Free OpenClaw Skill for Massage Therapy Practices: Front Desk and Rebook Agent (Download)

What this skill does for your massage therapy practices

• Runs the post-session rebook outreach at 24 hours, 5 days, and 14 days with cadence tuned to whether the client booked a single session, package, or membership.
• Tracks package and prepaid balance across Mindbody, Booker, and Vagaro so clients running low get a redemption nudge before the package expires.
• Drafts the SOAP note skeleton from the therapist's voice memo or paper intake notes, pre-filled with the previous session's focus areas and assessment.
• Owns the no-show and same-day cancellation recovery with a charge-the-card-or-rebook decision tree keyed to the client's history.
• Flags AMTA / ABMP-aligned scope concerns and routes any clinical or contraindication question to the LMT before any client-facing reply goes out.

What's inside this OpenClaw skill

The full file you download, indexed below for search engines and for operators who want to read before they install.

---
name: massage-therapy-front-desk
description: Front desk and rebook agent for massage therapy practices. Handles rebook chase to 85% target, package and membership balance tracking, SOAP note prep, and no-show recovery. Integrates with Mindbody, Booker, Vagaro, MassageBook, SimplePractice.
version: 1.0.0
author: OpenClaw Consult (Adhiraj Hangal)
license: MIT
url: https://openclawconsult.com/skills/massage-therapy-practices
---

# OpenClaw Skill: Massage Therapy Front Desk and Rebook Agent

## Overview

This skill turns the OpenClaw agent into a front desk equivalent for your
massage therapy practice. It does not replace the LMT or the human at the
desk: it amplifies them. The skill owns the 60 to 100 daily texts (rebook
chase, package balance reminders, SOAP prep, no-show recovery) so the human
team spends their time on intake conversations, gift card sales, and
exception handling.

Designed for solo LMTs running 30 to 70 sessions a week and team practices
running 150 to 400 sessions a week, on Mindbody, Booker, Vagaro, MassageBook,
or SimplePractice.

## What this skill does

1. Rebook chase at 24 hours, 5 days, and 14 days with cadence tuned to the booking type
2. Package and prepaid balance tracking with expiration nudges
3. SOAP note skeleton drafted from voice memo or paper intake
4. No-show and same-day cancellation recovery with charge-or-rebook routing
5. Weekly rebook rate reporting against the 85% target
6. AMTA and ABMP scope-aware guardrails on every outbound message

## Triggers

```yaml
triggers:
  - type: heartbeat
    schedule: "0 10 * * *"           # Daily 10am
    action: review_rebook_queue

  - type: heartbeat
    schedule: "0 18 * * 0"           # Sundays 6pm
    action: compile_weekly_rebook_chase

  - type: heartbeat
    schedule: "0 9 * * 1"            # Mondays 9am
    action: package_balance_audit

  - type: on_event
    event: scheduler.session_completed
    action: enter_rebook_cadence

  - type: on_event
    event: scheduler.no_show_logged
    action: enter_no_show_recovery

  - type: on_event
    event: scheduler.package_purchased
    action: register_to_balance_tracking
```

## Workflow: rebook chase

When a session is marked completed in the scheduler, the agent:

1. Reads the SOAP note focus area for that session (lower back, neck and shoulders, prenatal, scar work, sports recovery, headache, anxiety)
2. Checks whether the client booked their next appointment at checkout
3. If not booked, enters the rebook cadence: 24-hour thank-you, 5-day check-in, 14-day book-now nudge
4. Each message references the focus area in plain client-facing language (no clinical terms)
5. Offers the LMT's actual open slots for the next 10 to 14 days
6. After day 14 with no rebook, moves the client into the 30-day reactivation queue

All messages route through the LMT or front desk for approval by default. Flip to autonomous on the rebook templates that consistently perform.

