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💆 GoHighLevel snapshot · Med Spas & Aesthetics

Med Spa 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 Complimentary Consultation 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 med spa

Sales Pipeline

Every new inquiry from first touch to signed job.

New LeadContactedConsult BookedConsult CompletedTreatment Plan SentWonLostLong-Term Nurture

Customer Journey

Delivery, feedback, reviews and referrals after the sale.

Treatment ScheduledTreatment Series 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.

Med Spa fields included

  • New or Returning Patient (New patient, Returning patient)
  • Preferred Appointment Time (Weekday morning, Weekday afternoon, Weekday evening, Saturday)
  • Preferred Provider
  • Last Treatment Date
  • Rebooking Interval (4 weeks, 6 weeks, 8 weeks, 3 months, 6 months)
  • Membership Status (Not a member, Active member, Paused, Cancelled)
  • Photo Consent on File (Clinical photos only, Clinical + marketing use, Declined, Not yet asked)

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 consultation inquiries right away and follows up for a week, without asking for medical details.

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 set you up with lead offer. Book a time here: booking link or reply with a good time to call. Reply STOP to opt out.
02 · Missed Call → Instant Text-Back

Texts back callers the front desk couldn't answer while with a patient.

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 a consultation: booking link 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 consultations and treatments and asks patients to arrive early for intake.

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 visit with business name is set for start time. Need to change it? reschedule link
05 · No-Show → Reschedule Recovery

Gently rebooks patients who missed their appointment.

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 consult and reminds staff to send the personalized plan.

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! We'll send your personalized plan and pricing shortly. Questions? Just reply or call business phone.
07 · Proposal Sent → Follow-Up Sequence

Follows up on treatment plans with answers about series, packages and financing, and moves medical questions to a call.

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, did you get a chance to review the plan we sent from business name? Happy to answer questions by phone. Just reply with a good time to call.
08 · Deal Won → Welcome + Customer Journey

Welcomes new patients, points them to secure intake forms and explains photo consent.

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 excited to see you. Our team will confirm your appointment details shortly. Save this number for scheduling questions.
09 · Deal Lost → 30/60/90-Day Nurture

Keeps in gentle touch with patients who didn't book after their consult.

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 experience with the team, without collecting medical 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 leave a Google review and alerts the 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 satisfied patients to refer friends, with a promise never to share their visit details.

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 has been curious about visiting us, send them our way and we'll thank you with 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 reach out to the new inquiry.

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

Welcomes back lapsed patients with a returning-patient offer.

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 and we'd love to see you again. Would you like us to send a few open times? Reply STOP to opt out.
15 · Invoice Sent → Payment Reminders

Sends discreet reminders on unpaid 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 for their payment 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-month credit toward any treatment or skincare.

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 manager when a consult 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

Reminds patients to rebook at the interval their provider recommended, without naming the treatment.

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 med spa: The patient is due to rebook based on the interval their provider recommended: commonly about 3 months for neurotoxin, 4-6 weeks for facials and peels, 4-8 weeks between laser hair sessions, and 6-12 months for many fillers. Set the Rebooking Interval and Next Service Due fields after each visit and add the 'service due' tag. Messages stay generic and never name the treatment.

Sample text message:
Hi first name, it's business name. Based on your last visit, it's about time to schedule your next appointment. Book now for service due offer: booking link Reply STOP to opt out.
20 · Seasonal Promo Campaign

Runs a seasonal offer such as a fall laser hair removal package.

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 med spa: Laser hair removal season offer, sent in September through November when many patients start a series. Swap the Seasonal Offer value for a pre-holiday skin campaign in November and December or a spring skin refresh in March and April.

Sample text message:
Hi first name, business name here. For a limited time: seasonal offer. Want details? Reply YES or book a consult: booking link Reply STOP to opt out.
21 · VIP Membership Enrollment

Invites returning patients into a monthly membership with credits, member pricing and priority booking.

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 med spa: Invites returning patients (ideally 2+ visits) into a monthly membership with credits, member pricing and priority booking. Run it quarterly and after a patient's second or third visit. It's the most valuable campaign for a med spa because memberships turn occasional visits into predictable monthly revenue and keep patients rebooking on schedule.

Sample text message:
Hi first name, as one of our valued patients, you're invited to join the business name membership: member pricing, a monthly credit toward visits and skincare, and priority booking. Want details? 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 med spa 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.