Med Spa Snapshot

Documentation
1.Custom Values
2.Pipelines
3.Calendars
4.Website
5.Link Trees
6.Funnels
7.Nurture Campaigns
8.Database Reactivation
9.Birthday Workflow
10. Referral Campaign
11. Incoming Lead Follow Up
12. Reputation Management
13. Invoice Reminders, Cancellation, &
Refunds
14. Missed Call Text Back
15. Holiday Emails
1. Custom Values

Custom values are like personalized settings that you can adjust to make your
experience with our snapshot uniquely yours. They give you the power to tailor how the
snapshot behaves, ensuring it fits your needs perfectly. Whether it's tweaking
configurations or fine-tuning outputs, custom values empower you to make the
snapshot work just the way you want it to.

If you go to Settings, then Custom Values, you will see the values we have for you. For
each value, you can simply click the three dots on the side of each section to add your
own value to the custom values.

Whatever you add to these values will update the entire snapshot with that information,

whether it pertains to your website, funnels, automations, emails, and more.

Your Med Spa Custom Values:

1. Appointment Calendar Link

Description: This value holds the URL to the med spa's appointment scheduling
calendar.

2. Google Review Link (Continuous Reputation Management)

Description: This value contains the URL for clients to leave a review on Google, aimed
at continuously managing and enhancing the med spa's online reputation.

3. After Service Review Request link ⭐

Description: This value holds the URL for a review request page that clients are directed
to after receiving a service. This is part of the immediate feedback system.

4. Google Review Link (Review Campaign)

Description: This value is the URL for a targeted campaign to collect Google reviews
from clients.

5. Google Review Campaign link⭐

Description: This value holds the URL for a special Google review campaign, which may
include incentives or special prompts to gather reviews.

6. Holiday Email Offer

Description: This value contains the special offer details or a URL to a landing page with
holiday-specific promotions.

7. Referral Campaign Offer

Description: This value holds the details or URL for the referral program, encouraging
existing clients to refer new clients in exchange for rewards.

2. Pipelines
Understanding Sales Pipelines
A sales pipeline is a visual representation of the stages a prospect goes through during
the sales process, from initial contact to closing the deal. It helps businesses track and
manage their sales activities, allowing them to identify bottlenecks, prioritize leads, and
optimize their sales efforts effectively.

Snapshot Pipelines
In our snapshot, you'll find three distinct pipelines tailored to streamline your sales
processes:

1. Database Reactivation Pipeline

This pipeline is designed specifically for managing leads generated from your database
reactivation campaigns. It helps you track and nurture these leads through various
stages until they convert into customers.

Stages:

1. Offer Sent
● Description: The initial offer has been sent to the lead.
● Objective: Ensure the lead is aware of the offer and track who has received
it.
2. Lead Responded
● Description: The lead has responded to the offer, showing interest.
● Objective: Engage with the lead promptly to move them to the next stage.
3. Appt Booked
● Description: The lead has booked an appointment.
● Objective: Confirm the appointment and prepare for the consultation or
service.
 4. Not Interested
● Description: The lead has indicated they are not interested in the offer.
● Objective: Mark the lead accordingly and consider follow-up at a later date
or with a different offer.

2. Google Review Campaign Pipeline

The review campaign pipeline allows you to track all review requests sent through your
review campaign, enabling you to see how many clients left a review versus those who
did not.

Stages:

1. Request Sent
● Description: A request for a review has been sent to the client.
● Objective: Ensure the client received the request and encourage them to
leave a review.
2. Review Link Clicked
● Description: The client has clicked the review link.
● Objective: Track engagement and follow up to ensure the review is
completed.
3. Review Link NOT Clicked
● Description: The client has not clicked the review link.
● Objective: Consider sending a reminder or follow-up message to
encourage the client to leave a review.
3. Med Spa Sales Pipeline
The main med spa sales pipeline serves as the central hub for managing all your leads.
This pipeline helps you organize, track, and prioritize these leads effectively to
maximize conversion opportunities.