## Workflow: package and membership balance tracking

Every Monday at 9am the agent:

1. Pulls all active packages and memberships from Mindbody / Booker / Vagaro
2. For each client, computes sessions remaining and expiration date
3. Flags any package with 1 to 2 sessions remaining and an expiration in the next 30 days
4. Flags any membership with unused sessions rolling over this month
5. Drafts a personalized balance nudge with the client's actual remaining count and expiration
6. Routes the drafts to the LMT or front desk for approval

A representative practice with 400 active clients has 80 to 140 active packages and 30 to 70 active memberships. The skill finds the 8 to 20 that need a nudge this week.

## Workflow: SOAP note prep

After a session, the LMT can:

1. Drop a voice memo into the practice's secure note system
2. The agent transcribes and structures it into a SOAP skeleton (Subjective, Objective, Assessment, Plan)
3. The skeleton is pre-filled with the previous session's focus areas and the assessment trajectory
4. The LMT reviews, edits, and signs in their EHR (the agent never signs)
5. The structured focus area tag flows into the rebook cadence for the next session

The skill does not store SOAP content in the agent's outbound memory. It lives only in the practice's secure note system. The agent's working memory holds only the focus-area tag and the next session recommendation.

## Workflow: no-show and same-day cancel recovery

When a no-show or same-day cancel is logged, the agent:

1. Checks the client's history: first-time offender, repeat offender, member, or prepaid package holder
2. For first-time offenders, drafts a warm, no-fee rebook nudge
3. For repeat offenders, drafts the cancellation-policy charge notice with the rebook option
4. For members and package holders, decrements the package or notes the policy charge per the practice's terms
5. Routes the recovery action to the front desk for approval
6. Logs the recovery outcome to the client memory

## Message templates

```yaml
templates:
  rebook_24h:
    body: |
      Hi {client_first_name},

      Thanks for coming in today, it was great seeing you. To keep the
      progress on {focus_area_plain} steady, most clients book the next
      session within 2 weeks.

      Open slots with {therapist_first_name}:
      {open_slots}

      Pick whichever works and I will hold it.

      {front_desk_first_name} at {practice_name}

  rebook_5d_with_focus:
    body: |
      Hi {client_first_name},

      Following up from your session last week. We talked about keeping
      {focus_area_plain} on the maintenance cadence we agreed on.

      Open slots this week and next:
      {open_slots}

      Reach back if a different time would work better.

      {front_desk_first_name}

  package_expiring:
    body: |
      Hi {client_first_name},

      Quick note: you have {sessions_remaining} session(s) left on your
      {package_name}, and the package expires on {expiration_date}.

      Want me to hold one of these for you?
      {open_slots}

      Or if life is busy, just say so and I will extend if your account
      allows.

      {front_desk_first_name}

  no_show_first_time:
    body: |
      Hi {client_first_name},

      Saw we missed each other today. Life happens, no charge this time.
      Want me to find another spot?

      Open slots:
      {open_slots}

      {front_desk_first_name}

  no_show_repeat:
    body: |
      Hi {client_first_name},

      Per our cancellation policy, today's missed appointment carries a
      {policy_fee} charge to the card on file. If that does not work, let
      me know and we can talk through it.

      To stay on the rebook cadence:
      {open_slots}

      {front_desk_first_name}

  membership_balance_rollover:
    body: |
      Hi {client_first_name},

      Reminder: you have {unused_sessions} unused session(s) on your
      membership that roll over at the end of the month. Most clients
      like to use these on a 60 or 90 minute upgrade or a partner session.

      Open slots:
      {open_slots}

      {front_desk_first_name}
```

## Memory keys

```yaml
memory:
  - key: client.rebook_state[{client_id}]
    description: Current rebook cadence stage post-session
    values: [pending, 24h_sent, 5d_sent, 14d_sent, rebooked, dormant, reactivation]

  - key: client.focus_area_last[{client_id}]
    description: Focus area tag from the most recent SOAP note
    schema: { area: string, modality: string, session_date: date }

  - key: client.package_balance[{client_id}]
    description: Active package and prepaid balance per client
    schema: { package_name: string, sessions_remaining: int, expires_on: date, last_redeemed: date }

  - key: client.no_show_history[{client_id}]
    description: No-show and same-day cancel count and last incident
    schema: { count_90d: int, last_incident: date, on_warning: bool }

  - key: practice.rebook_rate_30d
    description: Trailing 30-day rebook rate against the 85% target
```

