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Retention intelligence for appointment-based businesses

You've already paid for their first visit. We'll help you turn them into long-term customers.

Start a conversationTake the AI readiness assessment
What’s likely nextCustomer predictions
Illustrative
  • Sam R. · new customer, first visit yesterdayLikely regular
    1. Day 1Offer sent
    2. Day 30Offer ends
    3. Day 90Regular or not
    Return likelihood: High
    Next step: Email a membership offer, free add-on if they join by day 30
  • Priya K. · regular, 14 visitsReady for more
    1. TueOffer sent
    2. WedLast day to add
    3. ThuMicroneedling
    Add-on: skin booster
    Next step: Text a skin booster offer for Thursday’s microneedling
  • Maria L. · regular, 49 days since last visitStarting to drift
    1. Day 49Offer sent
    2. Day 58Coupon ends
    3. Day 60Lapse point
    Lapses at day 60
    Next step: Text a coupon that expires day 58
Up to

95%

Why retention first

More profit from just a 5% lift in customer retention.

Bain & Company (opens in a new tab)Bain describes this as an upper bound. Results vary by business.
Predictive customer scoring

Know who’s coming back, and what will bring back the rest.

Your booking history already holds the answers. Predictions turn them into a plan for every customer.

What happened

This month's report

Your booking system already tells you what you sold, how many people visited and which month was busy.

Visits
412
Revenue
$38,240
New clients
61

Outcome: Looking back.

What's likely next

A model trained on your own history

Same data, read forward. We train a model on your customer history and score every customer: who will come back, who's ready for more and who's starting to drift.

Next 30 days, predictedIllustrative
New clients likely to become regulars
23of 61
Regulars ready for more
27
Regulars starting to drift
41

What to do about it

One customer at a time

Each prediction becomes a next step: invite Sam back, suggest an add-on to Priya, check in with Maria before she's gone.

Outcome: Every message follows your rules.

See how Predictive Customer Scoring works

Data foundation

Better retention starts
with clean customer data.

  • Find and merge duplicate customers across every system
  • Fix gaps and formats in phones, emails and records
  • Connect bookings, payments, calls and ads into one customer record
  • Add detail your records don't show, from notes and visit history
  • See how far your data can be trusted with a 48-hour Data Health Check
Take the free readiness assessmentSee Data Integrity
Diagram: bookings, payments, CRM, phone calls, ad platforms, website forms, intake notes, and email and text all flow into one clean customer record, built on your existing systems.
Bookings
CRM
Payments & POS
Phone calls
Ad platforms
Website & forms
Intake forms & notes
Email & text
The Vetraeus data foundationOne customer recordClean, connected, trusted
Your systems
  • Booking system
  • POS
  • CRM
  • ERP
  • Call tracking
  • Ad platforms

Engagement

Turn every prediction into a reason to return.
One customer at a time.

We use generative AI to turn each prediction into a personal message for one customer, sent at the right time, on the channel most likely to bring them back.

Predictions decide who needs a message, and who doesn't, so nobody gets a blast meant for everyone.

Understand the groups. Message the person.

See how Engagement Automation works
Illustrative
Maria L.Starting to drift

Text from your team, Tuesday 10am, when she usually books

Your team: Hi Maria, it’s been about seven weeks since your last treatment. Your usual Thursday time is open. Want it?

Maria: Yes please! Same time works.

Booked · Thursday 10:00

Coupon ends day 58, two days before her lapse point

Written with generative AI · follows your rules

To: Sam R.Likely regular

Email, the morning after their visit

Thanks for visiting yesterday, Sam. Join our membership in the next 30 days and your next LED add-on is on us. Want the details?

Offer ends day 30, well inside the 90-day window that makes a regular

Written with generative AI · follows your rules

Priya K.Ready for more

Text, two days before their next booking

Hi Priya, see you Thursday! Clients who book microneedling often add a skin booster, and it’s member pricing for you. Reply YES by Wednesday to add it.

Add by Wednesday, so it’s ready for Thursday’s visit

Written with generative AI · follows your rules

Every message follows the tone, offers and rules you approve. Send automatically, or review each one first.

5–25×

Why keep them

What it can cost to win a new customer, compared with keeping one.

Harvard Business Review (opens in a new tab)Depending on the study and the industry.

Customer intelligence

Make better retention decisions with your own data.

The analysis leaders rely on, built from your customer records: who drives revenue, what keeps customers coming back, and where your money works hardest.

  • RFM and cohort segmentation

    Customer Segmentation

    Know who drives your revenue

    Group customers by how they visit and spend. See who your best customers are, what they buy and how to reach more like them.