Stages:

1. New Lead
● Description: A new lead has been captured.
● Objective: Qualify the lead and determine the next steps.
2. Warm Lead
● Description: The lead has shown interest and requires further nurturing.
● Objective: Engage with the lead to move them closer to booking an
appointment.
3. Pre-Paid (Needs Scheduling)
● Description: The lead has prepaid for a service but has not yet scheduled
an appointment.
● Objective: Reach out to the lead to schedule their service.
4. Scheduled
● Description: The lead has scheduled an appointment.
● Objective: Confirm the appointment and prepare for the service.
5. Did Not Close
● Description: The lead did not convert into a customer.
● Objective: Analyze why the lead did not close and consider re-engagement
strategies.
6. No Show
● Description: The lead did not show up for their scheduled appointment.
● Objective: Follow up with the lead to reschedule or understand their
reasons for not showing up.
7. Canceled
● Description: The lead canceled their appointment.
● Objective: Engage with the lead to reschedule or offer alternative
solutions.
3. Calendars

The Med Spa Appointment Calendar is a vital tool designed to streamline the
scheduling process, allowing clients to book services online while enabling staff to
manage appointments efficiently. This documentation provides a comprehensive guide
on how to set up, use, and manage the appointment calendar for your med spa.

Features
● Online Booking: Clients can schedule appointments online at their convenience.
● Automated Reminders: Sends automatic reminders to clients to reduce no-
shows.
● Staff Management: Assigns appointments to specific staff members based on
availability and expertise.
● Service Management: Allows clients to select specific services or packages
when booking.
● Calendar Sync: Syncs with other calendars (e.g., Google Calendar, Outlook) for
seamless integration.
● Client Management: Maintains a database of client appointments and
preferences.

Setting Up the Appointment Calendar

1. Accessing the Calendar Setup

● Step 1: Log in to your GoHighLevel account.

● Step 2: Navigate to the “Calendars” section in the main menu.
● Step 3: Click on “New Calendar” to start the setup process.

2. Configuring Calendar Settings

 ● Calendar Name: Enter a name for your calendar (e.g., "Med Spa Appointments").
● Timezone: Select the appropriate timezone for your location.
● Calendar View: Choose the default view (e.g., daily, weekly) that you prefer.

3. Service Setup

● Add Services: Click on “Add Service” to list all the services your med spa offers.
● Service Name: Enter the name of the service (e.g., "Facial Treatment").
● Duration: Specify the duration of each service (e.g., 60 minutes).
● Price: Enter the price of the service.
● Description: Provide a brief description of the service.
● Service Categories: Organize services into categories for easier navigation.

4. Staff Management

● Add Staff: Click on “Add Staff” to include team members who will provide
services.
● Staff Name: Enter the name of the staff member.
● Email: Provide the staff member's email address.
● Services: Assign services to each staff member based on their expertise.
● Availability: Set the working hours and days for each staff member.

5. Booking Rules

● Appointment Buffers: Set buffer times between appointments to allow for

preparation and cleaning.
● Cancellation Policy: Define the cancellation policy (e.g., 24-hour notice required).
● Max Appointments: Limit the number of appointments a client can book in a day.

Using the Appointment Calendar

1. Client Booking Process

● Step 1: Clients visit your med spa website and navigate to the appointment
booking page.
● Step 2: They select the desired service from the list.
● Step 3: Choose a preferred date and time from the available slots.
● Step 4: Enter personal details (name, contact information).
● Step 5: Confirm the booking. Clients receive a confirmation email with
appointment details.
2. Managing Appointments

● View Appointments: Access the calendar to see all scheduled appointments.

● Reschedule/Cancel: Click on an appointment to reschedule or cancel if
necessary.
● Appointment Details: View details of each appointment, including client
information and service booked.

3. Automated Reminders

● Email/SMS Reminders: Set up automated reminders to be sent to clients via

email or SMS before their appointments.
● Custom Messages: Customize the reminder messages to include specific
instructions or information.

Advanced Features

1. Calendar Sync

● Integration: Sync the appointment calendar with Google Calendar, Outlook, or

other calendar applications.
● Real-Time Updates: Ensure that any changes made in the appointment calendar
are reflected in the synced calendars.

2. Reporting and Analytics

● Appointment Reports: Generate reports to analyze booking patterns, peak times,

and staff performance.
● Client Insights: Gather insights on client preferences and booking behavior.

3. Promotional Offers

● Special Offers: Highlight special promotions or packages on the booking page.

● Discount Codes: Allow clients to enter discount codes when booking to receive
promotional rates.

Best Practices
● Regular Updates: Keep the calendar updated with any changes in availability,
services, or staff schedules.
● Client Communication: Ensure timely communication with clients regarding their
appointments and any changes.
 ● Feedback Collection: After each appointment, send a follow-up message
requesting client feedback to improve services.