## Required integrations

| Integration         | Purpose                                       | Read | Write |
|---------------------|-----------------------------------------------|------|-------|
| Mindbody            | Schedule, package balance, membership state   | yes  | optional |
| Booker (Mindbody)   | Schedule and package data                     | yes  | optional |
| Vagaro              | Schedule, package, and membership data        | yes  | optional |
| MassageBook         | Schedule and intake data                      | yes  | optional |
| SimplePractice      | Schedule and SOAP note location               | yes  | optional |
| Twilio (or similar) | Outbound SMS                                  | no   | yes   |
| Email provider      | Outbound email (SendGrid, Postmark, etc)      | no   | yes   |
| OpenClaw Memory     | Cross-run state                               | yes  | yes   |
| OpenClaw Heartbeat  | Scheduled cadence triggers                    | yes  | yes   |

Write-backs to the booking platform are optional. Most practices start read-only and have the front desk commit any schedule changes manually. Once you trust the agent, flip write access on for low-risk fields (client tags, rebook reminder stamps).

## Scope and ethics notes

The skill is built around the AMTA Code of Ethics and ABMP standards. By
default the agent uses no diagnostic language, no clinical claims, and no
contraindication overrides in outbound copy. Any client question that
crosses into clinical territory (specific injuries, contraindications,
medication interactions, pregnancy-specific concerns) is routed to the LMT
before any reply is drafted.

SOAP note content lives only in the practice's secure note system. The
agent's working memory holds only the focus-area tag and the next session
recommendation, never the full assessment.

## Configuration

```yaml
config:
  practice_name: "Your Practice Name"
  therapists:
    - first_name: "Sam"
      modalities: [swedish, deep_tissue, prenatal, sports]
      open_slot_lookup: mindbody
  approval_mode: lmt_approves_all      # or "autonomous_after_2_weeks"
  rebook_target_pct: 85
  cadences:
    rebook: [24h, 5d, 14d, 30d_reactivation]
    package_balance: [21d_before_expiration, 7d_before_expiration]
    no_show_recovery: [first_time_warm, repeat_policy_charge]
  package_types:
    - name: "5-pack"
      sessions: 5
      default_expiration_days: 180
    - name: "10-pack"
      sessions: 10
      default_expiration_days: 365
  membership_tiers:
    - name: "Monthly"
      sessions_per_month: 1
      rollover_policy: 1_month
```

## Quick install

```bash
mkdir -p ~/.claude/skills
mv massage-therapy-practices.md ~/.claude/skills/massage-therapy-front-desk.md
# Edit the config block to match your practice
```

Launch OpenClaw and the skill is live. Run `chase rebooks` or
`audit package balances` to invoke it on demand, or wait for Heartbeat
to fire it on the configured schedule.

## Want it wired to your stack?

This SKILL.md is the starting point. If you want it plugged into your specific
booking platform, modality mix, membership program, and therapist voice on a
fixed-price two-week clock, with the founder writing every line of the build,
the door is at https://www.adhirajhangal.com/work

Install in 60 seconds

1. 1

   Drop the file into your OpenClaw skills directory

   Save the downloaded massage-therapy-practices.md as ~/.claude/skills/massage-therapy-front-desk.md (or your project-level .claude/skills/ if you scope it per studio). OpenClaw picks up new skill files on next agent launch, no restart command required.

2. 2

   Connect your scheduling system

   Edit the integrations block to point at your Mindbody, Booker, Vagaro, MassageBook, or SimplePractice export. Read-only access is enough to start. The skill ships the prompts that translate your daily roster and package ledger into the agent's working memory.

3. 3

   Start in LMT approval mode, validate, then move to autonomous

   Run for two weeks with the LMT or front-desk lead approving every outbound text. The skill defaults route any new-client intake, contraindication question, or refund discussion to a human. After two weeks of validation, flip rebook and package balance nudges to autonomous and exception-handle everything else.

Example conversation

Common questions

Related free skills