Solutions · Beauty & Wellness

Turn Instagram and WhatsApp inquiries into a full appointment book

Your clients do not call anymore, they DM. FlowTracker pulls Instagram, WhatsApp, Messenger and Live Chat into one inbox, answers routine questions with AI, takes deposits over Stripe and quietly reminds every client when they are due back in the chair.

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IG & WhatsApp in one inbox AI answers FAQs 24/7 Rebooking sequences on autopilot

Front Desk · Inbox6 open chats

Inquiries this week

+21%

Deposits collected

$1,240

31 paid via Stripe

WhatsApp · "Saturday for balayage?" · mirror QR2mNEW

Instagram · "Price for a gel refill?" · bio link14mAI

Deposit paid · $30 · Balayage · 2h30 · Sat 10:001hPAID

Rebooking due this week: 23 clients · sequence running

One Inbox

Every "do you have anything Saturday?"
lands in one place

Instagram DMs, WhatsApp messages, Messenger and Live Chat from your website, together in a single inbox. No more three phones at the reception desk.

Inbox · All channelslive

Amira K.WhatsApp · 2m

Hi! Do you have anything Saturday for a balayage?

Jess M.Instagram · 14m

How much is a lash lift at the moment?

Priya S.Messenger · 1h

Can I move my facial to Thursday instead?

Website visitorLive Chat · 3h

Do you do bridal trials?

Client card: 9 visits · last color 7 weeks ago · source: mirror QR

The whole conversation, the whole client, one screen

Open any chat and the client's record sits right beside it: past visits, favourite services, notes from the last appointment and the promo that first brought them in. Whoever picks up the conversation, on whatever channel, sounds like they remember.

Email, SMS, Telegram and RCS via Twilio are there too when you need them, so a conversation that starts in an Instagram DM can end as an SMS confirmation without anyone copy-pasting.

WhatsApp, Instagram, Messenger & Live Chat together Client history and notes beside every chat Source stamped on every new inquiry

AI Front Desk

"How much is a balayage?" answered while you are mid-blow-dry

Pricing, service lists, opening hours, parking: the questions repeat all day, and every unanswered one is an appointment that books somewhere else. FlowTracker's AI agents answer them instantly, around the clock, trained on your services and your tone.

You choose the mode per agent: autonomous for the routine stuff, copilot suggestions your team can send with one tap, or approval mode where nothing goes out without a human okay. Escalation rules make sure color corrections, medical questions and anything delicate go straight to staff.

Autonomous, copilot or approval mode per agent Escalation rules for color corrections and medical questions Works on every connected channel, day and night

Client chat · WhatsAppAI agent active

Hi! How much is a full balayage and how long does it take?

AI AGENT · AUTONOMOUSA full balayage is $180 and takes about 2h30 including toner and blow-dry. Want me to send a small deposit link to hold a time for you?

Maybe. My last color turned brassy, can that be fixed?

AI AGENT · ESCALATED TO STAFFColor corrections deserve a stylist's eye. I am looping in Dana from our color team, she will reply right here shortly.

Escalation rule matched: color correction → staff

Rebooking & Promos

The quiet weeks
fill themselves

A color client is due back in six weeks whether you message them or not. The only question is whether they come back to you. Sequences and broadcasts do the reminding.

Workflow · Rebooking · Color clientsrunning

Trigger · 6 weeks since last color visit214 clients

Day 0 · WhatsApp · "Time for a refresh?"✓ Sent

Day 3 · SMS if no reply92 sent

Day 7 · Email with seasonal offer61 sent

38 replies turned into confirmed visits this month

Rebooking sequences that never forget

Build it once in the visual workflow builder: when a client passes the interval you set, a friendly WhatsApp nudge goes out, then SMS, then Email. 140+ nodes, no code, and nobody keeps a due-back spreadsheet ever again.

Broadcast · "Spring gloss week"sending

Delivered · WhatsApp1,046 / 1,120

Replies187

Deposits paid44 · $1,320

Promos that respect the opt-in

Send offers over WhatsApp, SMS or Email to clients who said yes to that channel. Consent is stored per channel on every contact record, so campaigns stay GDPR compliant by default and your regulars never feel spammed.

