Monthly Acuity win-back emails for lapsed clients

On the first of every month at 9am, find lapsed clients in Acuity Scheduling and draft personalized win-back emails for them in Gmail. Acuity's built-in follow-up automations only fire right after an appointment, not when someone quietly stops rebooking, so this workflow is the safety net for staleness.

Step 1 — pull history. Use Acuity's List Appointments to fetch the trailing 180 days of appointments. Group the results by client email.

Step 2 — identify lapsed clients. For each client, find the most recent appointment. Keep the client only if that appointment was between 60 and 120 days ago. Skip any client who also has a future appointment already on the calendar. These two rules (the 60 to 120 day window and the future-booking exclusion) are the defaults but should be overridable.

Step 3 — enrich each lapsed client. Use Acuity's Get Appointment on the client's last appointment to read the notes and the appointment type so the outreach can reference specifics from their last visit.

Step 4 — draft the email. For each lapsed client, use Gmail Create a Draft to produce a warm, individualized message. Reference what they came in for by name (using the appointment type and any relevant notes), gently mention it has been a while, and close with a rebooking link. Keep it short, friendly, and never templated-sounding. One draft per client — do not send anything, leave everything as a draft for review.

Step 5 — log the run. Use Google Sheets Append Values to add one row per lapsed client to a tracker sheet: client name, email, last appointment date, appointment type, days since last visit, and draft status (drafted / skipped and why).

Step 6 — summarize in Slack. Use Slack Send a Message to post a single monthly summary to a chosen channel: total lapsed clients found, total drafts created, and counts broken down by appointment type (for example: "12 lapsed — 5 Deep Tissue Massage, 4 Facial, 3 Prenatal"). Include the tracker sheet link.