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How to Get 100 Percent Show-up Rates for Your Medical Spa Appointment Schedule

Updated: Oct 2, 2023

1. Create multiple appointment schedule slots

Some people may not have time to come to your med spa office during the week because they go to work during the week. If you create appointment schedule slots for only the week, they will most likely not show up. Some other people may be in their offices during the day and may only have time to come for their appointment late in the evening.


If you create appointment schedule slots for just within 8 am-5 pm, clients may not be able to show up for appointments during these times because they’re probably still in their offices. You should consider all these when creating your appointment schedule slots. Create your appointment schedule slots in a way that will be convenient for all your clients.


You can create appointment schedule slots from on Monday to Sunday. Extend your working time to 8 pm or 9 pm. If possible, you can provide both day and night services. Divide your staff so that some can work during the day while others work at night. By doing this, you have succeeded in providing a variety of choices for your clients. The clients that can’t come during the week can book appointments for the weekend while clients that can’t come during the day can book appointments for the night.


By providing a range of choices for your clients to book appointments, you have succeeded in increasing your show-up rates.

2. Use reminders

Most appointment-scheduling software has the reminder feature. The reminder feature allows the appointment scheduling software to automatically send reminder emails, SMS, and voice messages to clients to remind them of their upcoming appointments. You can set your reminder according to the number of times you want the system to send reminder messages in a day or week for upcoming appointments. The reminder feature is a primary functionality of appointment scheduling software and it helps to increase show-up rates. Reminder emails, SMS, and voice messages are sent periodically to clients to remind them of their upcoming appointments so that they don’t forget.

3. Call your clients

Calling your clients on the phone a day before their appointments is another effective way to ensure that they show up for their appointments. Most people respond well to phone calls than emails or SMS. If you can’t call your clients by yourself due to your busy schedule, you can hire a customer service representative that will be calling clients to remind them of upcoming appointments. It is best to call your clients a day before the day of the appointment to ensure that they don’t forget. They might forget if you call them days before the day of the appointment. Call them a day before the day of the appointment and remind them of the time of their appointments so they don’t come too early or too late.

4. Ensure that they commit by making them make payments when booking

Using an appointment booking system that has a payment channel is a way to significantly increase your show-up rates. When a client books an appointment, he or she should make payment before the appointment is confirmed. A client that has paid for your spa services when booking will most likely show up for his or her appointment. Most clients don’t show up for their appointments because they have nothing to lose but when they have something to lose, they will most likely show up. Making clients pay upfront when booking is a way to commit them and make them show up for their appointments. You also have an advantage because any client that doesn’t show up has indirectly forfeited his or her money to you.

5. Allow clients to cancel or reschedule a day or 2 days before the appointment date for a fee

You can increase your show-up rates by allowing clients to cancel or reschedule a day or 2 days before the appointment date for a fee. Clients that want to cancel or reschedule their appointments will have to pay a fee before they can make changes. When clients know that they will have to pay a fee to make changes, most of them will rather not make any changes than pay a fee. They will rather show up for their appointments than making additional expenses. Even if a client decides to cancel or reschedule, it is to your advantage because you get to make more money. You make money by collecting the fee that the client paid to make the changes and you can also give the vacant slot out to another client to book.


Just like when you cancel or reschedule your flight. The flight owner makes more money by collecting cancellation or rescheduling fee from you and then gives the vacant seat to another person. Follow this type of methods are easy to Show-up Rates for Your Medical Spa Appointment Schedule

6. Make it impossible for clients to cancel or reschedule appointments

When you make it impossible for clients to cancel or reschedule already booked appointments, you may succeed in increasing your show-up rates. For this to be successful, you first need to make it compulsory for clients to make payments when booking. When clients are unable to cancel or reschedule their appointments, they will likely show up because they don’t want to lose their money.

7. Send gift cards

You can increase your show-up rates by sending gift cards to remind clients of upcoming appointments. You can send gift cards to your clients a day before their appointment dates. Sending gift cards to clients can be demanding because you will have to use a courier service to send the gift cards to your clients. However, sending gift cards to your clients can significantly help to increase show-up rates.


Most clients will show up for their appointments when you send them gift cards as a reminder.

8. Build a relationship with your clients

You can increase your show-up rates by building a personal relationship with your clients. Make them your friends by calling them as often as possible. Communicate with them and let them see you as their friend. When you build a relationship with your clients, you make them more comfortable. They will always want to be around you. They will be happy to show up for their appointments because they want to see you and talk with you.

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