ServicesAI Agent Operations
AI Agent Operations
Managed follow-up, booking, and member retention for medspas, longevity clinics, and recovery studios. Built around the software you already use.
Who we work with
Built for the businesses people visit.
We focus on brick-and-mortar clinics and studios where inquiries, appointments, and memberships need consistent follow-through.
Medspas and aesthetics
Route consultation requests, prepare follow-up, and keep the front desk informed from first inquiry to return visit.
Longevity clinics
Keep program inquiries, intake, recurring appointments, and member communication moving across your care team.
Recovery and performance
Connect session bookings, room and equipment availability, membership credits, and the next visit.
Our agentic approach
Give every inquiry a next step.
We build agents around a defined job: read the relevant context, prepare an action, get approval where needed, and check the result. Your booking system stays the source of truth.
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Map the actual workflow
Trace an inquiry through your CRM, calendar, and front desk. Identify where it stalls and who should own the next step.
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Connect and test
Verify your software plan, access, and booking rules. Use existing platform features first, then connect the gaps and test staff handoffs.
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Run and improve
Monitor activity, review exceptions with your team, and report on follow-up, bookings, and repeat visits. We maintain the system as your business changes.
Preferred starting points
Keep the software your team knows.
We prioritize businesses using Zenoti, OptiMantra, or Mindbody. Each gives us a different starting point for connecting follow-up, scheduling, and retention.
Zenoti
Medspas and wellness groups
Our preferred starting point for established operators with several locations, shared memberships, and a busy front desk.
Zenoti documents booking APIs and native AI tools. We assess what is already enabled, then connect approved workflows around it.
Zenoti booking capabilities
OptiMantra
Longevity and mixed-service clinics
Our preferred starting point for clinics combining medical programs, aesthetics, and recovery services in one operation.
OptiMantra documents CRM connections, booking links, and appointment webhooks. We verify direct booking access separately before proposing it.
OptiMantra integration capabilities
Mindbody
Recovery and membership studios
Our preferred starting point for recovery businesses built around frequent sessions, memberships, and return visits.
Mindbody offers native AI Concierge for messages and bookings. We start with your existing setup and assess where additional follow-up is needed.
Mindbody AI Concierge capabilitiesWe scope each connection against your subscription and available permissions. A booking link, an appointment update, and an agent completing a booking are different capabilities.
What we take off your team's plate
- Lead follow-up. Capture the inquiry, check its status, draft a relevant reply, and route it to the right location or staff member for approval.
- Booking coordination. Check the service, provider, room, and membership rules. Use the verified booking path and record whether the appointment was completed.
- Member retention. Flag missed visits, unused sessions, and customers due to return. Prepare outreach for your team to review.
- Reviews and reputation. Prepare review requests after a completed visit, draft responses, and surface recurring feedback.
- Weekly reporting. Show which inquiries reached a booking, where follow-up stalled, and what your team should address next.
Your team stays in control
We agree on data access, message approvals, and staff handoffs before launch. Customer-facing messages wait for a person. Clinical questions stay with your team. Failed actions are flagged for review.
Start with one workflow that matters: a missed inquiry, an unfinished booking, or a member who has stopped visiting. We map it, test it, and run it with your staff before expanding.
Built by operators
We run agent workflows in our own wellness businesses. The team that builds your system also maintains it and trains your people to use it. We bring that operating discipline to your clinic's existing software.
Common questions
Do we have to switch software?
Our preference is to work with the systems your team already uses. We start by checking your subscription, integration access, and workflow. Zenoti, OptiMantra, and Mindbody are preferred starting points, not requirements.
Can an agent book directly into our calendar?
Only when your platform and subscription support it and the booking workflow has been tested. Otherwise, we use a booking link or a staff handoff. We confirm the available path before scoping the work.
What if our software already includes AI?
We start with the tools you already pay for. Our job is to configure the workflow, connect missing steps, monitor activity, and help your staff use the system consistently.
Do we need a technical team?
No. We build, maintain, and monitor the systems. Your team sets the rules, approves customer-facing messages, and handles the conversations that need a person.
Will this write to our customers without us seeing it?
No. Customer-facing messages from the workflows we manage are drafted for a person to approve before sending. Clinical questions and exceptions go to your staff.