One Big Media CompanyOBMC SnapshotsPremium GoHighLevel systems
🦷 GoHighLevel snapshot · Dental Practices

Dental snapshot walkthrough

A guided tour of every pipeline, form and automation, with the actual messages your client’s customers will receive.

OverviewSetup guideWalkthroughMini-coursePDF guide ↓
1 · The big picture

How a lead flows through the system

  1. Capture: the quote form, a missed call or an imported list starts a workflow.
  2. Respond in seconds: SMS and email go out instantly and the team gets an alert.
  3. Book: the New Patient Visit calendar confirms and reminds automatically.
  4. Close: estimates and proposals get a 13-day follow-up so nothing slips.
  5. Deliver and delight: the Customer Journey pipeline handles feedback, reviews and referrals.
  6. Reactivate: past customers come back through service-due, seasonal and niche campaigns.
  Dashboard
Dashboard
2 · Pipelines

Three pipelines, named for dental

Sales Pipeline

Every new inquiry from first touch to signed job.

New LeadContactedNew Patient Visit BookedExam CompletedTreatment Plan PresentedWonLostLong-Term Nurture

Customer Journey

Delivery, feedback, reviews and referrals after the sale.

Treatment ScheduledTreatment In ProgressTreatment CompletedFeedback Requested5-Star ReviewedReferral Partner

Reactivation

Turns your old list into booked work with the reactivation campaign.

Campaign SentReplied - InterestedBookedNot Interested
  Opportunities → Pipelines
Opportunities → Pipelines
3 · Forms & fields

Capture the right details the first time

01 · Request a Quote / Booking Request

Main lead form for the website, funnels, ads and QR codes. Starts workflow 01.

02 · Customer Feedback

Private 1-5 rating. Happy customers get the review link; unhappy ones trigger service recovery.

03 · Refer a Friend

Captures referrals and alerts the team to call the new lead the same day.

Dental fields included

  • New or Returning Patient (New patient, Returning patient)
  • Has Dental Insurance (Yes, No, Not sure)
  • Insurance Carrier
  • Preferred Appointment Time (Early morning, Late morning, Lunchtime, Afternoon, After school)
  • Recall Interval (3 months, 4 months, 6 months, 12 months)
  • Unscheduled Treatment Value
  • Family Members to Schedule

Plus 13 core fields: timeline, budget, preferred contact method, feedback rating, referral details and service dates.

  Sites → Forms
Sites → Forms
4 · Automations

All 21 workflows, step by step

Open any workflow to see its trigger, every step and a sample message. Each one is installed and fully written.

01 · New Lead → Speed-to-Lead + 7-Day Follow-Up

Responds to new patient requests right away and follows up for a week until the first visit is booked.

Trigger

Form 01 submitted, or tag 'start lead nurture' added

Steps
  1. Tag new lead
  2. Create opportunity in Sales Pipeline → New Lead
  3. Instant SMS reply with booking link
  4. Instant email: what happens next
  5. Text + email alert to the team
  6. Day 1 SMS follow-up
  7. Day 2 email: why customers choose you
  8. Day 4 SMS: quick question
  9. Day 7 email: close the loop
  10. Move to Long-Term Nurture

Stops when the lead replies

Sample text message:
Hi first name, it's business name. Thanks for reaching out! We'd love to schedule lead offer. Book here: booking link or reply with a good time to call. Reply STOP to opt out.
02 · Missed Call → Instant Text-Back

Texts back missed callers and asks anyone in pain to call back right away.

Trigger

Inbound call is busy, no-answer or voicemail

Steps
  1. Text-back within seconds
  2. Create opportunity → New Lead (source: missed call)
  3. Text alert to the team

Runs every time

Sample text message:
Hi, this is business name. Sorry we missed your call, we're with a patient. How can we help? Reply here or book online: booking link In pain? Call us back and say so. Reply STOP to opt out.
03 · Customer Replied → Hot Lead Alert

Alerts the front desk as soon as a patient replies.

Trigger

Customer replies (SMS, email, chat)

Steps
  1. Tag hot lead
  2. Text the team the reply so nobody waits

Runs every time

04 · Appointment Booked → Confirm + Reminders

Confirms appointments and reminds patients to bring insurance cards and complete secure forms.

