gap Killer Small salon, few bookings. Smart Deposit can be skipped (few no-shows). Abandoned booking is rare too.
Scenario 3, no-show problem Smart Deposit on, high threshold. Customers either prepay or don't book. No-show drops drastically.
Scenario 4, empty afternoons Gap Killer on. Many on waitlist. Empty afternoons fill with waitlist customers.
Scenario 5, low online customer conversion Abandoned Booking on. 30-min follow-up emails. 30-50% "rebook rate."
Tips
- At least 2 of the 4 always active, otherwise "missed revenue" is big.
- Gap Killer cron is 8-19h, night emails are disruptive.
- Smart Deposit risk-score is iterative, AI gets more accurate after 1-2 months.
- Waitlist Auto-notify cooldown set to 24h, customer shouldn't get 5 notifications/day.
- Abandoned Booking 30 min is 95% OK, shorter (e.g., 10 min) annoying, longer (1-2h) too late.
- Smart Deposit pulls customer into opt-in policy, booking confirmation = payment.