Troubleshooting
● Appointment Conflicts: Ensure buffer times are set correctly to avoid overlapping
appointments.
● Email Deliverability: Check email settings if clients report not receiving
confirmation or reminder emails.
● Calendar Sync Issues: Re-sync calendars periodically to ensure all appointments
are up-to-date.

By following this documentation, you can effectively set up and manage your med spa
appointment calendar, ensuring a seamless booking experience for your clients and
efficient appointment management for your staff.

Appointment Confirmation, Reminders, no-show, & Cancellation Automation

Understanding Appointment Automation

Automated appointment management systems streamline the process of scheduling,
confirming, and managing appointments for businesses. By leveraging automation,
businesses can enhance efficiency, improve customer communication, and reduce no-
show rates, ultimately maximizing productivity and customer satisfaction.
Snapshot Appointment Automation
In our med spa snapshot, we offer comprehensive automation for appointment
confirmation, reminders, no-shows, and cancellations. Here’s how it works:

Appointment Confirmation
When a client books an appointment on the calendar, they will receive an automated
confirmation email or text message, ensuring that their appointment is successfully
scheduled and confirmed.

Process:

1. Trigger: When a client books an appointment.

2. Action: An automated confirmation email or text is sent to the client.
3. Content: Includes appointment details such as date, time, and service booked.

Appointment Reminders
Prior to the scheduled appointment, automated reminders will be sent to the client to
minimize the risk of no-shows and ensure that they are prepared and ready for their
appointment.

Process:

1. Trigger: Set intervals (e.g., 24 hours and 1 hour before the appointment).
2. Action: Automated reminder emails or texts are sent to the client.
3. Content: Includes appointment details and any preparatory instructions.

No-Show Management
In the event of a no-show, the system will automatically tag the client accordingly,
allowing you to follow up and reschedule as needed to minimize disruptions to your
schedule and workflow.
Process:

1. Trigger: If the client does not show up for the appointment.

2. Action: The system automatically tags the client as "No Show."
3. Follow-Up: An automated follow-up email or text is sent to reschedule the missed
appointment.

Cancellation Handling
If a client cancels their appointment, the system will update their status accordingly.
This ensures accurate tracking and allows for efficient rescheduling or follow-up.

Process:

1. Trigger: When a client cancels their appointment.

2. Action: The system updates the client's status to "Canceled."
3. Follow-Up: An automated confirmation of the cancellation is sent, providing
options to reschedule if desired.

With these automated workflows in place, the med spa can enhance client
communication, reduce no-show rates, and maintain a well-organized schedule,
ultimately improving operational efficiency and client satisfaction.
4. Website

Snapshot Website Customization

Overview
Creating a professional and polished website is essential for your med spa to attract
potential clients and provide them with necessary information about your services and
products. This documentation will guide you through the customization options
available for your med spa website, ensuring it reflects your brand identity and meets
your business needs.

Customization Options
1. Add Your Logo
Easily upload your logo to give your website a personalized touch. Your logo will
seamlessly integrate into the design, enhancing brand recognition and professionalism.

Steps:

● Go to "Sites" in the main menu.

● Select "Websites."
● Click on the med spa website template.
● Navigate to the logo section and upload your logo file.
● Adjust the size and placement as needed.

2. Customize Brand Colors

Make your website truly yours by changing the brand colors to reflect your unique style
and aesthetic. Choose from a wide range of color options to create a cohesive and
visually appealing design.

Steps:

● Within the website editor, locate the theme or color settings.

● Select your desired primary and secondary colors.
● Preview the changes and ensure they align with your brand identity.
● Save the changes to apply the new color scheme to your website.

3. Edit Content
Tailor the content on your website to suit your specific business needs and messaging.
Whether it's updating text, adding images, or modifying layouts, our user-friendly editor
makes it easy to create compelling and engaging content.

Steps:

● Access the website editor through "Sites" > "Websites."

● Click on the section you want to edit (e.g., About Us, Services).
● Update the text, images, and layout using the drag-and-drop editor.
● Preview your changes and make any necessary adjustments.
● Save the changes to publish your updated content.
4. Auto-populated Business Information
No need to manually update your business details on the website. Thanks to custom
values, essential information such as your business name, phone number, email
address, and physical address will automatically populate throughout the site, ensuring
accuracy and consistency.

Steps:

● The business name, phone number, email address, and physical address will
automatically be added to the site.
● Ensure these values are correctly linked to the corresponding fields on your
website.
● Any changes made to these values will automatically update across your site.

5. Add Products for Sale

Many med spas offer products for sale, such as skincare items and beauty products.
You can easily add a section on your website to showcase and sell these products.

