GoHighLevel Automation Build for Aesthetic Clinic (MedSpa)
Budget: $750 – $1,500 CAD
Project Title
GoHighLevel (GHL) Automation Build – Aesthetics (Bilingual EN/FR) – Phase 1 Patient Follow-Ups + Booking/Deposit Logic
Context
We’re building Phase 1 automations for Aesthetic Clinic using GoHighLevel (GHL) as the automation layer.
AestheticPro remains the clinic’s operational system for appointments, deposits (client bank), consents, and payments, unless we explicitly decide otherwise (Phase 2+).
This Phase 1 focuses on:
Automated post-treatment follow-ups (4-day + 2-week)
Pre-treatment reminders (4 days prior, “stop active ingredients”)
Bilingual communication logic (English/French)
Deposit policy logic + operational enforcement notifications
Tracking, status, reporting, and escalation paths
Important clarification from clinic manager: 4-day and 2-week follow-up scripts are standard across all treatments (universal templates).
Primary Goal
Deliver a production-ready GHL automation system that reliably executes outbound communications (SMS/email and/or voice triggers where applicable), routes escalations, and maintains clean status tracking—without creating operational chaos alongside AestheticPro.
Systems Involved
GoHighLevel (GHL): workflows, pipelines, custom fields, triggers, campaigns, reporting
AestheticPro: source of truth for scheduling/deposits/consents (Phase 1 assumption)
Email/SMS in GHL (and/or Twilio connection if required)
Optional: Make.com / Zapier / Webhooks for syncing events from AestheticPro if feasible
Phase 1 Deliverables (Must Have)
1) Data Model & Foundation Setup (GHL)
Contractor must implement:
Custom fields (minimum):
Preferred Language (EN/FR)
Treatment Category (4-day vs 2-week bucket)
Last Treatment Date
Next Appointment Date (if available)
Follow-Up Status (4-day) + Follow-Up Status (2-week)
Pre-Treatment Reminder Status
Deposit Required? (Yes/No/Unknown)
Deposit Status (On file / Used / Unknown)
Escalation Flag (Urgent/Non-Urgent)
Owner/Assigned Staff
Tags for workflow control (e.g., FU_4DAY_PENDING, FU_4DAY_DONE, PT_REMINDER_PENDING, DEPOSIT_UNKNOWN, etc.)
Pipeline stage(s) (or a dedicated “Ops pipeline”) for tracking lifecycle:
Needs Follow-Up → Contacted → Responded → Escalated → Completed → Needs Rebooking
Acceptance criteria: clear naming conventions, documented list of all fields/tags/stages used, and no duplicate/overlapping triggers.
2) Automation A – Post-Treatment Follow-Ups (AI Outbound Logic)
Implement two separate automation tracks:
A1: 4-Day Follow-Up Automation
Trigger: patient falls into “4-day bucket” + treatment date recorded (source defined below)
Timing: send at day 4 post-treatment (exact time window configurable)
Message content: use provided standardized script template (EN + FR as required)
Multi-touch fallback (if no response):
Touch 1: call trigger and/or SMS + email (same day)
Touch 2: additional message within defined interval (same day or next day)
Stop rules:
If patient responds → mark completed + log response
If urgent keyword/intent → escalate immediately
After max attempts → mark “Unreachable”
A2: 2-Week Follow-Up Automation
Same structure as A1, triggered at 2 weeks post-treatment.
Key Requirements
Scripts are universal templates (not per-treatment branching).
System must log:
completion status
response captured (and summary in notes)
escalation flags
Acceptance criteria: test contacts run through both workflows end-to-end with logs proving correct timing, stop conditions, and status updates.
3) Automation B – Pre-Treatment Reminder (Stop Active Ingredients)
Build a pre-treatment sequence that triggers 4 days before the appointment:
Content includes “stop active ingredients” list (provided in the doc)
Includes FR + EN versions
Includes escalation rule: no diagnosis, if outside script → note + escalate to staff email
Open dependency to solve:
Where does “appointment date” come from?
Option 1: AestheticPro export/import (daily)
Option 2: receptionist tagging workflow (manual)
Option 3: API/webhook integration (if available)
Contractor deliverable: propose best reliable method + implement it.
