ProHealth: Full CRM and Automation Build

ProHealth is a wellness-program business combining doctor consultations with personalized diet and fitness plans. This project involved designing and building its entire client-facing and back-office system from a blank GoHighLevel sub-account, with no templates and no snapshots, to develop a genuine, working understanding of CRM architecture, automation, and conversion design.

Most small wellness and healthcare businesses juggle disconnected tools: a booking app, a separate payment processor, manual follow-up texts, no membership structure, and no automated way to keep clients engaged after their first visit. Leads go cold, appointments get missed, and repeat business is not systematically encouraged.

Design a single system where a visitor can go from first click to booked appointment to paying member, entirely on autopilot: capturing their information correctly, routing them through the right pipeline stage, and keeping them engaged through loyalty incentives and review requests, without manual staff intervention for routine steps.

1. CRM Foundation

A custom pipeline (New Lead, Consultation Booked, Consulted, Active Client, Reactivation) built from scratch, with 12 custom fields capturing everything from health screening answers to loyalty points, and a tagging system to segment leads by source and conversion type.

2. Conversion Funnel

A full marketing site covering the business's value proposition, services, and three-tier membership pricing (Bronze, Silver, Platinum), with anchored pricing to improve perceived value and two distinct calls to action.

3. Progressive Data Capture

A two-stage form strategy: a short, low-friction form for first contact, followed by a deeper post-booking intake form with conditional logic. Health and medication questions only reveal follow-up fields when relevant, reducing friction for clients who do not need them.

4. Booking, Two Ways

A traditional calendar booking flow, and a Conversation AI agent capable of holding a natural back-and-forth with a visitor, asking qualifying questions, and booking directly into the same calendar. An always-on booking channel with no added staff time.

5. Payments and Retention

Recurring subscription products connected to a live payment processor, with automated workflows that update each client's membership tier and award loyalty points on every payment.

6. Automation Layer

Workflows tie every part of the system together: a booking automatically finds or creates the client's CRM record, advances their pipeline stage, and sends a confirmation email. A satisfied client is automatically asked for a review after their appointment.

7. Multi-Practitioner Routing

A three-person team (General Physician, Nutritionist, Fitness and Rehab Specialist), each with their own specialty calendar. Visitors are automatically matched to the right practitioner based on what they ask for, whether through the booking form or a live chat conversation.

Two entry points feed one CRM, which drives every downstream system automatically.

• Booking Form: Progressive, 2-stage data capture
• AI Chat Widget: "Setter" agent for natural booking
• CRM Pipeline: Contact and Opportunity management
• Calendar: Specialty-routed to three practitioners
• Payments: Stripe recurring subscriptions
• Workflows: Loyalty points, tags, and stage updates
• Retention: Reviews and reactivation sequences

Both lead sources write to the same contact and pipeline structure, so a visitor gets an identical experience whether they filled out a form or asked the chat widget a question. One CRM record, one source of truth.

Conversation AI: The Setter

A Prompt-Based Bot running in Auto-Pilot as the primary responder across chat, SMS, and Instagram. Beyond booking appointments, Setter is trained on a dedicated Knowledge Base covering membership plans, services, and policies.

• Plans and Pricing: Full Bronze, Silver, and Platinum feature breakdown, so pricing questions get accurate answers
• Specialty Routing: Matches "I need help with my diet" to the Nutrition calendar, "I hurt my knee" to Fitness and Rehab
• Tone and Boundaries: Instructed to stay warm and professional, and to hand off to a human rather than guess on medical specifics

Workflow Inventory

Checkout Showing the Wrong Product

After building three subscription products, the checkout element kept displaying a generic placeholder instead of the actual plan and price. The issue was isolated methodically: confirming the payment processor was connected, confirming the products existed with correct recurring pricing, and finally discovering that products must be attached to a funnel step before the order form element is placed on the page. Rebuilding in the correct order resolved it completely.

Bookings Not Reaching the Pipeline

Appointments were booking correctly on the calendar, but contacts were not advancing through the sales pipeline automatically. This was traced to a missing automation layer. Booking a calendar slot and updating a CRM pipeline are separate systems that do not talk to each other by default. The fix involved building a workflow with a "Find Opportunity" step, branching logic for whether a matching opportunity already existed, and an explicit stage update.

• Systems beat features. The harder, more valuable skill was making sure every piece fed the next one automatically
• Platform quirks are normal. Reading documentation, testing one variable at a time, and rebuilding methodically is the actual work
• Progressive disclosure applies to data. Splitting intake into a light first-touch and deeper post-booking form directly protected conversion rate
• Honesty about scope builds trust. Keeping an explicit "on the roadmap" list makes the finished system easier to explain accurately

• CRM and Data: Pipelines, custom fields, tagging, opportunity management, conditional form logic
• Funnel Design: Multi-step funnels, conversion copywriting, membership/pricing page structure
• Automation: Trigger-based workflows, branching logic, Math Operations, custom field updates
• Payments: Recurring product setup, checkout integration, live test transactions
• Conversational AI: Prompt design for appointment-booking agent, calendar-matching
• Troubleshooting: Root-cause diagnosis, reading platform docs, methodical retesting

Platform: Built entirely within GoHighLevel with CRM, Sites/Funnels, Calendars, Payments, Automation/Workflows, and Conversation AI with a trained Knowledge Base. Stripe as the connected payment processor.