WhatsApp Template for Aesthetics Clinics: Announce Your Special Hours

Did your schedule get complicated and you're going to close earlier or open later? Instead of replying one by one on WhatsApp, use a special schedule template. Here's a sample message you can copy, fill in with your details, and send to all your contacts in two minutes.

• {{1}}: customer's name (e.g., María)
• {{2}}: your salon's name (e.g., Belleza Total)
• {{3}}: specific day of the change (e.g., Tuesday 12)
• {{4}}: opening time (e.g., 9:00)
• {{5}}: closing time (e.g., 14:00)

1. 1Copy the sample message and replace the variables with your actual details.
2. 2In WhatsApp Business, go to Tools > Catalog > Messages > Create message and paste the text with the variables.
3. 3In Wando, load this template in the panel and the AI will use it automatically when a customer asks about the hours for that day. You can always approve or edit before sending.

Note: This message is informational and not promotional, so it falls under the "utility" category in the WhatsApp API. That means it doesn't require prior opt-in from the customer (they've already messaged you before or have an appointment), but it does require the template to be approved by Meta. Approval can take up to 48 hours, so load it in advance.

When it's a good idea to send this message (and when it isn't)

Use this template when the schedule change is one-off and affects several customers: a holiday, an event, a move, or team training. It serves to notify in advance and prevent someone from traveling for nothing.

Don't use it for permanent schedule changes (that goes in your WhatsApp Business profile and on your social media), nor for promotions or discounts: that's the "marketing" category and requires customer opt-in. Also, don't send it at 11 at night: if the change is for the next day, send the notice before 20:00, so people read it in time.

• Yes: holidays, events, inventory closure, training.
• No: permanent changes, promotions, sales.
• Timing: from 9:00 to 20:00, never in the early morning.

The 3 most likely customer responses (and how to answer them)

When you send a special schedule notice, the customer usually responds with one of these three things. Have a ready answer for each, so you don't waste time thinking.

• 1. "Can you reschedule my appointment?" → "Yes, {{1}}. Does {{2}} at {{3}} work for you? If not, I can offer you {{4}} at {{5}}." (variables: {{1}} name, {{2}} alternative day, {{3}} time, {{4}} second day, {{5}} time)
• 2. "And what are your hours for the rest of the week?" → "For the rest of the week we keep normal hours: from {{1}} to {{2}}. Should I reserve something for you?" (variables: {{1}} opening, {{2}} closing)
• 3. "Oh, I didn't know. Thanks for letting me know" → "You're welcome, {{1}}! Feel free to write me if anything comes up. Have a great day!" (variable: {{1}} name)

How to know if the message worked

The message worked if the customer understood the change and adjusted their plan. But there are concrete signals you can measure without guessing.

In WhatsApp Business, check the template statistics: how many were delivered, read, and replied to. If the response rate is high (above 30%), the message was clear. Also, count how many appointments were rescheduled after the notice: if the number drops, the message prevented conflicts.

In Wando, campaign statistics show you deliveries and responses per template. If you see that a template has many responses asking for more info, it probably failed to clarify something (for example, whether the change is only for that day or for the whole week).

Why Meta may reject this template (and how to fix it)

Meta rejects templates that look like spam or violate their policies. The most common reasons are:

1. Too promotional text: if you include offers, discounts, or phrases like "Take advantage!", the category changes from utility to marketing. Fix it: remove anything that sounds like sales.

2. Poorly defined variables: if a variable is not well explained (for example, you use {{1}} without specifying that it is the name), Meta does not understand and rejects it. Fix it: describe each variable clearly.

3. Missing opt-out options: it is mandatory in marketing messages, but it is also advisable to include "If you do not want to receive notices, reply STOP" in utility messages to avoid complaints.

4. The message is too long or confusing: Meta prefers short, direct texts. If it exceeds 200 words, it will likely be rejected.

If you get rejected, read the reason in the WhatsApp Business panel, correct the text, and resend it. Approval takes up to 48 hours, so you have some leeway.

Formal variant and casual variant: when to use each

The formal variant is for clients you don't know well, for medical treatments (if your aesthetic clinic does laser hair removal or something more clinical), or for a last-minute notice that might annoy. Use it with older people or those with whom you prefer to keep some distance.

The casual variant is for regular clients, those who write to you by first name and use the informal 'you'. It also works if the schedule change is for something positive (an event, an internal promo) and you want to convey closeness.

Simple rule: if in doubt, start with the formal one and see how the client responds. If they respond with confidence, switch to the casual one in the next message.

How to tell if the message worked

The message worked if the client understood the change and adjusted their plan. But there are concrete signs you can measure without guessing.

In WhatsApp Business, check the template statistics: how many were delivered, read, and replied to. If the response rate is high (more than 30%), the message was clear. Also count how many appointments were rescheduled after the notice: if the number goes down, the message prevented conflicts.

In Wando, campaign statistics show you deliveries and responses per template. If you see that a template has many responses asking for more info, something probably wasn't clarified (for example, whether the change is only that day or the whole week).

• Response rate > 30%: clear message
• Rescheduled appointments decreasing: effective notice
• Follow-up questions: something needs clarification

Why Meta may reject this template (and how to fix it)

Meta rejects templates that look like spam or violate its policies. The most common reasons are:

1. Too promotional text: if you include offers, discounts, or phrases like "Take advantage!", the category changes from utility to marketing. Fix it: remove anything that sounds like a sales pitch.

2. Poorly defined variables: if a variable is not well explained (for example, you use {{1}} without clarifying that it is the name), Meta doesn't understand and rejects it. Fix it: describe each variable clearly.

3. Missing opt-out options: mandatory in marketing messages, but in utility it's also advisable to include "If you don't want to receive notices, reply STOP" to avoid complaints.

4. The message is too long or confusing: Meta prefers short, direct texts. If it exceeds 200 words, it will probably be rejected.

If you're rejected, read the reason in the WhatsApp Business panel, correct the text, and send it again. Approval takes up to 48 hours, so you have some leeway.

Formal variant and casual variant: when to use each one

The formal variant is for clients you don't know well, for medical treatments (if your aesthetics clinic does laser hair removal or something more clinical), or for a last-minute notice that might annoy. Use it with older people or with those you prefer to keep at a distance.

The casual variant is for regular clients, those who write to you by first name and use the informal 'you'. It also works if the schedule change is for something positive (an event, an internal promo) and you want to convey closeness.

Simple rule: if in doubt, start with the formal variant and see how the client responds. If they respond with confidence, switch to the casual one in the next message.