Two Layers, One Calm Diary
The week ahead is watched so the diary never gets empty in the first place. The day ahead is watched so a quiet tomorrow still gets a chance. Your booking system's own waitlist keeps doing its job for cancellations; this fills the days around it.
The week ahead
Once a week we read your diary for the next seven days and compare each day with your clinic's own normal. If one day is clearly behind, it becomes that week's last-minute availability day. If every day looks healthy, nothing happens and your patients never see a promotion they did not need.
A notice on your website
A single calm line at the top of your site: appointments open this Thursday, linking straight to booking. It appears when the day is quiet and comes down on its own once the day fills or passes. Visitors who were already deciding get the nudge they needed.
An email to your patients
One email, from your clinic, to the patients who have said yes to hearing from you. It reads like a note from reception, not a sale: there is room this week, here is the link. Availability, never discounts.
The 24 hour layer
If tomorrow is still exceptionally quiet, a shorter, stronger note goes out. Two layers working together: the week prevents an empty diary, and the day rescues it when something slips.
The day fills, and you see it
Every notice and every email is logged with the bookings that followed, on your dashboard and in your monthly report. You know which days we filled and what they were worth.
What your patients see
A line at the top of your site that reads "Appointments open this Thursday", and an email from your clinic that says the same in a few warm sentences with a booking link. No countdown, no code, no discount.
The Day Depends on Your Diary, Never on the Calendar
It protects your pricing
A 20% off Wednesday teaches patients to wait for Wednesday. Because the day and the message depend on genuine availability, there is nothing to wait for and nothing to compare. A premium clinic stays premium.
It stays within the rules
In the UK, prescription-only treatments cannot be promoted with offers, and most countries restrict offers on cosmetic procedures in some way. A note about availability is clean wherever your clinic is, and we write every one to the same standard as your website.
It works because it is real
Patients respond to a real reason: there is room this week. That urgency does not wear off the way a recurring discount does, and it reaches the people who already trust you, your own patients and the visitors on your site.
Three Things, and We Handle the Rest
A booking system
Pabau, Cliniko, Phorest, Timely, Zenoti, Acuity, Square Appointments, or any system that can share a calendar feed. We read how full each day is and nothing else.
A website we can place a notice on
We look after most of our clients' websites already. On any other site it is one line of code, added once, that shows the notice only when there is a day to fill.
Patients who have said yes
An email list of patients who have agreed to hear from you, on Klaviyo, Brevo, Mailchimp or similar. No list yet? We build one in your clinic's name for £850, with sign-up on your site and booking flow.
Your patients' privacy. We read how full each day is, never who is booked. Names, treatments and notes never leave your booking system, and every email goes from your own platform under your clinic's name with an unsubscribe link.
Fill the Diary Pricing
One price, rolling monthly with 30 days' notice. Start online and we connect your diary within one working day.
Is Fill the Diary Right for Your Clinic?
Strong fit
May not be right for you
Realistic expectations
Fill the Diary is £295 a month and included in Flagship. Email set-up is £850, only if your clinic has no list yet.
Fill the Diary, Answered
What is Fill the Diary?+
Fill the Diary is an add-on for aesthetic clinics whose weeks are uneven. We connect to your booking system and read how full each day is. Once a week we look at the seven days ahead, and if one day is clearly quieter than your clinic's normal it becomes that week's last-minute availability day: a short notice goes on your website and an email goes to your patients. If every day is healthy, nothing is sent. It costs £295 a month and is included in the Flagship programme.
Which booking systems does it work with?+
Any system that can share its diary. We connect through the booking platform's own integration where one exists, which covers Pabau, Cliniko, Phorest, Timely, Zenoti, Acuity and Square Appointments, and through the calendar feed most other systems can publish. If you are unsure, tell us what you use and we will confirm before you pay for anything.
Does it discount treatments?+
No. Every notice and every email is about availability, never price: appointments open this Thursday, not 20% off. A predictable offer trains patients to wait for it and weakens how a premium clinic is seen. In the UK, prescription-only treatments cannot be promoted with offers at all, and most countries restrict offers on cosmetic procedures in some way. Availability is clean wherever your clinic is, and it works because it is real.
Do we have to approve every email?+
For the first two weeks, yes: you see each notice and each email before it goes, so the wording and the threshold are right for your clinic. After that it runs on the rules you have agreed, and you can pause it at any time. Nothing is ever sent for a day that is already healthy.
What if we do not have an email list?+
We build one. We set up an email platform in your clinic's own name, add sign-up to your website and booking flow, and import the patients who have agreed to hear from you. That set-up is £850 one-off. If you already use Klaviyo, Brevo or Mailchimp there is nothing to pay for set-up.
What happens with our patient data?+
We read how full each day is, never who is booked. Patient names, treatments and notes stay inside your booking system. The email goes out from your own email platform, under your clinic's name, to people who have agreed to receive it, with an unsubscribe link in every message.
How is it priced?+
£295 a month on its own, rolling monthly with 30 days' notice, and included in the Flagship programme. The £850 email set-up applies only if your clinic has no list. Your email platform's subscription, if you need one, is paid to the provider.
Works Best Alongside
Search Growth programmes
SEO, AI search and website management in one plan. Fill the Diary is included in Flagship and a £295 add-on to Presence and Authority.
Email Marketing & CRM
Welcome, rebooking and review sequences that run all month. Fill the Diary uses the same list for the weeks that need it.
Website Design
A site built to convert the visitors the notice reaches, with booking one click away from every page.
Your Quietest Day Is Worth Filling
Start online and we connect your diary within one working day. Or talk to us first and we will confirm your booking system before you pay for anything.