Steps:

● In the website editor, navigate to the section where you want to add products.
● Select the “Add Product” option.
● Enter the product details, including name, description, price, and images.
● Set up payment options and ensure your website is secure for transactions.
● Save the changes and publish the product section on your site.

Conclusion
With these powerful customization options, you can create a professional and polished
website that effectively represents the med spas brand and attracts potential clients.
Whether you’re uploading your logo, customizing brand colors, editing content, auto-
populating business information, or adding products for sale, our user-friendly website
editor makes it easy to build a site that meets your business needs.
Website Contact Us Form

Easily collect leads by utilizing a med spa website form that will help you gather
information about customers, including their name, email, phone number, the type of
services they are looking for, and additional comments or questions.

Website Automations

If you navigate to the Automation tab, you will find a folder titled "Website Automations."
Inside the "Website Automations" folder, you will find three website automations.

Whenever someone interacts with your website form, webchat, or live chat, these
automations will trigger. They will tag the lead, update their information in your pipeline,
send them text and email follow-ups, and notify the med spa that a new lead has been
generated.
5. Link Trees
Link trees are an innovative tool designed to optimize the user experience by
consolidating multiple links into a single, easily accessible webpage. They serve as a
centralized hub for directing traffic to various destinations such as websites, social
media profiles, contact forms, and more. Link trees are particularly beneficial for
businesses as they simplify navigation, increase engagement, and improve conversion
rates.

Snapshot Med Spa Link Trees

In our snapshot, you'll discover four specialized med spa link trees, each offering unique
functionalities tailored to enhance your online presence and streamline customer
interactions:

Med Spa Consultation Link Tree

This link tree provides a convenient way for clients to access your consultation
services. Whether they're booking a consultation or requesting more information, the
consultation link tree ensures seamless interactions, helping you efficiently manage
your appointments and maximize client satisfaction.

Features:

● Appointment Booking: Direct link to your consultation booking page.

● Service Information: Quick access to detailed descriptions of consultation
services.
● Contact Form: Easy-to-use form for inquiries and requests for additional
information.

Benefits:

● Enhanced Accessibility: Clients can quickly find and book consultations.

● Improved Client Engagement: Provides all necessary information to make
informed decisions.
● Streamlined Scheduling: Simplifies the process of managing consultation
appointments.

Med Spa FAQ Link Tree

The FAQ link tree is perfect for addressing common client questions and concerns.
Customize this link tree with answers to frequently asked questions about your
services, policies, and procedures to reduce client uncertainty and improve overall
satisfaction.

Features:

● Common Questions: Quick links to answers for common questions about your
med spa services.
● Policy Information: You can add Details on cancellation policies, appointment
requirements, and more.
● Support Contact: Easy access to contact information for further assistance.

Benefits:

● Reduced Inquiries: Clients can find answers without needing to contact support.
● Improved Transparency: Clearly communicate policies and procedures.
● Increased Trust: Clients feel more informed and confident in choosing your
services.

Med Spa Lead Magnet Link Tree

Use the lead magnet link tree to capture potential clients’ information and generate
leads. Offer valuable content such as eBooks, discount codes, or exclusive access to
webinars in exchange for contact information, helping you grow your client base.

Features:

● Lead Capture Form: Collect email addresses and other contact details.
● Exclusive Offers: Links to downloadable content or special offers.
● Follow-Up Automation: Automated thank-you messages and follow-up emails.

Benefits:

● Lead Generation: Effectively capture potential client information.

● Value Addition: Provide valuable resources that attract and engage prospects.
● Automated Follow-Up: Maintain engagement with new leads through automated
responses.
Med Spa Video Link Tree
Engage your audience with compelling visual content using the video link tree.
Showcase informative tutorials, client testimonials, or behind-the-scenes footage to
highlight your expertise, build trust, and differentiate your med spa from competitors.

Features:

● Video Showcase: Links to various video content, including tutorials and

testimonials.
● YouTube Integration: Direct access to your YouTube channel or specific videos.
● Content Categories: Organize videos into categories for easy navigation.

Benefits:

● Enhanced Engagement: Visual content captures attention and keeps visitors

interested.
● Trust Building: Client testimonials and behind-the-scenes videos build credibility.
● Brand Differentiation: Showcase your unique services and expertise effectively.

