Pick the date from the records, not the calendar
Pull every neurotoxin patient with their last visit. The best party date is the one where the largest number of them are inside the interval window. Those patients were going to book anyway; the party gives them a reason to do it now, together. A date chosen first and marketed later fills with discount hunters.
Four segments, and only three get an invite
- Due now: last neurotoxin visit inside the window your own records show, commonly ten to sixteen weeks before the party (the range practices plan around, not medical advice). The first invite goes to them, by name, from their provider.
- Lapsed: last visit beyond the interval. Same invite, sent a day later, with the provider's name and a question.
- IV, laser and facial regulars who have never had neurotoxin: a different message, about trying it with people they know, not a tox invite copied over.
- Everyone else: not invited. The patients who ignored the last party invite are the ones who make the next one feel like spam.
The invite sequence runs nine days
- Day one: the personal invite to the due-now segment, with the date, two time slots and a deposit link.
- Day two: the lapsed segment, same message, one line added.
- Day five: a reply to everyone who opened and did not book, from the provider, with the slots left.
- Day nine: the bring-a-friend message to the people who booked, with a link that books two chairs.
- Day before: confirmation with parking, timing and the deposit applied. No one who has not replied gets a fourth message.
Deposits set the chair count
A deposit turns a maybe into a chair. Set the party's chair count from the provider's throughput on the day and the supervision your medical director requires. Hold every chair with a deposit applied to the treatment, and keep a short waitlist for the two or three who cancel. Overbooking a party costs you the patients who waited. Deposit and refund terms are yours to set; confirm the wording with counsel.
What has to be ready on the day
- Who may be treated at the party, the exam a first-time patient needs before anyone injects, and who supervises the room are your medical director's call. Confirm before the first invite goes out. A friend who has never been seen is a new patient, not a party guest.
- Every patient's consent and chart ready in the record system before they sit down.
- The next appointment booked before they leave, at the interval, on the calendar.
- The review asked for at the two-week check-in text, from the provider.
How to do this on Monday
- Monday: pull every neurotoxin patient with their last visit from the record system and sort by date. Pick the three candidate dates with the most patients inside the window and give them to Dana to choose from against their own calendar.
- Tuesday: confirm with your medical director who may be treated at the party and what a first-time guest needs before anyone injects. Write the answer into the bring-a-friend message, so no guest arrives expecting a chair they cannot have.
- Wednesday: Dana writes the due-now invite, two sentences, the date, two slots, the deposit link. Priya checks marketing-text consent on every name in the segment before anything sends.
- Thursday: send to the due-now segment. Friday: the lapsed segment. Log every reply in one sheet.
- The following week: run days five and nine of the sequence from the sheet, and fill the waitlist from the replies that came late.
How to measure it
Compare the party's revenue and its rebookings to what the same chairs earn on a regular day, and count how many lapsed patients came back because of it. A party that only moved regular patients to a cheaper day did not earn anything; one that brought back lapsed patients and filled next-cycle bookings did.
| What to count | Where it comes from | What it tells you |
|---|---|---|
| Party revenue against a regular day | The point of sale: the party date against the same chairs on a typical week | Whether the party added money or moved it |
| Lapsed patients who came back | The segment sheet matched to the bookings | Whether the party did reactivation work |
| Next-cycle bookings made on the day | The calendar, the morning after | Whether the chairs refill themselves |
| Deposits forfeited | The payment record | Whether the deposit was set at the right level |
What to do next
NorthCore's Crush your parties solution builds the party from your record system: segments by interval, the invite sequence in the provider's voice, deposits, the waitlist, and the report against a regular day. Scoped in writing and covered by the promise on this site: results in 90 days, or we keep working until you have them.
