An AI assistant for massage therapists: bookings without phone calls and client records
Hands busy, phone ringing — sound familiar? The assistant handles booking requests, reminds clients, keeps records with history and contraindications, and tells you who is due a reminder about their course.
What it does
- books clients in and finds convenient slots
- reminds them about the session and the recommended course of treatment
- keeps the record: what troubles them, what was done, how they responded
- prepares aftercare notes for the client
- writes social media copy and answers questions
What it does not do
The limits are set in advance
- does not diagnose and does not give medical advice
- does not deal with contraindications — a specialist determines those
How much time it frees up
By our reviews, a massage therapist spends roughly
10 hours a week on the routine listed above — more than a third of the working week. The assistant does not take all of it: some tasks you will still be checking. But checking something finished is faster than doing it from scratch, and the gain lies in exactly that difference.
How it works
The assistant answers clients while your hands are busy — that is the whole point. It books, reminds and keeps each client's history, so what you see is a finished schedule rather than forty unread messages at the end of a shift.
What the assistant does for a massage therapist between sessions
Booking while you work
A client writes in the messenger "can I come tomorrow evening?". The assistant sees your schedule, offers the two nearest slots, clarifies the type of massage and duration, books and confirms. You learn about the new booking after the session instead of interrupting it. The assistant does not take calls — but a missed number gets a message offering to book by text.
A client record you don't have to fill in by hand
After the session you say or write a few words: "neck and shoulders, complaints about the right shoulder, blood pressure normal, next in a week". The assistant enters it in the record: date, type, area, notes, recommendations. Before the next visit it shows you the full record: what was done last time, what they complained about, any contraindications the client listed in the intake form.
Reminders that reduce empty slots
The day before the visit the client gets a reminder with the time and address. No reply — a second one in the morning. Cancelled — the assistant immediately offers the slot to clients on the waiting list. There are fewer empty slots, and you don't have to ring round asking "are you coming?".
The course the client forgot to continue
A client had three sessions out of ten and vanished. After an agreed interval the assistant sends a gentle message you approved in advance and offers to book. The same goes for those who came six months ago and might return. No spam: one message, no repeats if the person does not reply.
What the dialogue looks like
Client: Hello, can I book a back massage this week, preferably in the evening?
Assistant: Hello! There is Wednesday 19:00 and Thursday 18:30, back massage 60 minutes. Which suits you better?
Client: Thursday.
Assistant: Booked you for Thursday 18:30. Same address as before, I'll remind you the day before. If anything changes, write here.
What we need from you at the start
- Your price list: types of massage, duration and price — so the assistant answers booking questions correctly.
- Working hours and rules: how late a cancellation is allowed, whether you take new clients without a deposit.
- The client intake form, if you have one: the assistant will keep contraindications and complaints in the record.
- The tone you use with clients — a few of your real messages.
Implementation timeline
One conversation to review, two to three days to set up booking and records. For a week the assistant answers booking requests alongside you — you see every reply and adjust the wording. From the second week it runs bookings itself and you just look at the schedule.
Frequently asked questions
Won't clients realise they're not talking to me?
We recommend introducing it as an assistant from the start: "Hello, this is Anna's assistant, I'll help you book". Clients take it calmly — what matters is that the reply comes straight away rather than three hours later.
We recommend introducing it as an assistant from the start: "Hello, this is Anna's assistant, I'll help you book". Clients take it calmly — what matters is that the reply comes straight away rather than three hours later.
Won't it give medical advice?
No. Questions about contraindications, pain and "is it OK for me if…" the assistant forwards to you, and until you answer it only politely asks the client to wait.
No. Questions about contraindications, pain and "is it OK for me if…" the assistant forwards to you, and until you answer it only politely asks the client to wait.
My bookings and my work are on the same phone.
That is how most people work. The assistant runs through the same messenger, no separate number needed; to keep conversations apart we agree a simple rule — for example, all bookings in one chat.
That is how most people work. The assistant runs through the same messenger, no separate number needed; to keep conversations apart we agree a simple rule — for example, all bookings in one chat.
What if a client calls instead of writing?
The assistant won't answer the call, but the missed number gets a message offering to book by text. Most clients write after that.
The assistant won't answer the call, but the missed number gets a message offering to book by text. Most clients write after that.
What it costs
Task review and configuration of one assistantfrom ₽12,000 (≈ $142)
An extra task beyond the basic fivefrom ₽3,000 (≈ $36)
Training for you or a member of stafffrom ₽5,000 (≈ $59)
Support and adjustments, per monthfrom ₽4,000 (≈ $47)
Build an assistant like this
Tell us which tasks eat the most of your time, and we will say which of them are worth handing to an assistant first and which are better kept for yourself.
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