6. Funnels
Funnels are structured pathways designed to guide potential clients through the
process of discovering, engaging with, and purchasing your services. They help in
converting leads into clients by systematically presenting offers, collecting information,
and facilitating bookings or purchases. For med spas, funnels are especially useful for
promoting specific treatments, managing bookings, and handling prepayments.

Snapshot Med Spa Funnels

In our snapshot, you'll find three specialized med spa funnels, each tailored to
streamline different aspects of client acquisition and service booking:

Body Contouring Funnel

This funnel is designed for clients interested in body contouring services, allowing them
to prepay for the service and then book an appointment.

Features:

● Landing Page: A visually appealing page explaining the benefits of body

contouring.
● Payment Gateway: Secure payment processing for clients to prepay for the
service.
● Appointment Booking: Integrated booking system for clients to schedule their
appointments after payment.

Steps:

1. Discover: Clients land on the body contouring page and learn about the service.
 2. Prepay: Clients complete the payment process for the body contouring session.
3. Book Appointment: After payment, clients are redirected to an appointment
scheduling page to book their session.

Benefits:

● Upfront Commitment: Clients prepay, reducing no-show rates.

● Seamless Process: Streamlined flow from payment to booking.
● Increased Revenue: Prepayments help secure revenue in advance.

Botox Offer Funnel

This funnel is designed to attract clients to a special Botox offer, allowing them to opt-in
without prepaying and then book an appointment.

Features:

● Opt-In Page: A page detailing the special Botox offer with an opt-in form to
capture client information.
● Appointment Booking: Integrated booking system for clients to schedule their
Botox appointments without prepaying.
● Follow-Up Emails: Automated emails to remind clients of their appointment and
provide additional information.

Steps:

1. Discover: Clients land on the Botox offer page and learn about the promotion.
2. Opt-In: Clients provide their contact information to receive the offer.
3. Book Appointment: Clients are directed to an appointment scheduling page to
book their Botox session.

Benefits:

● Lead Generation: Captures client information for follow-up.

● Flexible Payment: Clients can book without the need for immediate payment.
● Enhanced Engagement: Automated follow-up keeps clients informed and
engaged.
Botox Purchase Funnel
This funnel is designed for clients ready to prepay for a Botox session and then book an
appointment.

Features:

● Landing Page: A page highlighting the benefits of Botox, client testimonials, and
the option to prepay.
● Payment Gateway: Secure payment processing for clients to prepay for their
Botox session.
● Appointment Booking: Integrated booking system for clients to schedule their
appointment post-payment.

Steps:

1. Discover: Clients land on the Botox purchase page and learn about the service.
2. Prepay: Clients complete the payment process for the Botox session.
3. Book Appointment: After payment, clients are redirected to an appointment
scheduling page to book their session.

Benefits:

● Upfront Payment: Ensures commitment from clients, reducing no-shows.

● Efficient Scheduling: Streamlined process from payment to booking.
● Revenue Security: Prepayments secure revenue in advance.

With these three med spa funnels, you can effectively attract, convert, and retain clients

for your body contouring and Botox services. Utilize the structured pathways to enhance

client experience, secure revenue, and streamline your operational processes.

Funnel Automations:
Each funnel will be fully automated, with the name of each automation matching the
corresponding funnel. Similarly, the funnel forms will be named identically for easy
organization. When someone opts into a funnel, they will be seamlessly updated in the
sales pipeline, tagged appropriately, and trigger an internal notification for you.
Additionally, the lead will receive a personalized text and email with their offer upon
opting in. If they proceed to book an appointment through the funnel, the appointment
reminder automations will be triggered.

It's important to note that each automation and text message can be easily customized
to align with your branding and communication style, ensuring a cohesive and
personalized experience for your leads.

7. 52 Week Nurture Campaigns

Med Spa 52-Week Nurture Campaigns Snapshot
In our snapshot, we offer comprehensive 52-week email and text nurture campaigns
tailored specifically for your med spa. These campaigns are designed to cultivate
relationships with your leads and ensure that your med spa remains top-of-mind for
potential clients. Here's what you can expect:

52-Week Email Nurture Campaign

This campaign consists of a series of weekly emails delivered to your med spa leads
over the course of a year. Each email is carefully crafted to provide valuable tips,
industry insights, and exclusive offers that are tailored to the needs and interests of
your audience. The goal of this campaign is to keep your med spa business front and
center in the minds of your leads while providing them with ongoing value and
engagement.

