How to Set Up a Reactivation Campaign in TheraSaaS

Modified on Wed, 22 Jul at 8:15 AM

What this campaign does

A reactivation campaign is automated outreach that reconnects with people who previously inquired about your services but never became active clients. It targets prospects who've gone quiet for about three to six months, gently reopening the conversation without any pressure to book.

Why this matters

It happens in every practice, someone reaches out, schedules a consultation, or inquires about services, and then disappears. Life gets busy, priorities shift, or finances get in the way. Just because they didn't move forward at the time doesn't mean they no longer need support. Enough time later, their situation may have changed, and they may simply need a gentle reminder that you're still available.

Choosing your campaign format

Before touching the workflow builder, decide on a format:

Option A — One-time touch

A single email, a single SMS, or both sent the same day. Simple, low-effort, good for testing the waters.

Option B — A sequence

A series of messages spaced a few days apart, usually 3 emails, or a mix of email and SMS. Recommended for most practices.

The key move with a sequence is the last message. It should clearly signal this is the final outreach:"This is the last time we'll reach out about this, if you'd still like support, just reply or book a time below."That last-message framing creates a natural deadline, which tends to prompt action from people who've been on the fence.

Message 1 — Day 0Message 2 — Day 3–4Final notice — Day 7–8

Video walkthrough

Building the workflow in TheraSaaS

1Create the workflow
Go to Automation → Workflows → Create New Workflow. Name it something clear, like "Reactivation Campaign — 3-6 Month Leads."
2Set your trigger
Your trigger determines who enters this campaign. Common options:
- A smart list or tag filter (e.g., contacts tagged "Inquired" or "No Show" with a last-activity date 3–6 months back)
- Manually adding contacts from a saved filtered view
This is where a bit of list hygiene pays off, the cleaner your tagging system, the easier it is to pull the right group into this workflow.
3Build out the message sequence
Inside the workflow builder, add your messaging in order:
- Email/SMS 1 — a warm, no-pressure check-in
- Wait step — 3 to 4 days
- Email/SMS 2 — a gentle follow-up, maybe with more info (a link to book a consult, a reminder of what you offer)
- Wait step — another 3 to 4 days
- Final Email/SMS — clearly labeled as the last outreach, with a simple call to action
"Hi {{contact.first_name}}, it's been a little while since we last connected. Just wanted to check, are you still looking for support?"
4Add your call-to-action link
Every message should make it dead simple to take the next step, usually a calendar booking link, or a "reply YES" instruction if you're using two-way SMS.
5Publish the workflow
Once published, your core reactivation sequence is live and running.

What happens when someone responds

If a prospect replies to one of your emails or texts, you probably don't want them to continue receiving reminder messages. Build a separate workflow that begins whenever a contact responds. This workflow can:

Remove them from the reactivation campaign
Notify your team that someone has responded
Apply a tag indicating they've re-engaged
Create a task for someone to follow up personally
Move them into your normal intake or consultation process

Best practices

Keep messages warm and supportive, not promotional or aggressive
Personalized communication outperforms generic marketing
Stick to 3–4 touchpoints max, that's enough to gauge interest
Always include a simple, obvious call to action

Common mistakes to avoid

Sending more than 3–4 messages, which starts to feel like spam
Skipping the "last message" framing on your final touchpoint
Leaving responders in the campaign instead of routing them out
Pulling from a poorly tagged list, which sends this to the wrong people

reactivation campaignworkflowsinactive leadsemailSMSfollow-up sequence