Day 1 — Install + verify
Our install team begins work the day your purchase clears. We work in your GHL agency account (not yours — install team has its own access), upload the snapshot, then transfer ownership.
What you do on day 1:
- Provide GHL agency account access (read-only enough for setup; admin for final ownership transfer)
- Share your service menu, current pricing, therapist names, room layout
- Send your logo file (SVG preferred, PNG works)
- Confirm your primary phone number and the number you want SMS to send from
What we deliver by end of day 1:
- Full snapshot installed: 30+ workflows, custom fields, tags, pipelines, calendars
- Service menu loaded with your pricing
- All therapists set up with their calendars
- Brand placeholders ready to be customized
Day 2 — Brand customization
This is where the system starts feeling like yours. Logo, colors, font, and tone-of-voice get loaded into every customer-facing template.
What we customize:
- All 28 default email templates (welcome, reminder, win-back, anniversary, etc.)
- All 41 SMS templates with your voice and signature
- Booking confirmation flow visual treatment
- AI receptionist persona (voice selection, greeting script, hours)
- Web booking widget styled to match your brand
Key decisions you make on day 2:
- Voice persona for the AI receptionist (we offer 6 options)
- Tone for SMS communications (casual / professional / warm-luxury — most spas pick “warm-luxury”)
- Deposit thresholds for each service category
Day 3 — Booking flow live
The booking widget gets embedded on your website. By end of day 3, real clients can book online — even though we won’t widely announce until day 5.
Tests we run on day 3:
- Book a sample appointment as a new client → verify all confirmation/reminder steps
- Book as a returning client → verify deposit handling on card-on-file
- Cancel an appointment 25 hours out → verify auto-refund
- Cancel under 24 hours → verify forfeit flow per your policy
- No-show test (simulated) → verify recovery sequence
Day 4 — Reminder + recovery turn-on
The reminder sequence flips live. From this point forward, every booking gets:
- Confirmation SMS 30 seconds after booking
- 24-hour reminder
- 2-hour reminder with one-tap reschedule
- AI call at minute 20 of a missed appointment (only if 2-hour reminder went unconfirmed)
- Standby-list backfill if the slot stays empty 15+ minutes past start time
The standby list seed: we work with you to invite your most engaged clients to join the standby list. Typical opt-in rate is 60–75% on a single text.
Day 5 — Review velocity engine on
The review automation flips on. From day 5 forward, every completed appointment triggers a satisfaction survey 2 hours after service.
What you’ll see by end of week 1:
- 4–7 new Google reviews (almost all 5-star — the filtering works)
- Several private feedback responses you can act on
- A new baseline for “review velocity by therapist” data
Day 6 — Membership program ready
The membership tiers go live. The front-desk pitch sequence is loaded — at next checkout, your team has a clean script and the tablet shows the offer at the right moment.
Membership presentation triggers we configure:
- After 2nd visit completion (highest conversion moment)
- After any high-ticket service ($150+)
- After any first-time service that has membership pricing meaningfully better than walk-in
Day 7 — Training + early results review
We do a live training session with your front-desk team (typically 90 minutes) covering:
- GHL front-desk inbox basics
- How deposits work and how to refund/transfer
- The no-show recovery flow and when humans need to intervene
- The standby list and how to manually trigger fills
- How to read the daily morning brief email
Then we review your first 7 days of data together:
- New bookings, by source
- Reminder confirmation rate
- No-shows recovered vs. lost
- Reviews generated
- Membership signups (typically 1–3 in week 1)
What happens after day 7
The first 30 days are about tuning. We watch the workflows running, you give feedback on what feels wrong, and during your dedicated support hours (10 hours, use within 15 days) we adjust. By day 30, the system is humming and most studios see meaningful retention improvement.
What you still have to do
The snapshot automates a lot, but it can’t:
- Actually deliver the service (your therapists do that)
- Handle a complaint that needs empathy (your owner does that)
- Replace the warmth your front desk brings on a busy Saturday
- Make business decisions for you
What it can do is remove almost all of the operational work that used to keep your front desk on the phone instead of greeting clients. By the end of week 1, that shift is already visible.