NOTE:
💡 In this example, you create a weekly rebooking reminder for clients whose last visit was the previous week and who haven't booked again. It works well for treatments such as IV therapy or LED facials.
You can adjust the timings to suit your treatments, for example to send it 12 weeks after an anti-wrinkle treatment, or six months after dermal fillers.
This example uses the Schedule trigger and the Clients object, so each client receives one email, however many appointments they had.
Step 1: Open Workflows
In the left sidebar, go to Marketing → Workflows.
Workflows sits under Marketing in the left sidebar
In the top right corner, click Create workflow.
The Create workflow button on the Workflows page
Step 2: Set up the Schedule trigger
The Choose what starts this workflow panel opens. Select Schedule, then fill in the settings:
- Start date: today's date, and a Start time.
- Repeats every: 1 and week(s), then pick the day under On these days.
- At: the time the workflow should run (for example, 09:00) and your timezone.
- Ends: never.
- Object: Clients.
Check the Next run preview, then click Set trigger & continue.
A weekly schedule on Mondays at 09:00, with the Clients object
Step 3: Choose which clients receive the email
The Filter records · Clients panel opens. Add two conditions:
- Field: Client Last Appt Date, Operator: is, Value: Last week.
- Click + Add condition and keep AND. Field: Client Next Appt Date, Operator: is empty. This skips clients who have already booked again.
Click Validate Query. A green message shows how many clients match. Then click Save filter.
Client Last Appt Date is Last week, and Client Next Appt Date is empty
NOTE:
NOTE: Client Last Appt Date is the client's most recent appointment before today. Cancelled and no-show appointments are not counted, but it doesn't check that the appointment was marked as complete. "Last week" means Monday to Sunday of the previous week. To target one treatment only, add another condition: Client Last Appt Service is [your treatment].
The filter appears as a step on the canvas
Step 4: Add a Send Email action
After you click Save filter, the Create panel opens. Select Action.
Select Action in the Create panel
Click Actions in Pabau.
Choose Actions in Pabau
Click Communications, then select Send Email.
Send Email is in the Communications list
Fill in the email:
- To: open the list and choose Client email under Schedule. The field then shows Trigger · Client email, so each email goes to the client the workflow is running for.
- From: your clinic's sender address.
- Subject: type your subject line, for example Time to book your next session.
- Message: write your recall message. Click Insert in the toolbar to add merge tags.
Choose Client email under Schedule
The To field set to the client's email
The merge tags panel has two tabs:
- Compatible values: client details such as first name, grouped under Trigger · Clients, Trigger · Location, Trigger · User and Trigger · Clients custom fields.
- Advanced formatting: Trigger · Date & time, Trigger · Online booking (where you'll find Booking URL), Trigger · Client area and Trigger · Medical forms.
Merge tags grouped by source
A simple recall message might look like this:
Hi [Client first name],
It's been a week since your last visit and we'd love to see you again.
If you're ready to book your next session, you can do so online at [Booking URL] or give us a call.
We look forward to seeing you soon.
[Your clinic name]
Writing the message with merge tags
To send a fully designed branded email, click Email Editor at the bottom of the Message field to open the drag-and-drop builder.
The Email Editor option
Click Save action. The email appears as the next step on the canvas.
The Send Email action on the canvas
Step 5: Test and publish
WARNING:
IMPORTANT: For Schedule workflows, Test Workflow does not run a simulation. It asks "Are you sure?", and if you click Yes it runs the workflow for real: the email is sent straight away to every client your filter currently matches (up to 1,000 per run), and the workflow is published, so it keeps running on its schedule. Only click Yes when you are happy for real clients to receive the email. To check who will be emailed without sending anything, use the count from Validate Query in Step 3.
Test Workflow on a Schedule workflow sends real emails
When you're ready, switch the toggle from Draft to Publish and click Save.
Test Workflow and the Draft / Publish toggle
The workflow is now live. Every week, on the day and time you set, it emails each client whose last visit was the previous week and who has nothing booked.
To check what was sent, open the Run history tab.
Each run is listed in Run history
Your workflow in the Workflows list
Can a workflow send a form to a client every few weeks?
Not directly - workflows don't have an action that sends a form. The form actions available in the workflow builder are Update Form and Create Prescription, plus the Client Forms Lookup action, which checks a client's existing forms.
What you can schedule is a reminder: use the Schedule trigger from Step 2, set Repeats every to the interval you need, choose the clients in Step 3, and add a Send Email or Send SMS action asking the client to complete the form.
What about credits?
Workflows are included on every Pabau plan. Each month includes 50 free actions, then each action uses 0.5 credits; with Marketing Plus, actions use no credits. See Pabau Features Requiring Credits and Workflows: Introductory guide.
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