Counselling Practice · Australia
An Australian counselling practice that answers before the enquiry cools.
Speed-to-Lead WhatsApp Intake Agent
Counselling Therapy Australia is a counselling and therapy practice in Australia. Enquiries reach them from Meta ads and from their website, at every hour, often from people who have never spoken to a therapist before.
The brief was a speed-to-lead WhatsApp agent for those enquiries, so nobody is left waiting on a first reply.
The problem
The people enquiring do not know how any of this works yet.
Somebody reaching out about therapy for the first time is usually asking two things at once: can you help with what I am dealing with, and how does any of this actually work. Both need answering before a first appointment is a realistic next step.
On top of that, an enquiry is only useful to the practice once they know who the person is: what they want help with, what format and times suit them, and enough detail to put them in front of the right therapist. That is a profile to be built, not a single question to be answered.
What we built
Answer instantly, explain the practice, then build the intake profile.
We built a speed-to-lead WhatsApp agent on Make.com that replies the moment an enquiry arrives from a Meta ad or a website form. It handles the basic questions about who the practice is and what they offer, so the enquirer gets an answer rather than a holding message.
It then qualifies the enquirer and walks them through completing their intake details, which land in Google Sheets as the team's intake record.
How it works
From enquiry to a completed intake profile.
- 01
Enquiry arrives
An enquiry comes in from a Meta ad or a website form.
- 02
Instant first reply
The WhatsApp agent responds immediately rather than leaving the enquirer waiting. This is the whole point of a speed-to-lead build.
- 03
Answer the obvious questions
The agent handles basic questions about the practice and what the service covers.
- 04
Qualify and build the profile
The enquirer is asked qualifying questions and walked through completing their particulars and what they are looking for.
- 05
Land it in the team's intake
The completed profile is written into Google Sheets, which the team works from as their CRM.
Platforms we used
What carries the conversation.
- The conversation: instant reply, questions and profile capture
- Make.com
- Orchestration and conversation logic
- Google Sheets
- The team's CRM and intake record
- Meta Ads
- Enquiry source, alongside their website forms
The outcome
Instant
first response to every enquiry
Every enquiry gets an instant first response and arrives at the practice as a completed intake profile rather than a name and a question, including the ones that come in late at night.
In their words
“Asyraffie built us a WhatsApp intake agent that responds to new enquiries the moment they come in. Smooth process, clear communication, and it works exactly as promised.”
Related services
Who this is for
How this works, explained
Answer every enquiry the moment it lands.
Tell us what you need to know about an enquiry before your team can act on it, and we will build the conversation that collects it, usually live in one to three weeks.