Everything you need to know about FlashFill — how it works, how it integrates, and what it means for your clients and your team.
FlashFill keeps your clinic diary full in two ways. First, it reacts to cancellations — the moment a client cancels, it automatically identifies clients likely to want that slot and notifies them. Second, it scans ahead — reviewing your upcoming schedule on a cadence you set and reaching out to fill quiet slots before they become dead time. Both work the same way: the right clients are notified automatically, they choose whether to book, and confirmed appointments appear in your system with no manual intervention. No phone calls, no waitlist chasing, no extra admin.
Most clinics are up and running within a single session. Once you connect FlashFill to your booking system and configure your preferences — for both cancellation handling and forward scanning — it runs in the background automatically. There's no workflow to change and no training required for your team.
No. FlashFill works alongside whatever you're already doing. Your booking system stays the same, your team works the same way, and your practitioners won't notice any difference — except fewer gaps in their day.
Yes, fully. You decide which slot types, practitioners, and time windows should trigger outreach. If you only want to fill same-day gaps for certain practitioners, you can set that. If you want to exclude certain appointment types, you can do that too. FlashFill works within the rules you define.
No — that's only half of what it does. As well as reacting to cancellations, FlashFill proactively scans your upcoming schedule and fills slots that were never booked in the first place. When it spots an unfilled slot approaching within your lookahead window, it reaches out to relevant clients ahead of time. You can run either mode independently, or both together.
Both are fully configurable. You set the lookahead window — how far into the future FlashFill looks when scanning for unfilled slots — and the scan frequency, which determines how often it checks. A clinic that books week-by-week might scan daily with a 7-day window. One with longer booking cycles might prefer a 14-day window checked every few days. You can adjust either setting at any time.
The first client to confirm gets the slot. Once it's booked, FlashFill automatically stops notifications for that slot. No double-bookings, no confusion.
FlashFill is designed to work alongside the booking systems commonly used by health and wellbeing clinics. We're actively building and expanding integrations during our early partner phase. If you're unsure whether your system is supported, get in touch and we'll confirm.
FlashFill reads cancellation data from your booking system and sends notifications. When a client books, that appointment is created in your system as normal. FlashFill doesn't alter your settings, restructure your diary, or touch anything it doesn't need to.
Nothing. FlashFill detects the cancellation and handles the outreach automatically. Your front-of-house team doesn't need to intervene unless they want to — they can monitor what's happening from the dashboard, but the process runs without them.
FlashFill can work alongside it, or replace it entirely — your choice. Many clinics find that once FlashFill is running, the manual process becomes unnecessary. But if you have specific cases you want to handle manually, you can exclude those from FlashFill's rules.
FlashFill uses signals from your existing booking data — such as appointment history, treatment type, preferred practitioner and future bookings — to identify clients most likely to want the available slot. You stay in control of the logic: you can set limits on how often any individual client is contacted and what types of slots they're notified about.
This is something we've thought hard about. FlashFill is built around the principle of respectful, relevant outreach. Clients only receive notifications for slot types they've previously booked, and you can set limits on contact frequency. The message is clear, relevant, and easy to ignore if the timing doesn't work for them.
FlashFill is designed to operate within your existing communication permissions. Clients who have opted in to appointment-related communications from your clinic can be notified. We recommend reviewing your current consent and privacy notices with your data protection lead if you're unsure — we're happy to advise on how other clinics have approached this.
Yes. Any client can opt out at any time, and FlashFill will respect that preference immediately. Opt-out handling is built into the notification flow.
Yes. FlashFill is built with the data security standards expected for healthcare adjacent software. We do not sell or share client data, and access to your clinic's data is strictly controlled. Full details are available in our data processing agreement, provided to all clinic partners.
Practitioners see their confirmed appointments as normal — there's no change to how the diary looks to them. Clinic managers and owners can access reporting that shows how slots were filled, but the notification process itself stays in the background.
Pricing is being finalised with input from our early clinic partners. We're committed to a model that's straightforward and proportionate to the value FlashFill delivers — not a flat fee that penalises smaller clinics. We'll share full pricing details ahead of general launch.
We're working closely with a small group of clinics to shape FlashFill before it launches publicly. Early partners get:
In return, we ask for honest feedback and a willingness to share what's working (and what isn't).
None at all. Registering for early access means we'll keep you informed and, if you're interested, invite you into the partner programme. There's no contract, no payment required, and no pressure to commit.
We're targeting a broader launch later this year. Early partner clinics will have access before that, and their feedback is directly shaping the timeline and final product.
Still have a question? We're happy to talk it through. FlashFill is an early-stage product and we're genuinely interested in hearing from clinics — whether you're ready to get started or just curious about how it works.