Key Features:

● Weekly emails with valuable content

● Tips, insights, and exclusive offers
● Tailored to the needs and interests of your leads

Benefits:

● Maintains regular communication with leads

● Keeps your med spa top-of-mind
● Provides ongoing value and engagement

52-Week Text Nurture Campaign

Similarly, the 52-week text nurture campaign delivers weekly text messages to your med
spa leads, ensuring that they stay informed and engaged with your business. These text
messages may include quick tips, special promotions, or reminders about upcoming
events or services. The goal is to maintain regular communication with your leads
through a convenient and accessible channel, fostering a sense of connection and trust.
Key Features:

● Weekly text messages with valuable content

● Quick tips, special promotions, or reminders
● Convenient and accessible communication channel

Benefits:

● Keeps leads informed and engaged

● Provides timely reminders and updates
● Fosters a sense of connection and trust

With these comprehensive nurture campaigns, you can effectively nurture relationships
with your leads, keep your med spa business top-of-mind, and drive engagement and
conversion over the long term.

8. Database Reactivation
Database reactivation campaigns are strategic marketing initiatives aimed at re-
engaging with inactive or lapsed leads in your med spa's contact list. These campaigns
help revitalize your database, reignite interest in your treatments and services, and
ultimately drive conversions. In our snapshot, we offer a tailored database reactivation
campaign specifically designed for med spas.

Overview
Our database reactivation campaign offers a unique opportunity to reconnect with
dormant leads and entice them back to your med spa. By offering a compelling
incentive, such as vouchers for $50 off any treatment priced at $199 or more, you can
reignite interest and encourage action among inactive leads.

Basic Database Reactivation Campaign

The basic campaign provides a straightforward approach to reactivating dormant leads
in your database. You have the flexibility to customize the offer for this campaign using
a custom value. This campaign aims to reconnect with inactive leads, remind them of
your med spa's value proposition, and encourage them to re-engage with your business.
Key Features:

● Customizable offer: Vouchers for $50 off any treatment $199 or more.
● Straightforward reactivation approach.
● Aimed at reminding inactive leads of your med spa's value proposition.

Advanced Database Reactivation Campaign

The advanced campaign takes database reactivation to the next level by incorporating
dynamic lead management features. Similar to the basic campaign, you can customize
the offer using a custom value. However, this campaign goes a step further by updating
leads in a dedicated DR campaign pipeline.

Key Features:

● Customizable offer: Vouchers for $50 off any treatment $199 or more.
● Dynamic lead management: Leads are updated in a dedicated DR campaign
pipeline.
● Response tracking: Leads are moved to "responded" or "not interested" statuses
based on their engagement, allowing you to focus efforts on promising leads.

Implementation
To implement the med spa database reactivation campaign:

1. Customize the offer: Run whatever offer the med spa wants.
2. Deploy the campaign: Send out personalized emails or text messages to your
dormant leads, offering the voucher and inviting them to book an appointment.
3. Track responses: Monitor leads' reactions to the campaign and update their
statuses accordingly in the DR campaign pipeline.
4. Follow up: Follow up with leads who respond positively to schedule
appointments and provide further information.

Benefits

● Reactivation of dormant leads: Reconnect with inactive leads and encourage

them to return to your med spa.
● Increased engagement: Offer a compelling incentive to reignite interest and drive
action.
● Efficient lead management: Utilize the DR campaign pipeline to track responses
and focus efforts on promising leads.
With our tailored database reactivation campaign, you can effectively re-engage with
dormant leads, drive conversions, and grow your med spa business.

9. Birthday Campaign Workflow

Med Spa Birthday Offer Documentation

Birthday offers are a fantastic way to celebrate with your clients while also incentivizing
them to indulge in your med spa services. Our birthday offer allows you to show
appreciation for your clients' loyalty and encourage them to treat themselves on their
special day with a generous discount of 15% off any service.

Overview
Our birthday offer is designed to delight your clients on their birthdays and encourage
them to pamper themselves with a rejuvenating experience at your med spa. By
providing a significant discount of 15% off any service, you can make their birthday
celebration even more special while also driving additional business to your spa.

Key Features

● 15% Off Any Service: Clients can enjoy a 15% discount on any service offered at
your med spa.
● Personalized Birthday Greeting: Send a personalized birthday message to clients,
expressing your gratitude for their patronage and extending the special offer.
● Flexible Redemption: Clients have the flexibility to choose any service they desire,
whether it's a facial, massage, body treatment, or any other service offered at
your med spa.