Trigger

Customer books on the calendar

Steps
  1. Tag appointment booked
  2. Move deal → Appointment Booked
  3. Confirmation SMS + email with reschedule link
  4. Team alert
  5. 24-hour reminder SMS
  6. 2-hour reminder SMS

Runs for every booking

Sample text message:
You're confirmed, first name! Your appointment at business name is start time. Need to change it? reschedule link
05 · No-Show → Reschedule Recovery

Gently rebooks patients who missed their appointment so the chair time isn't lost for good.

Trigger

Appointment status changes to No-show

Steps
  1. Tag no-show
  2. Sorry-we-missed-you SMS + email with booking link
  3. Team alert
  4. Day 1 rebook SMS
  5. Day 3 final SMS

Stops when they reply

Sample text message:
Hi first name, we missed you today at business name. We hope everything's okay! Would you like to pick a new time? booking link
06 · Appointment Completed → Proposal Prep

Thanks the patient after their exam and reminds the team to send the treatment estimate.

Trigger

Appointment status changes to Showed

Steps
  1. Move deal → Appointment Completed
  2. Thank-you SMS
  3. Team alert: send the proposal within 24 hours

Runs every time

Sample text message:
Thank you for visiting business name today, first name! If the dentist recommended next steps, we'll send your treatment estimate shortly. Questions? Call business phone.
07 · Proposal Sent → Follow-Up Sequence

Follows up on unscheduled treatment with insurance, phasing and payment answers, keeping clinical questions to the phone.

Trigger

Deal moves to Proposal Sent

Steps
  1. Day 1 SMS check-in
  2. Day 3 email: questions?
  3. Day 6 SMS: hold your spot
  4. Day 13 final email
  5. Team alert if still no answer

Stops when they reply

Sample text message:
Hi first name, it's business name. Do you have any questions about the treatment plan we reviewed at your visit? We're happy to help you find a time. Just reply or call us.
08 · Deal Won → Welcome + Customer Journey

Welcomes new patients and points them to secure forms and insurance check.

Trigger

Deal moves to Won

Steps
  1. Tag customer, remove lead tags
  2. Create Customer Journey deal → Scheduled
  3. Welcome SMS
  4. Welcome email: what happens next
  5. Team alert

Runs every time

Sample text message:
Welcome to business name, first name! We're glad to have you as a patient. Save this number for scheduling questions. For emergencies, call business phone.
09 · Deal Lost → 30/60/90-Day Nurture

Keeps in gentle touch with patients who didn't schedule their first visit.

Trigger

Deal moves to Lost

Steps
  1. Tag lost
  2. Day 30 check-in email
  3. Day 60 SMS
  4. Day 90 email with comeback offer
  5. Move to Long-Term Nurture

Stops when they reply

10 · Job Completed → Feedback Request

Asks patients about their visit experience, without collecting health details.

Trigger

Customer Journey deal moves to Completed

Steps
  1. Move → Feedback Requested
  2. Tag review requested
  3. SMS + email asking for a private rating
  4. Day 2 reminder SMS

Runs every time

Sample text message:
Hi first name, thank you for visiting business name! How was your experience with our team? It takes 20 seconds: feedback link Reply STOP to opt out.
11 · Feedback Submitted → Review Ask or Service Recovery

Invites happy patients to Google and alerts the office manager to any concern.

Trigger

Form 02 submitted

Steps
  1. If rating is 4-5: tag promoter, send Google review link, move → 5-Star Reviewed
  2. If rating is 1-3: tag detractor, apology message, urgent team alert to fix it privately

Runs every time

12 · Happy Customer → Referral Request

Invites patients to refer friends and family, with a charitable thank-you instead of a cash reward.

Trigger

Tag promoter added

Steps
  1. Wait 3 days
  2. Referral SMS with reward
  3. Referral email with reward

Once per contact

Sample text message:
Hi first name, thank you for the kind words! If a friend or family member is looking for a dentist, we'd love to meet them. As thanks, we'll make referral reward: referral link Reply STOP to opt out.
13 · Referral Received → Thank You + Team Alert

Thanks the referring patient and alerts the team to contact the new patient.

Trigger

Form 03 submitted

Steps
  1. Move referrer → Referral Partner
  2. Tag referral partner
  3. Thank-you SMS
  4. Team alert with the friend's name and phone

Runs every time

14 · Database Reactivation Campaign

Invites patients who haven't been seen in 18+ months back for a cleaning and checkup.