    64%of revenue comes from 20% of clients

    Share of clients
    Share of revenue
    • Core regulars
      257 clients · 64% of revenue
    • Occasional
      449 clients · 26% of revenue
    • Tried once
      578 clients · 10% of revenue
    What your core regulars have in common
    • Visit every 4 to 5 weeks
    • Spend about $1,200 a year
    • Started with a cut and color
    • Book online, mornings
    Illustrative
    See Customer SegmentationProfile your best customers
  • Usage–loyalty analysis

    Loyalty and Engagement

    Know which regulars are truly loyal, and who's drifting

    Frequent visits aren’t the same as loyalty. Spot the regulars slipping away while there’s still time to win them back.

    Truly loyalReady for moreOccasional41 starting to drift
    Illustrative
    See Loyalty and Engagement
  • Survival and market basket analysis

    Service Optimization

    The services and products that keep clients coming back

    Find the first services and pairings that turn new customers into regulars, and what to promote or add next.

    Back within 90 days
    Cut and color only31%
    Cut and color + take-home treatment58%
    Illustrative
    See Service Optimization
  • CLV:CAC by channel

    Acquisition Efficiency

    Know which channels bring clients worth keeping

    Compare what each channel costs with what its customers are worth over time. Spend more where it pays, cut where it doesn’t.

    Client value back for every $1 spent
    Referrals$6.20
    Google search$4.10
    Meta ads$2.40
    Deal sites$0.90
    Healthy: $3 back for every $1 · deal sites lose money
    Illustrative
    See Acquisition EfficiencyFind more clients like your best
  • Incrementality measurement

    Value Attribution

    Find out what your marketing really brings in

    Measure what your marketing and promotions really add, beyond what would have happened anyway, and where more budget stops paying.

    Extra revenue the ads actually caused
    Illustrative
    See Value Attribution
See all customer intelligence services

AI readiness

Get your business ready for AI, inside and out.

Illustrative
Inside-out

AI that works for you

Assistants and agents that answer, book and follow up using your real calendar, prices and policies.

Your front desk assistantOnline · answers from your own systems

Customer: Can I move my Thursday haircut to Saturday?

Assistant: Yes. Saturday at 11:00 or 2:30 is open, and your membership covers it. Which works for you?

  • Checked live calendar
  • Checked membership rules

Customer: 11:00, please.

Moved · Saturday 11:00

  • Grounded in your real data and policies
  • Follow-up your team approves
  • Answers tested before customers see them
Services
Illustrative
Outside-in

AI that finds you

When customers ask AI where to go, your business shows up, with the right details, and your AI ads are proven to pay.

Where can I get a haircut and color near me on Saturday?

AI answer: well-reviewed options open this Saturday

Your businessTop pick4.9(312 reviews)Open Sat 9 to 5Books online

Sources: your website, your business profile, your reviews

  • Pages search engines and AI can read
  • The same business details everywhere
  • AI ads measured by real lift
Services
The AI readiness assessment

Where does your business stand?

Answer questions about your data, systems and online presence. We score you in six areas and go through the results with you on a short call.

  • 18 questions
  • About 10 minutes
  • Free
Take the AI readiness assessment
Sample resultIllustrative
  • DataOn trackData: 72 out of 100
  • ContextNeeds attentionContext: 46 out of 100, needs attention
  • AccessOn trackAccess: 81 out of 100
  • TestingNeeds attentionTesting: 34 out of 100, needs attention
  • GovernanceOn trackGovernance: 63 out of 100
  • AI search visibilityOn trackAI search visibility: 58 out of 100

Each area is scored out of 100. Below 50 needs attention before AI can be relied on.

What it takes

About an hour of your time. We do the rest.

Your timeAbout an hour in total

  1. Step 1: Take a short readiness assessment

    About 10 minutes of questions
    Question 1 of 18Data

    How complete are your customer records? Think phone numbers and email addresses.

    • About half have both
    • Most have both
    • Nearly every customer has a working phone and email
    Start the readiness assessment
  2. One meeting · about 45 minutes

    1. Step 2: We talk through your goals and your assessment results

      30 minutes
      Video call · agenda
      • Your goals
      • Your assessment results72Data34Testing81Access
      • Where to start

    2. Step 3: We outline how we would approach your business

      15 minutes
      How we would approach itWhere clients go quietWhat we would connectWhat happens first

  3. Step 4: A clear proposal: scope, timeline and price. Start when you're ready.

    No obligation
    Your proposalScopeTimelinePrice
    No obligation
Start the assessmentOr book a call

For agencies

Your clients pay you to attract customers. Help them attract the ones who stay.

See how we partner

Where to start

Prepare your data.Realize the insights.Deploy the strategy.

AI agents are moving into bookings, marketing and search. We help you get your data, insights and strategy ready for how business runs next.

  • Built on your systems
  • Transparent