Implementation
Implementing the birthday offer at your med spa is simple and straightforward:

1. Identify Clients' Birthdays: Utilize your client database to identify clients whose
birthdays are approaching.
 2. Send Personalized Birthday Message: Send a personalized email or text
message to clients, wishing them a happy birthday and extending the 15%
discount offer.
3. Redemption: Clients can redeem the offer by booking an appointment and
mentioning the birthday offer at the time of booking or presenting the birthday
message at the spa.
4. Track Redemptions: Keep track of the birthday offer redemptions to assess the
effectiveness of the campaign and measure client engagement.

Benefits

● Client Appreciation: Show appreciation for your clients' loyalty and strengthen
your relationship with them.
● Increased Revenue: Drive additional business to your med spa by incentivizing
clients to book services with the birthday offer.
● Enhanced Client Experience: Provide clients with a memorable birthday
experience that they'll associate with your spa's exceptional service and care.

With our birthday offer, you can elevate your clients' birthday celebrations and create
lasting memories while also driving business growth for your med spa.
 10. Referral Campaign Workflow

Referral campaigns are powerful marketing strategies designed to leverage the existing
customer base to acquire new customers. By incentivizing customers to refer friends,
family, or colleagues to your business, referral campaigns can rapidly expand your
customer network and drive growth. In our snapshot, we offer a comprehensive referral
campaign feature that enables you to easily create and manage referral programs
tailored to your business needs.

Snapshot Referral Campaign

● Customizable Referral Incentives: Our referral campaign feature allows you to

customize the incentives offered to customers for referring new business. By
utilizing custom values, you can tailor the incentives to align with your
promotional strategies and budget. Whether it's offering discounts, freebies, or
exclusive rewards, the referral campaign feature empowers you to create
compelling incentives that motivate customers to spread the word about your
business.

Benefits of Referral Campaigns

● Expanded Customer Base: Referral campaigns tap into the power of word-of-
mouth marketing to attract new customers. By leveraging the networks of your
existing customers, you can rapidly expand your customer base and drive growth
for your business.
● Enhanced Trust and Credibility: Recommendations from friends or family
members are highly trusted by consumers. By encouraging referrals, you can
capitalize on this trust and credibility to attract high-quality leads and convert
them into loyal customers.
● Cost-Effective Marketing: Referral campaigns are a cost-effective way to acquire
new customers compared to traditional advertising channels. Since referrals
come from satisfied customers, the cost per acquisition is typically lower,
resulting in a higher return on investment.

With our customizable referral campaign feature, you can harness the power of word-of-
mouth marketing to drive growth and success for your business.
11. Incoming Lead Follow Up Workflows
Incoming lead follow-up workflows are automated processes designed to promptly
respond to inquiries and messages from potential customers across various
communication channels. These workflows ensure that every lead receives a timely and
personalized response, increasing the chances of conversion and providing exceptional
customer service. In our snapshot, we offer four incoming lead follow-up workflows
tailored to different communication channels: Google My Business (GMB) message,
email, Facebook message, and Instagram direct message (DM).

Snapshot Incoming Lead Follow-Up Workflows

1. GMB Message Workflow: This workflow is triggered when someone sends a

message through your Google My Business listing. The workflow automatically
tags the lead, updates their status in the pipeline as responded to, and notifies
the med spa. You can easily customize the messaging and actions of this
workflow to suit your preferences and brand voice.
2. Email Workflow: The email workflow is activated when a lead reaches out via
email. Similar to the GMB message workflow, it tags the lead, updates their
status, and notifies the med spa, ensuring a prompt and efficient response to
email inquiries.
3. Facebook Message Workflow: When a potential customer sends a message to
your Facebook page, the Facebook message workflow springs into action. It tags
the lead, updates their status, and alerts the med spa, enabling seamless
communication and follow-up through Facebook Messenger.
4. Instagram DM Workflow: The Instagram DM workflow handles incoming direct
messages on your Instagram account. It automatically tags the lead, updates
their status, and notifies the med spa, facilitating quick and effective
engagement with potential customers on Instagram.
 With our incoming lead follow-up workflows, you can effectively manage
inquiries and messages across multiple communication channels, providing timely and
personalized responses to potential customers.

12. Reputation Management

 Ongoing Rep

Review Campaign

Reputation management is crucial for maintaining a positive image and credibility for
your med spa business. It involves actively monitoring and influencing how your brand
is perceived by customers, both online and offline. In our snapshot, we offer
comprehensive reputation management features to help you proactively manage and
enhance your online reputation.

