Case Study
I built a portfolio automation system for a med spa consultation funnel that captures new leads, routes them to a booking calendar, updates the CRM, notifies staff, and follows up when a lead does not book.
System path
Form submitted
Calendar booking
CRM update
Staff notified
Follow-up branch
Business problem
Med spas can lose potential bookings when website leads submit interest but do not receive fast follow-up, do not book a consultation, or are not tracked clearly inside the CRM. A form submission alone does not guarantee a booked consultation. The business needs a connected system that captures the lead, guides them to the next step, alerts staff, updates the pipeline, and follows up when booking does not happen.
Automation goal
The goal was to design a simple consultation flow that connects inquiry, follow-up, booking, and CRM tracking. The system needed to reduce manual lead handling, make status visible, and give non-booked leads another chance to convert.
System I built
Each part is simple on its own, but the value comes from making the handoff between form, calendar, workflow, and CRM visible.
Captures treatment interest, contact details, urgency, and consent so the CRM has enough context for follow-up.
Moves the lead from inquiry to scheduling by sending form submissions straight to the consultation calendar.
Sends immediate email/SMS follow-up and alerts staff while the lead is still warm.
Detects booked consultations, updates tags, moves the opportunity, and notifies staff.
Follows up with leads who submitted interest but did not schedule, then flags remaining leads for manual review.
Keeps consultation status visible so staff can see where each lead sits in the funnel.
Workflow breakdown
The automation is organized around the business moments that matter: new lead, booked appointment, and no-booking recovery.
Trigger
Med spa consultation form submitted
Actions
Trigger
Consultation appointment booked
Actions
Trigger
Lead has no-booking tag
Actions
Build proof
The screenshots support the system story: setup, lead path, workflows, CRM movement, and QA evidence.
The workflow cards explain the system logic; the screenshots below provide build proof and QA evidence.
What this proves
The workflow list shows the three connected automations used for speed-to-lead, booking status updates, and no-booking recovery.
Why it matters
It confirms the build is not a single isolated workflow; the system has connected parts that can be tracked together.
What this proves
The lead starts on a consultation page, submits a form, and is redirected to the booking calendar.
Why it matters
It proves the customer-facing step connects back to CRM status instead of staying as a disconnected form or calendar.
What this proves
The workflows handle immediate follow-up, urgency tagging, booking status updates, and no-booking recovery.
Why it matters
It shows the actual CRM branching, waits, tags, and notifications behind the plain-language workflow breakdown.
Read this set as implementation proof. The workflow breakdown above explains the logic in plain language.
Secondary proof
Secondary proof
What this proves
QA testing used a sample contact named Ava to confirm that contact records, tags, activity, and pipeline status updated correctly.
Why it matters
It shows the sample record, activity trail, and pipeline movement used to QA the system without claiming live results.
QA testing summary
QA tested using a sample contact record. The test confirmed that the form submission created the lead record, applied the correct tags, triggered speed-to-lead follow-up, redirected the user to the booking calendar, detected booked consultation status, and moved the opportunity to the correct CRM pipeline stage.
Business impact
This system is designed to reduce the gap between inquiry and response, make booking status visible to staff, and give non-booked leads structured follow-up instead of relying on manual tracking. Since this is a portfolio build, I am not claiming live client revenue or conversion results.
Next improvements
The core flow is intentionally simple. These additions would make it stronger for a live med spa account.
Build something similar
I can review your current follow-up process and identify where leads are slowing down, getting lost, or going untracked.