Rebooking Manager
Make the next visit easy to arrange.
After a job is completed, it offers the customer either the next individual appointment or an agreed recurring service schedule, checking every date against the provider’s calendar. The two modes are separate, the customer chooses between them explicitly, and nothing is saved until the whole proposal is confirmed once.
A real customer situation
A groomer finishes a full groom and the owner would like the next one in six weeks, while a cleaner would rather lock in a fortnightly schedule. At the end of a busy day neither business has time to check the calendar date by date, so the next visit is often left to chance.
Where the owner wants to be
Every completed job ends with a clear offer: one confirmed appointment or an explicitly accepted series, with clashes and skipped dates listed, reminders scheduled and cancellations honoured straight away.
What it handles
- Suppresses the invitation when the customer already has a next booking
- Offers a single next appointment or a recurring schedule, and lets the customer switch
- Generates dates from the service interval and checks every one against the calendar
- Proposes alternatives or skips for clashing dates and shows the whole series before saving
- Saves once with a unique schedule key, schedules reminders and stops them on cancellation
What it deliberately does not do
- Never books a recurring series without one explicit confirmation of the listed dates
- Never replaces a preferred provider without asking the customer
- Future bookings are not counted as earned revenue; only completed visits are
- The public demo sends no messages and writes to no real calendar
Interactive demo
Try it with sample data
No sign-up needed. Pick a scenario, change the inputs, then play the customer and the owner. The right-hand panel only shows what the workflow actually recorded.
Interactive simulation using a sample provider calendar. No messages are sent and no real appointment or reminder is created.
Choose a scenario
A dog groom is finished; the owner wants the next one in six weeks with Mia.
The customer can still switch mode in the conversation.
Mia and Tom groom; Ana and Josh clean.
Blocks the provider on proposed dates in the sample calendar.
Customer side · SMS thread with the customer
Press “Run scenario” to start. Every message and record here comes from sample data.
Workflow and harness
How Rebooking Manager runs
Reference schematic for the proposed workflow. Blue steps do the work, purple paths handle exceptions and returns, and amber checks are the harness controls that a step cannot pass without.
Overview — business stages
Read the full flow as text
- Completed service (business step)
Job must be marked complete. Output: Rebooking candidate. Leads to: Check existing next booking. - Check existing next booking (business step)
Any future booking for this customer and service?. Output: Clear to invite / suppress. Leads to: Choose single or recurring mode; Already booked. - Choose single or recurring mode (business step)
Customer chooses the mode explicitly; may switch once. Output: Chosen mode and interval. Leads to: Generate suitable dates. - Generate suitable dates (business step)
Interval rule; closed Sundays; 6 occurrences shown for a series. Output: Candidate dates. Leads to: Customer approves schedule; Date conflict. - Customer approves schedule (business step)
One explicit confirmation covers every listed date. Output: Accepted schedule. Leads to: Save appointments and reminders; Change interval. - Save appointments and reminders (business step)
Write only after confirmation, with a unique key. Output: Booking or schedule reference, reminders. Leads to: Remind and record visits. - Remind and record visits (business step)
Reminder the day before; earned only on completed-job event. Output: Completed visits, earned revenue. - Already booked (exception or return path)
Suppress the invitation; change nothing. Output: Suppressed message, stop reason. - Date conflict (exception or return path)
Offer nearest free day (±2) or skip the visit. Output: Moved or skipped dates listed. Leads to: Generate suitable dates (find alternative). - Change interval (exception or return path)
Up to 3 revisions; dates regenerated and re-checked. Output: Revised interval. Leads to: Choose single or recurring mode (revise). - Customer preference (harness check)
Provider must perform the service; never reassigned silently. Output: Assigned provider. Leads to: Choose single or recurring mode (required check). - Every date checked (harness check)
Provider has capacity on every date, at proposal and at save. Output: Free / clash per date. Leads to: Generate suitable dates (required check). - Unique schedule key (harness check)
One save per key; replays ignored. Output: Reserved schedule reference. Leads to: Save appointments and reminders (required check).
Harness controls
- Suppress the invitation when a next booking already exists
- Check the preferred provider actually performs the service
- Require recurrence consent: one confirmation of the whole listed series
- Check capacity for every occurrence, at proposal and again at save
- Save with a unique schedule key so retries cannot duplicate
- Cancellation releases future dates and stops their reminders
Systems and data
Production uses completed-job events, the service catalogue, the business calendar and stored customer preferences. The demo uses a small fixture schedule for two fictional businesses and an outbox that holds every message.
Demo boundary
External calls, customer messages, payments and business writes use synthetic fixtures and an on-screen outbox. The demo shows only verified demo state. Custom production connections are a paid implementation deliverable.
What gets delivered
The records your business receives
Customer confirmation
Booking or schedule reference, provider, every date and time, any moved or skipped dates, and how to cancel.
Owner handoff
Calendar entries for each occurrence with the provider assigned, plus a note of clashes resolved and dates skipped.
Schedule record
Mode, interval, occurrences with status, reminder schedule, cancellation state and completed-visit revenue kept separate from future bookings.
Custom deployment
Configured for your business during a paid implementation. Integrations are confirmed during discovery, never assumed.
Your business rules
- Service intervals and which services may be offered as a recurring schedule
- Which providers perform which services, and working days
- How far ahead a series is booked and how clashes are resolved
- Reminder timing and what a cancellation releases
Systems we connect
Measurement
We measure completed business against a baseline, not messages sent. No results are promised before discovery.
Business results
- Completed repeat visits
- Recurring revenue from completed visits (future bookings not counted as earned)
- Share of completed jobs that leave with a next visit booked
Operational reliability
- Duplicate appointments from retried saves (target: zero)
- Reminders sent after a cancellation (target: zero)
- Invitations sent to customers already booked (target: zero)
Want this offering the next visit from your own calendar?
Book a call about Rebooking Manager. We start with discovery: your current process, volumes, systems and who handles exceptions. The proposal then defines the integrations, approvals and acceptance tests before anything goes live.