4) Automation C – Language Logic (English/French)
We need bilingual behavior in automation delivery:
Clinic currently stores spoken language in client profile (EN/FR)
If language is unknown, system should:
Ask preference on first interaction OR default to French and provide “Reply EN for English”
Contractor must implement:
Branching by Preferred Language
Templates for both languages
Consistent naming/version control for templates
Note: If GHL limitations exist for bilingual handling within a single workflow, contractor must implement clean workaround (e.g., two campaigns + conditional enrollment).
5) Automation D – Deposit Logic & Enforcement (Policy Accurate)
Implement policy logic support (Phase 1 = notifications + workflow control; not necessarily real-time AestheticPro client bank sync unless feasible):
Deposit Requirement Rule
Deposit required for every booked appointment except short in-clinic follow-ups under 15 minutes (“next steps”).
Deposit Use Rules
Deposit can be applied to any service/product anytime.
If deposit used and client has upcoming appointment → new deposit required for next booking.
Deposit Enforcement Policies
Late arrival > 15 min → deduct $25 from deposit
Cancellation < 48 hours → charge full $75 deposit
Deposits non-refundable
Deposits must be used in clinic only
What contractor must build
A “Deposit Status” handling process that prevents confusion:
Deposit Status = On file / Not on file / Unknown
Deposit Required = Yes/No
Automated email/SMS templates that communicate deposit requirement clearly
Escalation workflow when deposit status is unknown:
alert clinic email
create task for receptionist follow-up
Optional “deposit tracking helper” (Phase 1 fallback):
Google Sheet mirror OR GHL custom field updated by receptionist (simple SOP)
Acceptance criteria: deposit workflows must reflect clinic policy exactly and not send conflicting messages.
6) Source-of-Truth & Sync Method (Architecture Decision)
Contractor must deliver a short “integration plan” that answers:
Is AestheticPro the source of truth for appointment dates/treatments? (Phase 1 assumed yes)
How do events enter GHL reliably?
CSV import cadence?
daily export?
webhook/API?
receptionist-driven tags?
Where is the operational “status” stored?
follow-up complete
patient responded
escalation flagged
booked next session
deposit required/paid/unknown
Deliverable: a 1–2 page “Ops Data Flow” document + implemented workflow consistent with it.
7) Reporting & Internal Visibility
Build basic reporting views:
Dashboard or reporting snapshot showing:
number of follow-ups attempted
response rate
escalations flagged
bookings generated (if captured)
deposit unknown cases
Weekly summary email to clinic (optional but recommended)
Acceptance criteria: Admin can quickly see what is pending and what needs staff action.
Provided Inputs (We will supply)
We will provide:
Follow-up scripts (4-day and 2-week) + integrated overviews (PDFs)
Pre-treatment reminder scripts (FR/EN) with “active ingredient” list
AestheticPro functions guide (“what we use most”)
Deposit rules + enforcement policies
Any WhatsApp details currently referenced will be consolidated into a single mapping doc (or contractor can help us consolidate)
Contractor Responsibilities
Build workflows inside our GHL account (or staging sub-account first)
Maintain clean naming conventions + change log
Provide a short Loom walkthrough of:
workflows
how to add a contact into a flow
how reception should update fields/tags (if needed)
Provide testing evidence:
screenshots of runs
sample contacts
proof of stop conditions and escalation routing
Out of Scope (Phase 1)
Full replacement of AestheticPro or TouchMD
Real-time medical record sync
Complex multi-location enterprise build
Building a native AestheticPro integration if API doesn’t exist (contractor may propose as Phase 2)
Timeline
Week 1: data model + workflow scaffolding + integration plan
Week 2: implement automations A–D + bilingual templates
Week 3: QA + live test cohort + fixes
Week 4: deployment + handoff SOP + final walkthrough
Required Skills
Expert-level GoHighLevel workflow building
Webhooks / Make.com / Zapier (for syncing external scheduling systems)
Strong automation architecture thinking (avoid loops, conflicting triggers, duplicate enrollments)
Bilingual automation experience (EN/FR) is a plus
To be considered, please include examples of past GoHighLevel automation work you’ve personally built.
Please send:
screenshots/portfolio of GoHighLevel workflows you built for medspas or relevant industries(triggers, branches, conditions, stop logic)
A short bullet list of what you automated (ex: pipelines, appointment reminders, reactivation, deposits, multi-language, webhook/Zapier/Make integrations)
Your role (built it end-to-end vs edited an existing system) and approximate time to deliver
If you don’t have past work to show, please say so upfront.
