How xway works, in practice

Problem

25% no-show rate. The assistant spent 3h/day on the phone for confirmations, reschedules, and follow-up. Old patients weren't returning for check-ups.

Solution

Online booking 24/7 + auto SMS and WhatsApp reminders 24h and 2h before + post-visit review request + 6-month reactivation sequence + auto-activated waitlist on cancellations.

Result

• No-show: 25% → 8%
• Assistant: 3h/day → 30 min/day (12h/week recovered)
• Google reviews: 12 → 87 in 4 months
• Recurring patients: +18% return for check-ups

Problem

Leads from 3 channels (site form, LinkedIn DMs, email referrals) were getting lost between inboxes. Average response: 4 hours. A few clients confirmed-lost from delays.

Solution

Unified lead capture → AI classification (hot/warm/cold + ICP profile match) → routing to the responsible account manager's Slack channel + WhatsApp ping on „hot".

Result

• Average response: 4h → 8 min
• Zero „forgotten" leads in 6 months
• Hot lead conversion: +35%
• Managers stop checking 5 inboxes daily

Problem

Patients came once (preventive consult, vaccine, specific issue) and never returned the following year. No reminder for annual check-up.

Solution

12-month reactivation sequence from last visit: soft email → SMS at 30 days → final SMS with priority slot offer at 60 days. All signed with the doctor's name.

Result

• Recurring patients: +18% return for annual check-up
• Monthly revenue: +1,400 RON average from reactivation
• Setup and maintenance: zero monthly human effort

Problem

Site chat only answered Mon-Fri 9-17. Lost weekend orders due to questions like „is this still in stock?" or „do you ship to Cluj?". Approximately 8-12% post-chat drop-off without response.

Solution

24/7 AI agent connected to live stock + shipping policies + return policies. Human hand-off for complex questions (customizations, large orders) with WhatsApp ping.

Result

• Weekend conversion: +22%
• Agent-handled questions: ~85% complete, ~15% hand-off
• Organic referrals: +6 reviews mentioning „fast response"

Problem

Discovery calls on Calendly with no structured pre-call and no post-call follow-up. Many „go silent" after the first conversation. No clear path from first call to proposal.

Solution

Pre-call form with auto-classification (industry, ARR, decision maker) → pre-call email with relevant materials + post-call automated email with discussion summary + follow-up reminder at 7 / 14 / 30 days.

Result

• Proposals sent: +40% in first 14 days
• Discovery → proposal conversion: 35% → 58%
• Founder saves ~6h/week on post-call admin