Client Lifecycle — Automation Map
Every workflow connects to the next. Leads flow through the full lifecycle automatically.
OutboundCold Outreach
→
0–5 minSpeed to Lead
→
ConvertBooking
→
ConfirmAppointment
→
RecoveryNo-Show
→
OnboardNew Client
→
ReputationReview Request
→
Win BackReactivation
01 Speed to Lead
Instant response within 60 seconds of form submission. First responder wins 78% of the time.
TriggerNew lead submits form, ad, or chat widget
Instant · 0 secAuto-SMS: "Thanks [Name]! We got your request for [Service]. Quick question…"
+30 secAuto-Email: Welcome + service menu + booking link
+60 secInternal alert to front desk: "New lead — [Name] — [Service Interest]"
DecisionLead replies or books within 10 min?
YES
→ Move to Booking workflow
NO
→ Drip sequence: Day 1, 3, 7 follow-ups
02 Booking Confirmation
Appointment booked → confirm + prep the client before they walk in.
TriggerAppointment booked via calendar link or manual entry
InstantSMS + Email confirmation with date, time, location, parking
ActionAdd to pipeline: "Appointment Booked" stage
+1 hourSend intake form / consent docs / pre-care instructions
ResultClient arrives prepped → smoother visit, higher conversion to treatment
03 Appointment Reminders
Multi-touch reminders that reduce no-shows by up to 40%.
TriggerAppointment exists in calendar (any status)
48 hours beforeSMS: "Reminder — your appointment is in 2 days. Reply C to confirm."
24 hours beforeEmail reminder with pre-care checklist + directions
2 hours beforeFinal SMS: "See you today at [Time]! Reply R to reschedule."
DecisionClient confirms or reschedules?
RESCHED
Send calendar link to rebook
04 No-Show Recovery
Automated win-back sequence when a client misses their appointment.
TriggerAppointment status → No Show (manual or auto-detected)
+30 minSMS: "We missed you today! Life happens — here's a link to rebook."
+24 hoursEmail: Rebook link + limited-time rebooking incentive
+72 hoursFinal SMS follow-up with direct booking link
DecisionRebooks within 7 days?
YES
→ Back to Booking flow
NO
Tag: No Show · Move to Reactivation
05 New Client Onboarding
Post-first-visit nurture to convert one-time visitors into repeat clients.
TriggerFirst appointment completed (status: Showed / Completed)
+1 hourThank you SMS + post-care instructions for treatment received
+24 hoursEmail: "How are you feeling?" check-in + aftercare tips
Day 7Email: Recommended next treatment + membership/package offer
Day 14SMS: "Ready for your next visit? Book now" + calendar link
ResultNew client converts to repeat client → enters Review Request flow
06 Review Request
Automated review collection after every completed appointment.
TriggerAppointment completed (any visit, not just first)
WaitDelay 2–4 hours (let treatment settle)
SMS"How was your visit? Tap to leave a quick review ⭐" → Google link
DecisionReview submitted within 48h?
YES
Tag: Reviewed ✓ · Thank you SMS
NO
Gentle reminder email with review link
07 Lead Reactivation
Win back cold leads and lapsed clients who haven't booked in 60+ days.
TriggerNo activity in 60+ days OR tagged "Cold Lead" / "No Show"
Day 1SMS: "Hey [Name], we haven't seen you in a while! We have a special for you…"
Day 3Email: "We miss you" + seasonal offer or new treatment spotlight
Day 7SMS: Last-chance offer with expiration date + booking link
DecisionEngages or books?
YES
→ Back to Booking flow
NO
Move to long-term nurture (monthly newsletter)
08 Cold Outreach
Outbound prospecting to new audiences — list-based or lookalike campaigns.
SourcePurchased list, event attendees, or referral contacts imported to GHL
Day 1Intro SMS or email: Value-first message (tip, guide, or free consultation offer)
Day 3Follow-up: Social proof (before/after, testimonials, star rating)
Day 7Direct CTA: "Book a free consultation" with calendar link
DecisionResponds or books?
NO
Tag: Cold · Retry in 90 days
Deployment Timeline
Day 1
Discovery call · Service menu mapping · GHL account setup
Day 2–3
Speed to Lead · Booking · Appointment Reminder workflows
Day 4–5
No-Show · New Client · Review Request workflows
Day 6–7
Reactivation · Cold Outreach · Pipeline config
Day 8–10
Testing · Copy review · Staff training · Go live
Available as Add-Ons (Not Included in Base Build)
- Membership / package upsell automation
- Birthday & anniversary campaigns
- Referral program workflow
- Google Ads / Meta Ads integration
- Custom branded mobile app
- Advanced reporting / analytics dashboard
- AI chatbot / conversational booking
- SMS blast campaigns (seasonal promos)