Snapshot Reputation Management Features

1. Ongoing Reputation Management: After each service, customers have the option
to request a review. This process allows you to gather feedback and testimonials
from satisfied customers, helping to boost your online reputation and credibility.
2. Google Review Campaign: Our Google review campaign is designed to generate
a significant number of new reviews for the med spa business. You can input a
list of existing customers into the campaign to kickstart the process, resulting in
30-100 new reviews right away. Customers in this campaign are managed
through a dedicated review campaign pipeline, allowing you to track who has left
a review and who hasn't.

Key Features and Customization Options

● Custom Review Links: The review link for both ongoing reputation management
and the Google review campaign can be customized using custom values. This
allows you to tailor the review links to your branding and preferences.
 ● Trigger Links: Each campaign includes two trigger links that serve as indicators
of customer engagement. These trigger links, associated with the review custom
value links, help you track whether customers have clicked on the review links or
not, if clicked they will no longer get review reminders and so on.

13. Invoice Reminders, Cancellation, &

Refunds

Automation for invoice management streamlines the process of handling invoices,

reminders, cancellations, and refunds, ensuring smooth and efficient financial
transactions for your med spa business. These automated workflows help you stay
organized, reduce administrative burden, and provide a seamless experience for your
customers.

Snapshot Automation for Invoice Management

1. Invoice Reminders Automation: This automation sends timely reminders to

customers who have outstanding invoices, prompting them to make payment. By
 automating invoice reminders, you can minimize late payments, improve cash
flow, and maintain positive relationships with your customers.
2. Cancellation Automation: When a customer cancels a service or appointment,
this automation ensures that the cancellation process is handled smoothly and
efficiently. It updates the customer's status, triggers any necessary refunds, and
notifies relevant stakeholders, allowing you to manage cancellations with ease
and professionalism.
3. Refunds Automation: In cases where refunds are warranted, this automation
handles the refund process seamlessly. It initiates the refund, updates the
customer's status accordingly, and provides notifications to both the customer
and your team, ensuring transparency and accountability in the refund process.

Key Features and Customization Options

● Timely Notifications: Each automation sends timely notifications to customers

and stakeholders, keeping them informed throughout the invoicing, cancellation,
and refund processes.
● Customizable Messaging: You have the flexibility to customize the messaging of
each automation to align with your branding and communication style, ensuring
a consistent and professional experience for your customers.

14. Missed Call Text Back

The Missed Call Text Back Automation is a proactive response system designed to
engage with potential leads who have attempted to contact the med spa business but
were unable to connect via phone. This automation sends a text message to the missed
caller, providing them with an opportunity to book a consultation or appointment with
your business. By leveraging this automation, you can effectively follow up with missed
leads and encourage them to take the next step towards becoming customers.

Snapshot Missed Call Text Back Automation

1. Engagement Text Message: When a call goes unanswered or is missed, the

automation triggers a text message to be sent to the caller's phone number. The
message is crafted to be engaging and inviting, encouraging the caller to
consider booking a consultation or appointment with the med spa business.
2. Call to Action: The text message includes a clear call to action, such as a link to
your online booking system or a phone number to call back, making it easy for
the recipient to take immediate action and schedule a consultation.
3. Personalization: To enhance engagement and relevance, the text message can
be personalized with the caller's name or other relevant details, creating a more
personalized and tailored experience for the recipient.

15. Holiday Emails

Holiday email campaigns are an essential component of your marketing strategy,
allowing you to connect with your audience during festive seasons and capitalize on
seasonal opportunities. Our snapshot offers a collection of 13 beautifully designed
holiday emails, each crafted to engage and delight your subscribers during special
occasions. With customizable offers using custom values, you can tailor the content of
each email to align with your promotional strategies and capture the spirit of the
holidays.

Snapshot Holiday Emails

1. Beautifully Designed Templates: Our holiday email campaign features a

collection of 13 professionally designed email templates, each showcasing
festive themes and imagery to capture the holiday spirit and captivate your
audience.
2. Customizable Offers: With the flexibility to customize the offer of each email
using custom values, you can tailor the content to suit your marketing objectives
and promotional strategies. Whether it's promoting special discounts, limited-
time offers, or holiday-themed promotions, you have the freedom to customize
the content of each email to resonate with your subscribers.
3. Engaging Content: Each email is crafted to deliver engaging and relevant content
to your subscribers, including holiday greetings, exclusive offers, seasonal tips,
and festive inspiration. By providing value-added content, you can strengthen
relationships with your audience and drive engagement and conversions during
the holiday season.