Set Up Automated Recall Campaigns in Weave

For Dental Receptionists · Updated September 26, 2026

of 6· Log into Weave

What you'll accomplish

Automated text and email sequences will go out to overdue patients without you touching the phone. Weave identifies who's overdue, sends messages on schedule, and logs responses in your dashboard.

What you'll need

Weave subscription (your practice must already have Weave. Check with your office manager)
Weave admin or standard access (you may need your manager to enable this)
Your practice's existing recall messaging is synced with Dentrix, Eaglesoft, or Open Dental
Time needed: 45 minutes first time; recurring check-ins take 10 min/week
Cost: Included in your Weave subscription

Step 1: Log into Weave

Go to your Weave portal (your office manager has the login URL, usually app.getweave.com)
Log in with your credentials
From the main dashboard, look for Campaigns or Recall in the left sidebar

What you should see: A menu with options like Messages, Phone, Campaigns, and Analytics.

Troubleshooting: If you don't see Campaigns, your account may need this feature turned on. Ask your office manager or call Weave support.

Step 3: Create a 6-Month Hygiene Recall Campaign

Click + New Campaign → select Hygiene Recall
Set the trigger: "Patient's last hygiene appointment was [6 months ago]"
Set the channel: Start with Text message (highest open/response rate)
Write your message. Example:

Copy and paste this

Hi [Patient First Name], it's [Practice Name]! It looks like it's time for your next cleaning. We'd love to see you. Reply YES to have us call you back, or call us at [Practice Phone]. Reply STOP to opt out.

Set the send time: weekday, 9-11am (highest response rates for healthcare)

Step 4: Create a follow-up for non-responders

In the same campaign, look for Add follow-up message or a step sequence option
Set timing: send follow-up 2 weeks after first message if no response
Write a different message (don't repeat word-for-word):

Copy and paste this

Hi [Patient First Name], we noticed you haven't had a chance to schedule yet. No worries! We have [morning/afternoon] appointments available. Call us at [Practice Phone] or reply YES and we'll reach out.

Add a third follow-up for 30 days after the second (optional, for inactive patients)

Step 5: Set up a 12-month inactive patient campaign

Repeat Steps 3-4 for patients last seen 12 months ago. Use slightly different messaging that acknowledges it's been a while:

Copy and paste this

Hi [Patient First Name], it's been a little while since we've seen you at [Practice Name]. We'd love to help you get back on track. Just reply YES or call [Practice Phone] to schedule.

Tools:Weave

Set Up Automated Recall Campaigns in Weave

Step 1: Log into Weave

Step 2: Open the Recall Campaigns section

Step 3: Create a 6-Month Hygiene Recall Campaign

Step 4: Create a follow-up for non-responders

Step 5: Set up a 12-month inactive patient campaign

Step 6: Review your first week of responses

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