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AI agent for health coachs

Lapsed Client Re-engagement Agent

Win back lapsed clients

CommunicationHealthcare
See how it worksGet access
Lapsed Client Re-engagement Agent: what goes in, what the agent does and what you get

What it does

Clients often stop coming without saying why, and a well-timed personal message can bring many back. This agent finds clients with no session or check-in for the set number of weeks. It reviews their last notes for likely reasons, such as a schedule change, cost or an injury. It drafts a personal message for the professional to send, such as an offer of a shorter session or a new time. It tracks replies and books returning clients. After two weeks with no reply, it drafts one final message. If that also goes unanswered, it closes the client as lapsed so they are not contacted again. The professional approves every message. Edge case: clients who asked not to be contacted are skipped entirely.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN Weekly scan of session and check-in history 2 USES A TOOL Find clients with no activity in the set number ofweeks 3 DOES Skip clients who opted out of contact 4 USES A TOOL Read last session notes for likely reasons 5 DOES Draft a personal message with a fitting offer 6 YOU APPROVE Professional edits and sends the message 7 CHECKS THE RESULT Did the client reply within 2 weeks? If not: draft one final message if only one was sent,otherwise close the client as lapsed. Back to step 5. 8 USES A TOOL Book returning clients into the calendar 9 RESULT Client rebooked or closed
Read the steps as a list
  1. Weekly scan of session and check-in history
  2. Find clients with no activity in the set number of weeks
  3. Skip clients who opted out of contact
  4. Read last session notes for likely reasons
  5. Draft a personal message with a fitting offer
  6. Professional edits and sends the messageThe agent waits here for your OK.
  7. Did the client reply within 2 weeks?If not: draft one final message if only one was sent, otherwise close the client as lapsed. Back to step 5.
  8. Book returning clients into the calendar
  9. Client rebooked or closed

How it decides

No activity in the set weeks marks lapsed.

  • Lapsed after 3 weeks
  • Two messages max
  • Opt-outs skipped

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Lapse weeks
  • Messages
  • Offers
  • Tone

What keeps you in control

It always asks you first

  • Messages

Hard limits

  • No pressure tactics

It stops when

  • Done: rebooked
  • Stop: no reply after two

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensOn April 2, the agent found 7 clients with no session in 3 weeks. Notes showed Tom Becker stopped after a knee flare-up, so the draft offered a short low-impact session. Coach Lena Park edited and sent all 7 messages. Two weeks later, the check showed Tom had not replied. The agent looped back and drafted one final message offering a 30-minute call. Lena approved it, and Tom booked for April 21.

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