GoHighLevel (GHL) Automation Build – Aesthetics (Bilingual EN/FR) – Phase 1 Patient Follow-Ups + Booking/Deposit Logic
Context
We’re building Phase 1 automations for Aesthetic Clinic using GoHighLevel (GHL) as the automation layer.
AestheticPro remains the clinic’s operational system for appointments, deposits (client bank), consents, and payments, unless we explicitly decide otherwise (Phase 2+).
This Phase 1 focuses on:
Automated post-treatment follow-ups (4-day + 2-week)
Pre-treatment reminders (4 days prior, “stop active ingredients”)
Bilingual communication logic (English/French)
Deposit policy logic + operational enforcement notifications
Tracking, status, reporting, and escalation paths
Important clarification from clinic manager: 4-day and 2-week follow-up scripts are standard across all treatments (universal templates).
Primary Goal
Deliver a production-ready GHL automation system that reliably executes outbound communications (SMS/email and/or voice triggers where applicable), routes escalations, and maintains clean status tracking—without creating operational chaos alongside AestheticPro.
Systems Involved
GoHighLevel (GHL): workflows, pipelines, custom fields, triggers, campaigns, reporting
AestheticPro: source of truth for scheduling/deposits/consents (Phase 1 assumption)
Email/SMS in GHL (and/or Twilio connection if required)
Optional: Make.com / Zapier / Webhooks for syncing events from AestheticPro if feasible
Phase 1 Deliverables (Must Have)
1) Data Model & Foundation Setup (GHL)
Contractor must implement:
Custom fields (minimum):
Preferred Language (EN/FR)
Treatment Category (4-day vs 2-week bucket)
Last Treatment Date
Next Appointment Date (if available)
Follow-Up Status (4-day) + Follow-Up Status (2-week)
Pre-Treatment Reminder Status
Deposit Required? (Yes/No/Unknown)
Deposit Status (On file / Used / Unknown)
Escalation Flag (Urgent/Non-Urgent)
Owner/Assigned Staff
Tags for workflow control (e.g., FU_4DAY_PENDING, FU_4DAY_DONE, PT_REMINDER_PENDING, DEPOSIT_UNKNOWN, etc.)
Pipeline stage(s) (or a dedicated “Ops pipeline”) for tracking lifecycle:
Needs Follow-Up → Contacted → Responded → Escalated → Completed → Needs Rebooking
Acceptance criteria: clear naming conventions, documented list of all fields/tags/stages used, and no duplicate/overlapping triggers.
2) Automation A – Post-Treatment Follow-Ups (AI Outbound Logic)
Implement two separate automation tracks:
A1: 4-Day Follow-Up Automation
Trigger: patient falls into “4-day bucket” + treatment date recorded (source defined below)
Timing: send at day 4 post-treatment (exact time window configurable)
Message content: use provided standardized script template (EN + FR as required)
Multi-touch fallback (if no response):
Touch 1: call trigger and/or SMS + email (same day)
Touch 2: additional message within defined interval (same day or next day)
Stop rules:
If patient responds → mark completed + log response
If urgent keyword/intent → escalate immediately
After max attempts → mark “Unreachable”
A2: 2-Week Follow-Up Automation
Same structure as A1, triggered at 2 weeks post-treatment.
Key Requirements
Scripts are universal templates (not per-treatment branching).
System must log:
completion status
response captured (and summary in notes)
escalation flags
Acceptance criteria: test contacts run through both workflows end-to-end with logs proving correct timing, stop conditions, and status updates.
3) Automation B – Pre-Treatment Reminder (Stop Active Ingredients)
Build a pre-treatment sequence that triggers 4 days before the appointment:
Content includes “stop active ingredients” list (provided in the doc)
Includes FR + EN versions
Includes escalation rule: no diagnosis, if outside script → note + escalate to staff email
Open dependency to solve:
Where does “appointment date” come from?
Option 1: AestheticPro export/import (daily)
Option 2: receptionist tagging workflow (manual)
Option 3: API/webhook integration (if available)
Contractor deliverable: propose best reliable method + implement it.
