Set Up Automated Recall Campaigns in Weave

1. Go to your Weave portal (your office manager has the login URL, usually app.getweave.com)
2. Log in with your credentials
3. 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 a feature unlock — ask your office manager or call Weave support.

1. Click Campaigns in the left sidebar
2. Click Recall or Automated Campaigns
3. You should see existing campaigns (if any) and a + New Campaign or + Create button

What you should see: A list of campaign types — hygiene recall, failed appointments, inactive patients, etc.

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

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.

1. Set the send time: weekday, 9–11am (highest response rates for healthcare)
2. Click Save or Activate

What you should see: The campaign shows as Active with a green indicator.

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

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.

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

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

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.

1. Check the Campaigns dashboard daily for the first week
2. Look for patients who replied YES — call them same-day to capitalize on their interest
3. Track your booked appointment rate to see what's working

What you should see: Within the first week, 5–15% of messaged patients will respond positively, depending on your patient mix.