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Engagement walkthroughMed spa

THREE-LOCATION INBOX CONSOLIDATION

From inquiry to booked consult for a three-location med spa

Treatment questions arrived at every hour across three locations, into an inbox nobody owned. One conversation view, three connected calendars, one person watching it.

Who it's for
A solo agency owner with one large retained client
Timeline
Two weeks to stand up, then ongoing
Services bought
Integration Specialist · Virtual Assistant Staffing

The brief

Three locations, three calendars, and one inbox nobody owned. Pricing and treatment enquiries piled up overnight, and the front desk triaged them between clients — badly, through no fault of their own.

What they bought

Integration Specialist

Web forms, social messages, and SMS pulled into one conversation view per location; three consult calendars connected

View the full scope

Virtual Assistant Staffing

One support VA answering treatment and pricing questions under the clinic's name, escalating anything clinical

View the full scope

What we built

  1. 01

    Merged the inbox

    Web forms, social messages, and texts pulled into one conversation view per location, so a question cannot sit in a channel nobody checks.

  2. 02

    Connected the calendars

    Each location's consult availability wired in properly, with reminders that cut the gap between booking and showing up.

  3. 03

    Staffed the inbox

    A support VA answering the common treatment and pricing questions under the clinic's name, escalating anything clinical to staff.

  4. 04

    Added the rebooking follow-up

    A post-treatment sequence that invites clients back instead of waiting for them to remember.

What they got

  • One conversation view per location instead of four separate channels
  • Consult availability wired in per location, with reminders between booking and arrival
  • A support VA on the inbox during opening hours, with a written escalation line to clinical staff
  • A post-treatment rebooking sequence running on the clinic's behalf

What their client sees

  • One inbox instead of four, for all three locations
  • Consults booked without the front desk juggling it
  • Reminders and follow-ups going out on their behalf

What we'd tell you on a call

Multi-location clients rarely need more software. They need the channels they already have pointed at one place, with somebody watching it.

How we document projects: white-label engagements are confidential (our name never appears on the client side), so each write-up covers the scope, the sequence, and the result by vertical rather than naming the agency behind it. Screenshots are taken from the real build and redacted accordingly.

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Want a build like this under your brand?

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