Questions? See the FAQ

Tracked Links · This monthlive

ft.link/ig-bio · Instagram bio210 clicks71 CHATS

QR · mirror sticker · "Rebook before you leave"58 scans22 CHATS

QR · window poster · walk-by traffic34 scans9 CHATS

QR · flyer · gym partnership12 scans3 CHATS

Deposit paid · $30 · Stripe link sent in chat

Know What Filled The Calendar

A QR on the mirror, a link in the bio, and finally an answer

Give every promo its own tracked link or QR code: the mirror sticker, the window poster, the flyer at the gym, the link in your Instagram bio. FlowTracker counts the scans, the conversations they start and the deposits they end in, so you know which promo actually filled the calendar.

And when a client is ready, drop a Stripe payment link into the chat for a deposit or no-show protection. Paid in seconds, recorded on their contact card, no card machine over the phone.

Explore tracked links & attribution

How It Works

From first DM to regular,
in three moves

Bright salon interior with styling chairs

New inquirybalayage · via bio link

Deposit paid · $30Saturday 10:00 confirmed

Put a link on everything

Mirror QR, window poster, flyer, Instagram bio: every entry point gets its own tracked link, so each new chat arrives with its source attached.

Answer once, book with a deposit

AI agents handle pricing and availability questions, staff step in for the delicate ones, and a Stripe deposit link in the chat locks the visit in.

Bring them back on schedule

Rebooking sequences message clients when they are due, promo broadcasts fill slow weeks, and every message respects per-channel consent.

FAQ

Beauty & wellness, answered

Which channels can my salon or studio connect?

FlowTracker's omnichannel inbox connects WhatsApp, Instagram, Messenger, Live Chat, Telegram, Email, SMS and RCS via Twilio. Every inquiry lands in one place with the client's full history and the source that brought them in, so the front desk stops juggling apps between appointments.

Can AI really answer client questions without embarrassing us?

You decide how much rope the AI gets. Autonomous mode answers routine pricing, services and opening-hours questions on its own, copilot mode drafts replies for your team to send, and approval mode holds every reply until a human confirms it. Escalation rules push color corrections, medical questions and complaints straight to staff.

How do rebooking campaigns actually work?

You build the sequence once in the visual workflow builder: when a client passes the interval you set since their last visit, FlowTracker messages them over WhatsApp, SMS or Email and follows up if they do not reply. Every message respects that client's per-channel consent, and the whole thing runs without anyone touching a spreadsheet.

Can I take deposits to protect against no-shows?

Yes. FlowTracker's Stripe integration lets you drop a payment link straight into any conversation, so a client can pay a deposit while you chat. The payment is recorded on their contact record, which makes it easy to see who is confirmed and who still needs a nudge.

How much effort is setup, really?

No code and no developer needed. Instagram, WhatsApp and Messenger connect with OAuth, Stripe connects in one click, and your first tracked link or QR code is ready within five minutes. AI agents are trained by pasting in your price list and FAQs.

What does FlowTracker cost?

Pricing is public and plan-based, scaling with contacts and events rather than seats. Early access salons lock in beta pricing before general availability. See current plans for details.

Will it work with my existing tools?

FlowTracker connects to WhatsApp, Instagram, Messenger, Live Chat, Telegram, Email and SMS, plus Stripe for deposits and Meta and Google ad accounts if you run promos. Booking systems can be wired in through webhooks. The integrations page lists everything currently supported.

How do you handle client data and GDPR?

Consent is stored per channel on every client record, PII masking protects personal details in AI conversations, data is encrypted in transit and data processing agreements are available for EU businesses.

What happens after I request early access?

You get an invite to create your workspace and a short onboarding call. You connect Instagram, WhatsApp and Stripe in about five minutes, print your first QR codes, and the first tracked inquiries usually arrive the same day. No payment details are required to start.