Trigger

Tag 'start reactivation' added (bulk-tag an imported list)

Steps
  1. Create Reactivation deal → Campaign Sent
  2. SMS 1: still looking for help?
  3. Day 2 SMS: past-customer offer
  4. Day 5 email offer
  5. Day 10 last-call SMS
  6. Remove the campaign tag

Stops when they reply

Sample text message:
Hi first name, it's business name. It's been a while since your last visit and we'd love to see you. Would you like a few open times for a cleaning and checkup? Reply STOP to opt out.
15 · Invoice Sent → Payment Reminders

Sends discreet reminders on patient balances.

Trigger

Invoice sent

Steps
  1. Wait 3 days
  2. Friendly SMS reminder
  3. Day 6 email reminder
  4. Day 10 team alert for a personal call

Payments workflow (16) stops it when the invoice is paid

16 · Payment Received → Thank You

Thanks the patient and clears the past-due tag.

Trigger

Payment received

Steps
  1. Tag customer, remove past-due tag
  2. Thank-you SMS
  3. Team alert

Runs every time

17 · Birthday → Gift Offer

Sends a birthday message with a small gift at their next visit.

Trigger

Contact's birthday (date of birth on file)

Steps
  1. Birthday SMS with gift offer
  2. Birthday email

Yearly

18 · Stale Deal Alert (7 Days No Movement)

Alerts the treatment coordinator when a new patient or plan hasn't moved in a week.

Trigger

Sales Pipeline deal idle 7+ days

Steps
  1. Text + email alert to the team

Runs every time

19 · Service Due → Rebook Reminder

Sends hygiene recall reminders when patients are due for their cleaning and checkup.

Trigger

Tag 'service due' added

Steps
  1. Service-due SMS with offer
  2. Day 3 email
  3. Day 7 final SMS
  4. Remove the tag

Stops when they reply

In dental: Hygiene recall: the patient is due for their next cleaning and checkup, usually every 6 months (or 3-4 months for periodontal maintenance). Set Recall Interval and Next Service Due after each hygiene visit and add the 'service due' tag, or tag patients from your practice management system's recall report each week.

Sample text message:
Hi first name, it's business name. You're due for your next cleaning and checkup. Book now for service due offer: booking link Reply STOP to opt out.
20 · Seasonal Promo Campaign

Runs a back-to-school family checkup campaign to fill after-school times.

Trigger

Tag 'seasonal promo' added

Steps
  1. Offer SMS
  2. Day 2 email
  3. Day 5 last-call SMS
  4. Remove the tag

Stops when they reply

In dental: Back-to-school checkup campaign, sent in late July and August to fill after-school times. Swap the Seasonal Offer for a spring whitening or pre-wedding cosmetic campaign in March to May.

Sample text message:
Hi first name, business name here. School's almost back! We're offering seasonal offer. Want a time? Reply YES or book: booking link Reply STOP to opt out.
21 · Use-It-or-Lose-It: Year-End Insurance Benefits

Reminds insured patients that benefits may reset January 1 and prompts them to schedule hygiene and unscheduled treatment.

Trigger

Tag 'niche campaign' added

Steps
  1. Niche SMS
  2. Day 2 email
  3. Day 5 follow-up SMS
  4. Remove the tag

Stops when they reply

In dental: Year-end insurance benefits campaign that reminds insured patients their plan may reset on January 1, prompting them to schedule hygiene visits and unscheduled treatment. Run it from early October through mid-December. It's usually the most valuable dental campaign because it fills the year-end schedule with both hygiene and treatment that patients have already been told they need.

Sample text message:
Hi first name, it's business name. Many dental plans reset on January 1, and unused benefits often don't roll over. Want us to check your remaining benefits and find a time before year-end? Reply YES. Reply STOP to opt out.
  Workflow 01 · Speed-to-Lead
Workflow 01 · Speed-to-Lead
Workflow 01 in the builder
  Workflow 14 · Reactivation
Workflow 14 · Reactivation
Workflow 14 · reactivation campaign

Launch your next dental client this week

One-time $397. Includes the snapshot, both PDFs, the walkthrough and the mini-course. Or get all 20 niches for $1,997.