Integration · Square Appointments
Recupra + Square Appointments: a cancelled booking becomes a paid one.
Square Appointments is where a lot of wellness practices already take bookings and payments. Recupra connects through Square's own authorize screen, reads the same bookable times Square offers online, and calls the right client when a booking falls through.
No call. No credit card. Plug-and-play setup in 5 minutes.
The integration
How Recupra works with Square Appointments
Square Appointments is a booking calendar built into Square's payments platform. Practices that started on Square for card payments often run their whole schedule there: services, team members, locations, and customer records in one place.
Square publishes a real availability search, so Recupra offers only times Square would accept. Two details shape the integration. Availability answers only for locations enabled for bookings, and Square does not let an outside system set a booking's status, so Recupra records a confirmation in the seller note, which the customer never sees.
What frees a slot in Square Appointments
- Cancelled by clinic
- Cancelled by patient
- Declined (optional)
- No-show (optional)
A status without a label triggers a recovery call by default. The ones marked optional stay off until you turn them on.
Square Appointments at a glance
- Who runs it
- Massage, acupuncture, and solo wellness practices that already take payments on Square
- Open times
- Read from the vendor's open-slot API
- Cancellation reaches us
- Daily sweep, up to 24 hours
- Authentication
- OAuth 2.0 authorization code
The arithmetic
In a one-room practice, the empty hour is the whole margin
Most Square Appointments practices sell a single service per hour from one room. There is no other provider to absorb a cancellation, so the hour simply goes unpaid.
- Typical appointment
- 60 to 90 minutes, one client, one room
- What the practice pays either way
- Rent, the room, and the practitioner's time
- When cancellations arrive
- Often during another client's session
- What refilling the hour takes
- A call nobody has time to make
So the useful number is your weekly cancellations times your price per session. The pricing page sets Recupra's cost against the bookings it recovers, not against seats.
Side by side
Square holds a waitlist. Recupra works it by phone.
What Square does on its own
Square Appointments has a waitlist for Plus and Premium subscribers. It needs an online booking site, and Square can notify waitlisted clients when a cancellation or reschedule opens a time, though never more than once in six hours.
It also sends booking notifications and reminders by text, email, or both, with confirmation requests on the eligible plans.
What Recupra adds
A notification gives the opening to whoever sees it first. Recupra calls the client who fits it, one at a time, and works down the list when someone declines.
It needs no online booking site to do that. Recupra reads Square's availability through the API, so a practice that books every client by hand gets the same outreach.
Source: Square Support, 'Set up and manage your appointments waitlist'
Vocabulary
Recupra speaks Square Appointments
Your agent uses the words your staff already use, so nothing on a call sounds translated.
- Customer → Patient
- The agent says client or patient, whichever your practice uses.
- Team member → Provider
- Only bookable team members are offered on a call.
- Service → Appointment type
- Read from your Square catalog, so every offer has a real duration.
- Seller note → Appointment note
- Hidden from the customer, so Recupra's notes stay internal.
Setup
Connecting Square Appointments takes one sitting
- 01
Click connect and authorize
Recupra sends you to Square's own authorize screen. You approve access there and Square hands Recupra a token, so no password is typed into a Recupra form.
- 02
Enable bookings for your locations
Square answers availability only for locations enabled for bookings and team members marked bookable. Check both before the first call goes out.
- 03
Choose which cancellations count
Cancelled by clinic and Cancelled by patient both trigger a backfill by default. Declined and No-show are offered and stay off until you turn them on.
On the phone
Filling a massage hour the same afternoon
A client cancels a 4pm session at lunchtime. The practitioner is with another client, and Recupra makes the call.
- Agent
Hi, this is the studio. A four o'clock opened up today for a sixty-minute session, and you had asked for something this week. Would that work?
- Client
Four is tight. Is there anything a bit later?
- Agent
Not today, but there is Thursday at five thirty with the same therapist. Shall I book that?
- Agent
Thursday at five thirty is booked. You will get the usual confirmation from Square.
The agents
Every agent runs on Square Appointments
The roster does not change per EHR. Whichever system you run, you choose which of these to turn on.
Waitlist Agent
A slot frees up and the agent calls the best-matched patient from your list, then books them in.
No-Show Agent
A patient misses a visit and the agent calls inside your window, finds out why, and reschedules.
Reminder Agent
Upcoming visits are confirmed on the channel each patient answers, so the miss surfaces early.
Intake Agent
A new inquiry gets a call back in minutes, qualified and booked into a real opening.
Follow-Up Agent
A patient who leaves without the next visit in their plan booked is called while the plan is still open.
Reactivation Agent
Dormant patients get a warm check-in calibrated to their care history, not a sales pitch.
Admin Agent
Reschedules, hours, and routine questions are resolved on the inbound line without staff.
The platform
Outcome-based, HIPAA-compliant, no migration
Recupra runs a diagnostic on your real clinic data, shows where revenue is leaking in dollars, and lets you activate the agents you want, paying only when they recover real revenue. See the outcome-based pricing, read how it works, or compare every EHR integration.
Square Appointments stays the system of record. Recupra never migrates your data.
Square Appointments FAQ
Frequently asked questions
How do I connect Square Appointments to Recupra?
You click connect and approve Recupra on Square's own authorize screen. Square uses an OAuth authorization-code flow, so no API key or password is typed into a form.
Do I need Square's online booking site?
No. Recupra reads availability through Square's API. Your locations do need to be enabled for bookings, and Cancelled by patient only appears where clients can cancel online.
Can Recupra confirm a Square booking?
Square does not let an outside system change a booking's status, so Recupra writes the confirmation into the seller note, which your team can see and the client cannot.
See what Recupra recovers on Square Appointments.
Connect your EHR and Recupra shows you exactly where revenue is leaking, on your real data. No call, no credit card.