GoHighLevel Setup Blueprint — Med Spa Missed-Call Recovery

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Automation Overview

Full flow from missed call to booked appointment to no-show reminder

📞 Missed Call

→

💬 AI SMS (<60s)

→

⏳ Wait 5 min

→

🔍 Qualify Reply

→

📅 Booking Link

→

📧 Confirm

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What you need in GoHighLevel before starting

Make sure these are set up in your GHL account before configuring the automation.

Requirement	Where to find it	Notes
SMS Pipeline / Inbox	Conversations → Inbox	Enable SMS channel. Add your Twilio number.
Contact Custom Fields	Settings → Custom Fields	Need: `missed_call_time`, `qualification_score`, `booking_date`
Calendar / Booking Link	Scheduler → Booking Links	Create a booking link for med spa appointments. e.g. `book.luminaraesthetics.com`
Triggers App	Marketplace → Integrations	Install "Call Rail" or "Aloware" for missed-call detection, or use GHL's built-in Call Tracking.
OpenAI Integration	Settings → Integrations → OpenAI	Connect your OpenAI key to enable AI-generated SMS responses.

1

Step 1 — Configure the Missed-Call Trigger

Set up the event that fires the automation every time a call goes unanswered

1

Create a New Automation in GoHighLevel

Go to Marketing → Automations → Create Automation. Name it "Med Spa Missed-Call Recovery".

Automation Settings
Name: Med Spa Missed-Call Recovery
Trigger Type: Webhook (from call tracking platform)
// OR use GHL's built-in call tracking trigger
Trigger: Missed Call → Contact Source = "Missed Call"
        

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If using a third-party call tracking app (CallRail, CallHippo), set up a Webhook Trigger in GHL. Point it to the call tracking app's missed-call webhook URL. GHL receives the event with the caller's phone number as a contact property.

2

Set Trigger Conditions

Configure what counts as a "missed" call and which location handles it.

Setting	Value	Why
Call Duration <	`30 seconds`	Short calls = unanswered inquiries
Disposition	`Missed / No Answer`	Filter out voicemails
Location	`Luminara Aesthetics`	Match your specific spa location
Time of Day	`Any`	24/7 coverage — after-hours too

💡

After-hours calls are gold — people calling after 8pm are often ready to book. Don't filter these out!

2

Step 2 — AI SMS Within 60 Seconds

Send a personalized, warm SMS immediately after the missed call fires the trigger

3

Add Send SMS Action (Immediately)

After the trigger fires, add an SMS action. Use AI Personalization to dynamically insert the contact's name and missed-call time.

SMS Template — Initial Outreach
To: {{contact.phone}}
Message:
Hi {{contact.first_name}}! We missed your call at {{custom.missed_call_time}}.
Did you want to book an appointment? Reply YES to connect with our team.

// Personalization tokens:
// {{contact.first_name}}  — contact's first name
// {{custom.missed_call_time}} — time the call was missed
// {{location.name}} — your spa's business name
// {{custom.calendar_link}} — pre-saved booking URL
        

Setting	Value
Send	`Immediately` — 0 second delay
From Number	`+1 (555) 000-1234` — your GHL number
SMS Type	`Business` (not marketing — lower deliverability risk)
Track Reply	`Enable` — wait for inbound

4

Set Up OpenAI Integration for Smart Responses

Optionally route inbound replies through OpenAI to score intent and generate intelligent follow-ups.

OpenAI Action — Analyze Reply
Prompt:
The contact replied: "{{Inbound SMS Content}}"

Is this person interested in booking a med spa appointment?
Score 1-100. Reply with just the score and one word: YES if interested, NO if not.

// Store score in custom field {{custom.qualification_score}}
        

💡

Interest keywords to look for: "yes", "book", "appointment", "interested", "sure", "schedule", "available", "price", "cost", "when". Negative signals: "later", "not now", "wrong number", "stop", "unsubscribe".

3

Step 3 — Lead Qualification via Text

Score the inbound reply and route to the right follow-up path

5

Add Wait Step (5 Minutes)

Give the lead time to see and respond to your initial SMS.

Wait Step Settings
Duration: 5 minutes
Option: Wait for specific keyword instead of time
// If you'd rather wait for their reply:
Wait for Reply: Yes (don't auto-advance until they respond)
Timeout: 2 hours (then proceed to next step anyway)
        

6

Add Split Based on Qualification Score

Create two branches: interested leads (score ≥ 50) and not-ready leads (score < 50).

Condition Split
IF {{custom.qualification_score}} >= 50
  → Branch A: "Send Booking Link"
ELSE IF {{custom.qualification_score}} < 50
  → Branch B: "Soft Nudge"
ELSE
  → Branch C: "No Response — Wait 24h"
        

Contact Update — Mark Qualified
Update Contact Field:
status = "Qualified"
pipeline_stage = "Hot Lead"
last_contact = NOW()
        

4

Step 4 — Send Booking Link on Qualified Reply

Two paths: one for interested leads, one for not-yet-ready leads

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Branch A: Send Booking Link (Score ≥ 50)

Warm, direct, action-oriented SMS with a clear booking link.