4) Automation C – Language Logic (English/French)
We need bilingual behavior in automation delivery:
Clinic currently stores spoken language in client profile (EN/FR)
If language is unknown, system should:
Ask preference on first interaction OR default to French and provide “Reply EN for English”
Contractor must implement:
Branching by Preferred Language
Templates for both languages
Consistent naming/version control for templates
Note: If GHL limitations exist for bilingual handling within a single workflow, contractor must implement clean workaround (e.g., two campaigns + conditional enrollment).
5) Automation D – Deposit Logic & Enforcement (Policy Accurate)
Implement policy logic support (Phase 1 = notifications + workflow control; not necessarily real-time AestheticPro client bank sync unless feasible):
Deposit Requirement Rule
Deposit required for every booked appointment except short in-clinic follow-ups under 15 minutes (“next steps”).
Deposit Use Rules
Deposit can be applied to any service/product anytime.
If deposit used and client has upcoming appointment → new deposit required for next booking.
Deposit Enforcement Policies
Late arrival > 15 min → deduct $25 from deposit
Cancellation < 48 hours → charge full $75 deposit
Deposits non-refundable
Deposits must be used in clinic only
What contractor must build
A “Deposit Status” handling process that prevents confusion:
Deposit Status = On file / Not on file / Unknown
Deposit Required = Yes/No
Automated email/SMS templates that communicate deposit requirement clearly
Escalation workflow when deposit status is unknown:
alert clinic email
create task for receptionist follow-up
Optional “deposit tracking helper” (Phase 1 fallback):
Google Sheet mirror OR GHL custom field updated by receptionist (simple SOP)
Acceptance criteria: deposit workflows must reflect clinic policy exactly and not send conflicting messages.
6) Source-of-Truth & Sync Method (Architecture Decision)
Contractor must deliver a short “integration plan” that answers:
Is AestheticPro the source of truth for appointment dates/treatments? (Phase 1 assumed yes)
How do events enter GHL reliably?
CSV import cadence?
daily export?
webhook/API?
receptionist-driven tags?
Where is the operational “status” stored?
follow-up complete
patient responded
escalation flagged
booked next session
deposit required/paid/unknown
Deliverable: a 1–2 page “Ops Data Flow” document + implemented workflow consistent with it.
7) Reporting & Internal Visibility
Build basic reporting views:
Dashboard or reporting snapshot showing:
number of follow-ups attempted
response rate
escalations flagged
bookings generated (if captured)
deposit unknown cases
Weekly summary email to clinic (optional but recommended)
Acceptance criteria: Admin can quickly see what is pending and what needs staff action.
Provided Inputs (We will supply)
We will provide:
Follow-up scripts (4-day and 2-week) + integrated overviews (PDFs)
Pre-treatment reminder scripts (FR/EN) with “active ingredient” list
AestheticPro functions guide (“what we use most”)
Deposit rules + enforcement policies
Any WhatsApp details currently referenced will be consolidated into a single mapping doc (or contractor can help us consolidate)
Contractor Responsibilities
Build workflows inside our GHL account (or staging sub-account first)
Maintain clean naming conventions + change log
Provide a short Loom walkthrough of:
workflows
how to add a contact into a flow
how reception should update fields/tags (if needed)
Provide testing evidence:
screenshots of runs
sample contacts
proof of stop conditions and escalation routing
Out of Scope (Phase 1)
Full replacement of AestheticPro or TouchMD
Real-time medical record sync
Complex multi-location enterprise build
Building a native AestheticPro integration if API doesn’t exist (contractor may propose as Phase 2)
Timeline
Week 1: data model + workflow scaffolding + integration plan
Week 2: implement automations A–D + bilingual templates
Week 3: QA + live test cohort + fixes
Week 4: deployment + handoff SOP + final walkthrough
Required Skills
Expert-level GoHighLevel workflow building
Webhooks / Make.com / Zapier (for syncing external scheduling systems)
Strong automation architecture thinking (avoid loops, conflicting triggers, duplicate enrollments)
Bilingual automation experience (EN/FR) is a plus
To be considered, please include examples of past GoHighLevel automation work you’ve personally built.
Please send:
screenshots/portfolio of GoHighLevel workflows you built for medspas or relevant industries(triggers, branches, conditions, stop logic)
A short bullet list of what you automated (ex: pipelines, appointment reminders, reactivation, deposits, multi-language, webhook/Zapier/Make integrations)
Your role (built it end-to-end vs edited an existing system) and approximate time to deliver
If you don’t have past work to show, please say so upfront.