Reduce trial class no-shows with smart reminders on WhatsApp

This WhatsApp workflow ensures that scheduled trial classes have high attendance by sending smart reminders and offering easy rescheduling options. 

It reduces no-shows by 40-50%, keeps your class slots consistently full, and eliminates manual follow-ups.
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Steps to implement smart reminders to reduce no-shows

1. In the Gallabox dashboard, select Sequences and create a new drip campaign.

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2. Create the conditions for which the parents’ contacts enter the flow. For instance, set up a “stop workflow” condition if the status of the lead is close to the demo class.

3. Set the trigger to activate 24 hours before each scheduled trial class. Add a message that confirms the trial details: 

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"Hi [Parent Name], [Child Name]'s trial for [Program] is tomorrow at [Time] at [Location]. We're excited!"

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Note that these placeholders are based on your CRM variables and other available lead data. You can also set these up exclusively on Gallabox with an excel sheet.

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4. Set up the Broadcast messages that are included in the Sequences flow separately.

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5. Add interactive buttons to the messages. Route the "Need to Reschedule" response to a WhatsApp Flow that asks for preferred date/time and integrates with Google Calendar to show available slots. This can be custom built on Gallabox or through Webhooks and Zapier.

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6. Once they select a new slot, update the calendar and send an instant confirmation: 

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"Perfect! We've moved [Child Name]'s trial to [New Date] at [New Time]."

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Add a second drip message in the sequence that triggers 2 hours before the (original or rescheduled) class: 

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"Just 2 hours until [Child Name]'s trial! Looking forward to seeing you."

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Note: For contacts who don't confirm or miss the session, apply a Tag ("No-Show – Follow-up Needed") and move them into your Pipeline Dashboard for your enrollment team to re-engage with special offers.
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