SMS Template — Hot Lead
Great! You can book online right here: {{custom.calendar_link}}
Pick a time that works for you — we're open Mon-Sat 9am-7pm.
// OR with AI generated:
Hi {{contact.first_name}}! Since you're interested in {{custom.service_interest}},
here's our direct booking link: {{custom.calendar_link}}
        

8

Branch B: Soft Nudge (Score < 50)

Low-pressure follow-up — no sales pressure, just leave the door open.

SMS Template — Soft Nudge
No pressure at all! If you change your mind, here's our booking link:
{{custom.calendar_link}}
We'd love to help you feel your best. 😊
        

⚠️

Keep it short. SMS has a 160-character soft limit before segmentation. Keep messages under 160 characters for best deliverability. Use a URL shortener (Bitly) if your booking link is long.

9

Confirmation SMS — After Booking Click

When the lead clicks the booking link and books, GHL's booking integration fires a "Appointment Booked" event. Use that to trigger a confirmation SMS.

Trigger: Appointment Booked
Automation: "Appointment Confirmation SMS"
Trigger: Appointment Created
SMS:
✅ You're confirmed! Appointment: {{appointment.date}} at {{appointment.time}}.
We'll send a reminder 24 hours before. Questions? Reply here.
        

5

Step 5 — No-Show Reminder Sequence

Automated 24-hour reminder for leads who don't show up to their appointment

10

Create No-Show Detection Trigger

Use the "Appointment Status Changed" trigger with status = "No Show".

Trigger: No-Show Detection
Automation: "No-Show Reminder"
Trigger: Appointment Status = "No Show"
// Alternative: schedule a "check" task 24h before appointment
// If appointment status is still "Scheduled" → send reminder
// If appointment status is "Completed" → skip
        

11

No-Show Reminder SMS

Warm, non-judgmental reminder to reschedule.

SMS Template — No-Show Reminder
Hi {{contact.first_name}} — just a heads up, your appointment slot has passed.
No worries if things came up! Reschedule here whenever you're ready:
{{custom.calendar_link}}
We're always happy to find a time that works. 😊
        

💡

After the no-show reminder, set a task for your front desk to follow up manually within 48 hours. 35% of no-shows will rebook if followed up with a phone call.

6

Step 6 — Monthly Stats Summary

Automatically send yourself a performance digest so you know what's working

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Set Up Scheduled Report (Monthly)

Use GHL's reporting or an external tool (Zapier + Google Sheets) to pull these metrics. Send via email or Slack.

Metric	Where to pull it in GHL
Total missed calls	Conversations → Missed Calls Report
SMS sent / reply rate	Conversations → SMS Analytics
Qualified leads	Pipeline → Hot Lead stage
Bookings from automation	Pipeline → Booked stage (source = "automation")
No-show rate	Appointments → No-Show Report
Booking conversion rate	Missed calls → Booked / Total missed calls

13

Monthly Digest Email Template

Set this up in your email tool (GHL Email, Mailchimp, or Zapier email).

Monthly Stats Digest — Email Template
Subject: Luminara Aesthetics — Monthly Missed-Call Recovery Report

Here's how your missed-call automation performed this month:

📞 Missed Calls: {{missed_calls}}
💬 SMS Sent: {{sms_sent}} ({{reply_rate}% reply rate)
🎯 Qualified Leads: {{qualified_leads}}
📅 Bookings: {{bookings_from_automation}}
📊 Booking Conversion: {{booking_rate}}%
⏰ No-Shows: {{no_shows}}

Top-performing service: {{top_service}}
Best time to reach leads: {{best_time}}

Want to optimize further? Reply to this email and we'll help.
        

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Automate the monthly digest with a Zap: GHL Report → Google Sheets → Gmail. Or use GHL's built-in Workflow with an Email action, scheduled on the 1st of each month.

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Full Automation Timeline

Every step, in order, with timing

#	Step	Action	Timing	Type	Branch
1	Missed call detected	Automation triggered via webhook / call tracking	T+0	API Trigger	Both
2	Outbound SMS sent	Personalized greeting with lead's name + missed time	T+0-60s	SMS	Both
3	Wait for reply	Hold until inbound SMS received or 2h timeout	0–2h	Wait	Both
4	Qualify via AI	Score reply 1–100 based on interest keywords	T + reply	API/OpenAI	Both
5A	Booking link sent	Direct booking URL for interested leads	T + score	SMS	Score ≥ 50
5B	Soft nudge sent	Low-pressure booking link for not-yet-ready leads	T + score	SMS	Score < 50
6A	Appointment confirmed	Confirmation SMS + calendar invite	On booking click	Email	Booked
6B	No-show reminder	Reschedule prompt for missed appointments	24h after no-show	SMS	No-show
7	Monthly digest	Owner stats summary: calls, SMS rate, bookings, conversion	1st of month	Email	Summary

Med Spa Missed-Call Recovery Automation