End-to-End CRM Automation for a Premium SMP Clinic
How we built a 15-workflow GoHighLevel system that captures, nurtures, and converts leads for a Scalp Micropigmentation clinic across 3 international locations — from first click to loyal patient.
A clinic growing fast, held back by manual processes
Our client is a premium Scalp Micropigmentation (SMP) clinic operating from two established studios in Sweden and expanding to a third location in Mexico. With a growing patient base, increasing ad spend across Instagram, Google, TikTok, and Facebook, and a multi-session treatment model — their team was drowning in manual follow-ups, missed leads, and inconsistent communication.
They needed a system that would handle the entire patient journey automatically: from the moment someone fills out a form on the website, through consultation booking, appointment reminders, post-treatment aftercare, all the way to referral program enrollment — without a single manual step.
Industry
Healthcare / Aesthetics — Scalp Micropigmentation (SMP)
Locations
2 studios in Sweden (Gothenburg & Stockholm) + 1 in Mexico (Playa Del Carmen)
Platform
GoHighLevel CRM with custom landing pages, webhook integrations, and SMTP email
Delivery
Full system design, build, and handover in under 2 weeks
From scattered spreadsheets to a single source of truth
Before We Stepped In
- Leads from website forms went to a shared inbox — no tracking, no assignment, no follow-up sequence
- Consultation bookings were managed manually via phone calls and WhatsApp messages
- No automated reminders — resulting in a high no-show rate
- Post-treatment follow-up depended entirely on the practitioner remembering
- No way to track which ad channel or campaign generated each lead
- Multi-location scheduling caused constant confusion and double-bookings
- Zero revenue forecasting — no pipeline visibility at all
What We Built
- Webhook-powered lead capture that auto-creates contacts with full UTM and source data
- Smart studio routing — leads automatically get location-specific booking links and messaging
- 14-day nurture drip sequence with SMS + email (plain-text first, then branded HTML)
- Automated appointment reminders at 24h and 1h before each consultation
- No-show rescue workflow with rebooking links sent automatically
- Full post-treatment journey: aftercare instructions, session 2 booking, 12-month touchup reminders
- 12-stage pipeline with real-time revenue tracking and conversion metrics
Built on proven, scalable tools
Every tool was chosen for reliability, integration capability, and the client's ability to maintain it independently after handover.
Interactive breakdown of everything we built
Click each tab to explore the different layers of the automation system.
End-to-end patient journey — from ad click to loyal client
Every step is automated. The clinic team only intervenes at the actual consultation and treatment — everything else runs on autopilot.
15 workflows organized into 5 categories
SMP Clinical Pipeline — 12 stages from lead to referral
Each stage transition is triggered automatically by workflow actions — booking confirmation moves to "Booked Consultation", payment moves to "Closed - Paid", and so on.
Multi-location booking system with smart routing
Each location has its own calendar with specific availability slots. The booking page intelligently routes patients to the right calendar based on their preferred studio — no manual coordination needed.
From kickoff to go-live in under 2 weeks
Measurable impact from day one
We went from losing leads in our inbox to having a system that handles everything automatically. Patients get the right message, at the right time, in the right language. We just focus on what we do best — the treatment itself.— Clinic Founder, Premium SMP Clinic
Everything handed over to the client
4 Landing Page Templates
Dark Gold, Light, Luxury, and Clinical themes — each with form, clinic picker, gallery, and booking integration
15 GHL Workflows
Lead capture, nurture drips, appointment reminders, no-show rescue, post-treatment, reactivation, and compliance
Booking Chooser Page
Smart routing via URL parameters — one link works for all locations with automatic redirect
2 Sales Pipelines
SMP Clinical (12 stages) and SMP Training (8 stages) with automated stage transitions
Paste-Kit Documentation
Step-by-step setup guide with every SMS/email pre-written and ready to paste into GHL
GDPR Compliance
Do-not-contact flow, data deletion workflow, consent tracking tags, and opt-out handling
Ready to automate your business?
Whether you run a clinic, agency, or service business — we build CRM automation systems that turn leads into loyal customers on autopilot.