Switch on automatic messages

1. 01

   Open the Automations tab

   Open Messaging (SMS) and choose “Automations”. Below the quiet hours and the Setvos bot card, each card is one automatic message, with its name and when it goes. Every one starts switched off. Switching them and editing them needs a role that can change messaging settings.

2. 02

   Know what each one does

   • “Welcome”: when someone on your team adds a new client, or a client new to you books or buys through your booking page. An import never sends it.
   • “Win back a lapsed client”: once, when a client’s last visit was a set number of days ago, 60 unless you change “Days”. A visit counts once it has started, whether or not anyone marked it done; a cancelled visit or a no-show does not. A client with a booking ahead is never sent it.
   • “Birthday”: on the client’s birthday, once a year.
   • “Ask how it went”: the day after a completed visit.
   • “Unfinished booking”: the day after a booking whose deposit never arrived.
   • “Deal reached a stage”: when a client’s deal moves into the stage you choose.
   • “Overdue invoice”: once per invoice, the day after it passes its due date.
   • “Missed-call text-back”: to a caller nobody answered, with your booking link.

3. 03

   Know where a birthday comes from

   “Birthday” reads the “Birthday” field on the client’s card. Your team fills it in on the card, an import brings it in, or the client adds it in their own Setvos profile. The message goes on that day in your workspace’s time zone. A 29 February birthday is greeted on 28 February in a common year.

4. 04

   Switch one on

   Turn on the switch on the card. The “Message” box opens with the text that will go out, written in your workspace’s language. “Deal reached a stage” cannot be switched on until you choose its “Stage”.

5. 05

   Change the words

   Edit the text and press “Save”. The line under the box lists what you can use, for example {{client}} for the client’s first name and {{place}} for your business name. Once you have changed it, “Use the default again” brings back the original text.

   Every switch and every saved change is recorded on Settings › Audit log, without the words of the message.

6. 06

   Know which link a message carries

   “Win back a lapsed client” and “Birthday” carry a short link, such as setvos.com/m/AbCdEfGhIj, to the booking page of the place the client last visited, or of your first open place if that one has closed. “Unfinished booking” carries the booking’s own link, where the client can press “Pay the deposit”. “Welcome” has no link: it asks the client to save your number.

7. 07

   Set the extras

   • “Win back a lapsed client”: change “Days” and click outside the field to save it.
   • “Ask how it went”: paste your “Google review link” and press “Save link” to point the request at Google.
   • “Deal reached a stage”: choose the “Stage” that sends it. Only someone who can see deals can choose it.
   • “Deal reached a stage” and “Overdue invoice”: “Send by” is “Email” unless you pick “Cheapest that reaches (Telegram, WhatsApp, Viber or SMS)”, which sends it like the others.
   • “Missed-call text-back”: your telephony provider has to report missed calls to Setvos.

8. 08

   Know where it goes, and who is left out

   Each message goes to the client on the cheapest channel that reaches them: your own Telegram bot, then WhatsApp or Viber if connected, then SMS; never through @Setvos_bot. Messages set to “Email” go by email. Messages due during quiet hours, on any channel, wait until the window ends.

   A client marked “Opt out of messages” gets no automatic message at all, on any channel. A client who unsubscribed from your offers gets none of the offers on any channel: “Welcome”, “Win back a lapsed client”, “Birthday”, “Ask how it went” and “Unfinished booking”, nor the loyalty programme’s reminder that points are about to expire. “Deal reached a stage”, “Overdue invoice” and “Missed-call text-back” are not offers, so they still reach them. Each automation can go by text or by email. By email it has its own subject, a link it ends on becomes a button, and the five marketing ones — welcome, win-back, birthday, review request and unpaid deposit — carry a one-click unsubscribe.

9. 09

   Know what happens when you switch one on

   An automation does not message everyone who already qualifies. It picks up clients and invoices as they cross the line from then on: the win-back, for example, reaches clients as their last visit passes the mark, and “Overdue invoice” chases invoices that fall overdue after you switch it on, never the ones that were already late. Each automation also remembers whom it has already messaged.

10. 10

    Switch them on from the dashboard

    The “Earn more with what you have” tile on Dashboard lists the automatic messages your kind of business can use that are still off. Press one to see the message exactly as it would go and “About N a month from now on”, counted from the clients who would have received it in the last 30 days, then press “Switch on”. The tile shows only what your role may change.

    The win-back’s panel also says how many clients are already past the mark, whom switching it on will not reach. If your role can create campaigns, “Text them once” opens a new campaign for them, with the audience “Not seen for N days” filled in.

Updated October 6, 2026