MedSpa Agency · US
A US med spa agency turning ad clicks into booked appointments on WhatsApp.
WhatsApp Lead Intake & Follow-Up Automation
Applied Solution is a med spa marketing agency in the United States. They run paid acquisition for aesthetic clinics, which means enquiries arrive in bursts from Meta ad campaigns and website forms at whatever hour the ad happens to be seen.
The brief was specific: handle lead intake automatically over WhatsApp, and do it in a way that respects what each spa actually offers rather than asking everybody the same generic questions.
The problem
An enquiry is only worth what happens in the next few minutes.
Aesthetic treatment is a considered purchase made on impulse. Somebody sees an ad, taps through, and asks a question. What happens next decides whether that becomes a booking or a lead that goes quiet.
Doing that well by hand means someone has to be available to answer, know which treatments that particular spa provides, ask the right qualifying questions, check the calendar and offer a real slot. Applied Solution wanted that whole sequence to happen on its own, on the channel the client already had open.
What we built
A WhatsApp agent that qualifies against the real service list, then books.
We built a WhatsApp intake agent that meets every enquiry the moment it arrives from a Meta ad or a web form. It asks qualifying questions keyed to the services the spa genuinely offers, then books the appointment into their calendar inside the same conversation. No form to fill in, no callback to wait for.
Behind it sits a follow-up layer over SMS: a sequence for the leads who do not book on the first exchange, and reminders that go out before the appointment itself.
How it works
From ad click to booked consultation.
- 01
Capture the enquiry
A lead comes in from a Meta ad campaign or a website form. The enquiry is picked up automatically and a WhatsApp conversation is opened.
- 02
Qualify against the real service list
The agent asks qualifying questions built around the treatments that spa actually provides, so the conversation never offers something the clinic does not do.
- 03
Book inside the conversation
A qualified enquiry is booked straight into the calendar during the same WhatsApp thread, rather than being handed to someone to schedule later.
- 04
Follow up the ones who stall
Leads who do not book on the first exchange enter an SMS follow-up sequence instead of being left alone.
- 05
Remind before the appointment
SMS reminders go out ahead of the booked appointment.
Platforms we used
What the intake runs on.
- The intake conversation: qualifying and booking
- GoHighLevel
- CRM, calendar and the SMS follow-up sequences
- Make.com
- Orchestration between the ad platform, the conversation and the calendar
- Meta Ads
- Lead source, alongside their website forms
The outcome
Ad to booking
handled in one WhatsApp conversation
The path from a paid click to a booked appointment runs on its own: captured, qualified against a real service list, and scheduled inside one WhatsApp conversation, with SMS follow-up for the leads who need a second nudge and reminders before the day itself.
How this works, explained
Put your ad spend on a conversation that closes.
Tell us where your enquiries come from today and we will map the intake agent that fits, usually live in one to three weeks.