Grooming Rebook Nudge

What it does

Weekly: finds pets due for their next groom within 10 days and emails owners a short personal nudge after one batch approval.

• Every Tuesday, reads your grooming clients sheet in Google Sheets.
• Today, the 21-day gap since a client's last nudge and the final 10-day window are checked in code, in your time zone — a nudge whose next groom isn't due within 10 days is dropped before you review it.
• AI works out each pet's next groom (from a “Next groom” date in the sheet, or the last groom and usual interval) and picks those due within 10 days that haven't opted out or rebooked — up to 50, soonest first.
• Writes each owner a short personal nudge with the pet's name, their groomer, the usual service and your booking link.
• The whole batch waits in Reviews; the salon removes anyone who has booked and approves once.
• Each approved nudge is emailed with replies to your salon inbox, and its row is marked “Nudged” with the date.

What it needs

• A paid plan (agents run live on paid plans).
• An AI provider key (Settings → AI Providers).
• Google Sheets (with edit access to the sheet), connected in Settings → Integrations.
• A clients sheet with last groom dates, intervals, emails and Opted out / Rebooked columns.

What it doesn't do

• It drafts and organises for a person to approve; it makes no legal, credit, medical/veterinary, permit, eligibility or coverage decision, and it never comments on a pet's coat, skin or health.
• Email only (an SMS version can follow with Twilio and recorded consent).
• It can't see bookings made since the last export, so mark “Rebooked” in the sheet. It doesn't book appointments.
• Up to 50 nudges per run; nothing is sent before the salon approves the batch.

Availability and plans

Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.

Before you start

• A paid plan: agents run live, and the Free plan only runs Dry Runs.
• An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
• These apps, connected in Settings → Integrations: Google Sheets.
• Nothing to send: the agent runs on a schedule.
• About 15 minutes.

• Bring your own AI key
• Google Sheets (live)

Set it up step by step

Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.

1. Connect your AI provider

The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.

• Connect your AI provider

2. Connect Google Sheets

Connect the Google account that can open and edit your clients sheet (Settings → Integrations → Google Sheets).

• Connecting Google Sheets

3. Describe your salon

Open “Pick the pets due and draft nudges” and replace the placeholder with your booking link, default interval, offer and sign-off.

4. Pick your clients sheet

Open “Read your clients sheet” and “Mark the row nudged”, pick the same account, spreadsheet and tab in both, then enter the status column letter.

5. Add your salon inbox

Open “Email the owner” and enter the address owners' replies should go to.

6. Test it with Dry Run

Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.

• Dry Run vs Run

7. Switch the trigger on

Open the trigger, set your time zone (the 10-day window is counted in it) and switch the schedule on. It runs every Tuesday at 9:00.

How it works

The agent is a normal workflow with 11 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.

• Every Tuesday at 9:00 — Runs on a schedule (cron 0 9 * * 2, UTC — change it in the trigger's settings). Runs once a week. Set your time zone on the trigger: “today” and the 10-day window are counted in that zone.
• Read your clients sheet — Google Sheets: Read rows. Reads your grooming clients tab: pet, owner, email, last groom, usual interval, groomer, usual service, opted out, rebooked and the agent's status column.
• Check the groom and nudge dates — Step. In code, not AI: reads each pet's last groom date (as an exact date for the AI) and leaves out clients nudged in the last 21 days. Change the gap here (olderThan on “Nudged on”).
• Pick the pets due and draft nudges — AI step (runs on your AI provider key). AI works out each pet's next groom (the sheet's “Next groom” date, or the last groom plus the usual interval), picks the pets due by the 10-day horizon that haven't opted out or rebooked (up to 50), and writes a short personal nudge for each. The 10-day window is re-checked in code next.
• Re-check the 10-day window — Step. In code, not AI: keeps only the nudges whose next groom date is within the next 10 days (or overdue); any other date the AI worked out is dropped and listed in not_due for the reviewer. Change the window here (within.max).
• Approve this week's nudges — A person approves or rejects it in Reviews (the run waits). The whole batch waits in Reviews. The salon checks the list, removes anyone who has booked since the last export and approves; nothing is sent before that.
• Each approved nudge — Repeats the steps below for each item (up to 50 per run). Branch: Approved. Sends every approved nudge and marks its row (up to 50 per run).
• [For each item — “Each approved nudge”] Email the owner — Sends an email from your workspace's sender. Sends the approved nudge from your workspace's sender, with replies going to your salon inbox.
• [For each item — “Each approved nudge”] Mark the row nudged — Google Sheets: Update a row. Writes “Nudged” and today's date into the client's row (the date goes in “Nudged on”), so they aren't nudged again within 21 days.
• Batch sent — Kept in the run history. The run history keeps every nudge sent and any that failed.
• Batch not sent — Kept in the run history. Branch: Rejected. The salon rejected this week's batch; nothing was sent or marked.

Test it with Dry Run

Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live.

• Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
• Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
• For-each loops repeat only the first 3 items.

Go live

• Open the trigger, set your time zone (the 10-day window is counted in it) and switch the schedule on. It runs every Tuesday at 9:00.
• Scheduled runs start only once the schedule is activated, and can't repeat faster than your plan's minimum interval.
• The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
• When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.

• Scheduled triggers
• Switching a trigger on (Activation)

Questions

What should the clients sheet have?

One row per pet: Pet, Owner, Email, Last groom, Interval (weeks), Groomer, Usual service, Opted out, Rebooked, plus two empty columns at the end for the agent (Nudge status, Nudged on). Column names can vary. For exact due dates add a “Next groom” column with a formula such as =D2+7*E2 (last groom + interval in weeks): the agent then copies it instead of working it out.

Which dates are worked out in code?

Today, each pet's last groom and next groom dates as written in the sheet, the 21-day gap since the last nudge and the final 10-day window: a nudge whose next groom isn't within 10 days is dropped before you review. Without a “Next groom” column the AI adds the interval to the last groom date, so add the column for exact dates. Change the gap and window on “Check the groom and nudge dates” and “Re-check the 10-day window”.

Can it see new bookings?

No — only what's in the sheet. Mark “Rebooked” in the sheet (or remove the nudge in the approval) for pets that have already booked.

Can it text instead?

This version is email only. An SMS version with Twilio and recorded consent can follow.

Troubleshooting

• “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
• A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
• An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
• It didn't run at the expected time: the schedule must be activated, and its time is in the trigger's timezone.
• A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
• A step failed: open the run in History and check that step in the Trace tab for the error and what it received.

• Debugging failed runs
• Error messages
• Get help