Configure Automated Recall and Follow-Up Sequences in Weave

Open a browser → go to app.getweave.com → log in with your practice credentials. If you only have the phone app, ask your office manager for web portal access — you need the desktop version for automation setup.

What you should see: The Weave dashboard showing your practice name, phone system status, and a left-side navigation menu.

Troubleshooting: If you don't see an Automations menu item, your Weave plan may not include it. Contact Weave support to confirm your plan includes messaging automation.

In the left-side navigation, look for Automations, Campaigns, or Text Marketing (the exact label varies by Weave version). Click it to see existing automations and create new ones.

What you should see: A list of any existing automated messages (appointment reminders may already be set up), and a button to create new ones.

Click Create Automation → select Recall or Reactivation as the trigger type. Configure:

1. Trigger: Patient is X months past their last hygiene appointment (set to 6 months for standard recall, or 3 months for perio patients)
2. Message: Type your recall message. Example: "Hi [Patient First Name], it's time for your cleaning at [Practice Name]! Call us at [phone] or reply BOOK to schedule. 😊"
3. Timing: Set to send at 10am on weekdays (avoids early morning or late-night texts)
4. Schedule: Click Save and Activate

What you should see: The automation appears in your list with a green "Active" status.

Click Create Automation → look for a trigger based on procedure type or appointment type. Configure:

1. Trigger: Patient had appointment type "Oral Surgery" or "Extraction" (whatever your PMS uses to label these)
2. Send time: 24 hours after the appointment end time
3. Message: "Hi [Patient First Name], just checking in after your procedure yesterday — hope you're feeling okay! Call us at [phone] if you have questions or anything concerns you. We're here to help."
4. Click Save and Activate

What you should see: The post-op automation is active and will fire for any qualifying appointment the following day.

Check the Sent Messages log in Weave to confirm the automations are running correctly. Look for recall messages that went out to patients matching your criteria.