Our client is a well-known medical aesthetics clinic operating across multiple locations in the USA. They offer premium services like Botox, HydraFacials, Laser Hair Removal, and other high-value treatments. They thought they were doing all the right things — running ads, offering seasonal promos, and getting daily inquiries. Despite all the traffic and inquiries, their internal systems couldn’t keep up with their growth. They started to come across some problems.
Despite a strong brand and local demand, they were leaking revenue.
At the time of onboarding, each location handled leads differently. Facebook and Google ad inquiries were isolated in inboxes, while walk-ins and phone calls were recorded manually. Not having a unified CRM meant no one could see the entire lead volume, follow-up progress, or conversions across locations. Most leads were either missed or responded to late.
The front desk handled each booking individually. Staff called or texted leads one by one to confirm or reschedule. There were no workflows for reminders, no automatic confirmations, and no way to track missed appointments. This led to frequent no-shows and burned staff time that could have been spent on in-clinic care.
There was no structured re-engagement plan if a lead didn’t convert after the first contact. That’s why the clinic constantly relied on new leads to drive revenue, while hundreds of potential bookings from the past were sitting idle in unread spreadsheets and unreturned messages.
The business regularly ran seasonal offers and grand opening discounts, but these campaigns weren’t backed by proper funnels or performance tracking. Leads who expressed interest weren’t tagged based on campaign activity, and there was no clear picture of which promotions were profitable. The clinic kept repeating offers but couldn’t tie them to actual revenue.
Management couldn’t track the total value of leads in the pipeline or view revenue generated per treatment, location, or source. With multiple teams involved, there was no centralized dashboard to view progress or performance across branches. This made it hard for the leadership team to make fast, informed decisions or scale up campaigns that were working.
Despite a high level of client satisfaction, the clinic wasn’t actively collecting or managing Google reviews. No automated prompts were sent post-appointment, and no one followed up manually. Positive experiences went undocumented, and the business missed a major opportunity to build social proof in a highly competitive market.
We created a central pipeline system inside Go High Level that captured leads from every source — including ads, web forms, calls, and social media. Each lead was tagged by source and location, and automatically routed into its relevant funnel. Now, staff across all locations could view and act on every opportunity in one place, without delays or duplication.
We designed service-specific forms for Botox, HydraFacials, IV drips, and more. These forms triggered a workflow the moment a lead submitted them. Depending on the form used, the system would route the lead into the right treatment funnel, assign tags, log the time of submission, and start the appointment booking sequence.
We built appointment workflows that varied based on the service and lead type. As soon as a booking request was submitted, the system automatically sent out confirmation messages by SMS and email. Reminders were timed at intervals leading up to the appointment — 7 days, 3 days, and 24 hours prior. If a client didn’t confirm, the system updated their pipeline status so staff knew who needed manual attention.
We developed a custom follow-up structure for leads who didn’t book right away. Each unconverted lead was placed into a nurture sequence that sent pre-written SMS and email templates over a defined timeline. These messages were designed to appear personal and relevant, increasing the chance of a response. If the lead replied or booked, the system paused the sequence and updated the lead status.
We set up dedicated campaign funnels for each promotion. Each funnel had its own lead capture, automation, and follow-up logic. Now, the clinic could run a campaign like “$99 HydraFacial Special” and track the leads entered and booked, and how much revenue was generated, all within Go High Level.
After each appointment, the system automatically sent a personalized SMS requesting a Google review. If a client didn’t respond within 24 hours, a polite follow-up was sent. This increased the clinic’s review count across all locations without requiring staff to remember or manually message anyone.
We linked both Facebook and Google Ads accounts directly into Go High Level. Leads from ads now landed straight into their respective pipelines, complete with source tagging and time stamps. This allowed the business to track revenue attribution back to specific campaigns and ad sets, helping them focus ad spend where it mattered most.
We built a live dashboard inside the CRM that displayed lead count, opportunity value, appointment progress, conversion rates, and revenue per pipeline stage. This gave the leadership team a clear snapshot of performance across all locations and helped them identify trends and gaps without chasing reports.
Over $3.1M in pipeline value created through automated outreach and inbound lead management.
Automation workflows successfully booked nearly half a million dollars’ worth of consultations without manual intervention.Â
A critical win was the reactivation of more than 400 previously dormant leads. Through campaigns delivered via SMS, email & calls
Baseline conversion of 7.88%, showing strong early funnel performance.
Thousands of interactions handled automatically across multiple channels.
Full rollout across every clinic branch, ensuring consistency and scalability.
Managing calls, forms, campaigns, and appointments in different places creates delays and errors. With everything running in one place, your operations stay smooth and your staff can focus on clients.
Book a call today. Let’s build your all-in-one system.