Glow Med Spa went from 60% to 95% utilization in 30 days.

Where they were

Glow Med Spa had the hardest kind of problem in service businesses — strong demand, but a booking operation that couldn’t capture it. On paper they were growing 30% year-over-year. On the ground, they were missing 40% of inbound calls outside business hours, losing 15% of booked appointments to no-shows, and watching high-value clients drift away because nobody was following up for the next visit.

Maria had been running the shop for four years. Her receptionist had quit the week we first spoke. She’d cycled through two booking tools already that year.

What we changed

We did the setup in the order that compounds fastest:

• Day 1: ported the phone number into Aaptly and turned on the AI receptionist with Glow’s service menu, injectable intake questions, and pricing.
• Day 3: enabled 25% deposits at booking, with a 24-hour cancellation window.
• Day 7: imported the client book and launched the rebooking engine — Botox (12w), filler (14w), chemical peel (6w) cadences.
• Day 14: turned on post-visit review requests (Google + Yelp).
• Day 21: rolled out a “refer 2 = $50 credit” program through the client portal.

What happened

The AI receptionist booked 87 new-client appointments in the first 30 days — 31 of them outside Glow’s old business hours. Every one came with a deposit attached. No-show rate dropped from 15% to under 3% within the first two weeks and stayed there. The rebooking wave recovered 34% of the dormant book — $18k of visits from clients who’d stopped coming and just needed a nudge.

On review volume, Glow went from 12 Google reviews at 4.6★ to 64 reviews at 4.9★ in the first 60 days. That alone pushed the shop from #7 to #2 in local search for “med spa Austin” — which itself brought more inbound calls, which the AI receptionist kept booking.

Why it worked

The honest answer is that Glow was already a great shop. Maria’s team does excellent work. What changed is that the booking infrastructure finally caught up with the service. Every missed call got answered. Every booked appointment stuck. Every satisfied client was asked for a review the moment they walked out. Every lapsed client got a friendly, personalized nudge.

None of those things are novel. Doing all of them at once, automatically, is what Aaptly is for — and why a shop like Glow can change its numbers this dramatically in a month.