Overview
Every automation in HealthdeskAI works with your Custom Send Window, the hours when automated messages are allowed to go out. You set the window for each location. Most automations wait for it, a few send right away by design, and a few are timed to the visit. This article explains which is which.
Setting Your Custom Send Window
- From the left sidebar, click Automation.
- Select your Location if you manage multiple sites.
- Click Set Custom Send Window and choose the hours when your automated messages can be sent (e.g., 8 AM–8 PM).
- Save your changes.
Each location has its own send window, so a studio in another time zone keeps its own hours.
When a Message Comes Due Outside Your Window
When an automated message comes due outside your send window, it holds and goes out as soon as your next window opens, measured in your location's own time zone. A text that comes due at midnight arrives the next morning, while your team is on hand to answer.
When Each Automation Sends
Waits for your send window
- Intro Expiring, Intro Expired, and No First Trial Booking follow up with trial clients inside your window.
- Member Onboarding welcomes new members inside your window.
- Win Back, At Risk, and Birthday reach your existing clients inside your window.
- Lead Nurturing and Booking Confirmation follow-ups wait for your window after their first message.
Sends right away, by design
- Lead Nurturing's first message goes out the moment a lead comes in, whether it's a text, an email, or an AI voice call, so they hear from you while they're still interested.
- The instant booking confirmation sends the second a client books, so their confirmation is in hand right away.
- Online Purchase thanks a client right after their first purchase.
Timed to the visit
- Visit Milestone sends 30 minutes after the class ends.
- Missed First Class and No-Show run on their own built-in timing.
FAQs
Q: Is the send window set per location?A: Yes. Each location has its own Custom Send Window, and held messages go out by that location's own time zone.
Q: Why did a client get a message outside my send window?A: Three messages send right away by design: Lead Nurturing's first message, the instant booking confirmation, and Online Purchase. Visit Milestone, Missed First Class, and No-Show are timed to the visit.
Q: What happens to a message that comes due overnight?A: It holds and sends as soon as your next window opens.
Q: Do AI voice calls follow the send window?A: Yes. The Start AI Voice Call action honors your Custom Send Window. When a call is Lead Nurturing's first message, it goes out the moment the lead comes in. See How to Trigger Outbound AI Voice Calls from Automations.
Q: Where do I learn what each automation does?A: See How HealthdeskAI Automations Work with Your Mindbody Data for every automation, its triggers, and its conditions.