Ultra Cryo case study: a GoHighLevel dialer and 5-touch cadence

Client: Ultra Cryo & Recovery (Auburndale, Florida)

+19%conversion rate

25%+team productivity

5-touchdial cadence on every lead

Services used: GoHighLevel audit, GoHighLevel automation, GoHighLevel setup, GoHighLevel support

Ultra Cryo & Recovery, a med spa in Auburndale, Florida, was running Facebook lead ads into GoHighLevel but had no system for working the leads, so many were never called back. The GoHighLevel Experts audited the account, then rebuilt it around a power-dialer queue, a 5-touch call cadence, lead scoring and a Thryv integration. Conversion rate rose 19 percent and team productivity improved by more than 25 percent.

The starting point

Ultra Cryo & Recovery offers treatments including cryo slimming and cryofacials across more than one location. The foundations were there: a Wavv dialer connected to GoHighLevel with 3-line dialing, and Facebook lead ads routing leads into workflows. The audit found that the structure around them was missing.

Lead follow-up

• The team used the dialer inconsistently, with no system for which leads to call or when.
• Follow-up attempts weren’t structured or tracked, so ad spend was wasted on leads nobody reached.
• There was no lead scoring, so warm and hot leads weren’t prioritized.
• Leads who clicked a booking link but didn’t book, and people who booked, didn’t show and never rebooked, had no follow-up at all.

Workflows and pipeline

• Several redundant workflows were connected to the same calendars, and one service’s workflow had multiple forms causing conflicting triggers.
• Reminders went out from both GoHighLevel and Thryv, so patients got duplicates.
• Patients had to pick their location at several steps, adding friction to booking.
• The pipeline worked like a tracking sheet: stages called Day 1, Day 2 and Day 3, moved by hand.
• Call attempts and objections weren’t logged, and tags were added inconsistently and never cleaned up.
• Inactive calendars and funnels were still live, and key operational knowledge sat with one person, with no documentation.

The audit

The project started with a GoHighLevel system audit covering six areas: lead conversion and the dialer, workflow structure, pipeline and lead management, calendars and funnels, team collaboration, and the Thryv integration. The report listed every issue with a specific recommendation, and forecast that implementing the system properly should lift conversion by at least 10 to 20 percent. See how the GoHighLevel audit works.

What we built in GoHighLevel

A calling system that doesn’t depend on memory

• Power Dialer smart list of uncontacted leads, so reps always work the right list.
• A dial-attempt counter in a custom field, and a call log after every power-dialer session.
• 5-touch cadence. After 5 attempts with no answer, the lead moves to “Not Interested” automatically.
• Internal alerts every couple of days for hot leads that haven’t had all 5 attempts.

Lead scoring and follow-up for leads who slip

• A 1 to 5 lead score with visual tags, so higher-scoring leads get followed up harder.
• Trigger links on every calendar link. Leads who click but don’t book are tagged, nudged by SMS and email, and flagged to the sales team to book by hand.
• Rebooking automation for cancellations and no-shows.

A pipeline that moves on its own

• Stages that follow the real customer journey, moved automatically by appointment events and status.
• Call logging with dropdowns for objections and no-show reasons.
• Inactivity detection that assigns tasks to team members automatically.
• A single tagging system, documented, with SOPs.

Clean workflows and calendars

• Redundant forms and workflows consolidated; old and inactive workflows, calendars and funnels archived.
• Location selected once in the journey, with location-specific landing pages and calendars.
• Naming conventions marking every calendar and workflow as ACTIVE or ARCHIVED, and a centralized workflow map and SOP document.

Thryv and GoHighLevel, in sync

GoHighLevel and Thryv were connected through an automation platform so new leads and bookings sync between them, and one system controls reminders. No more duplicate messages, and no double data entry.

Results

• Conversion rate up 19 percent, inside the 10 to 20 percent range the audit forecast.
• Team productivity up more than 25 percent, as the manual workload dropped.

What other med spas can take from this

• A dialer is only as good as the process around it. Track attempts, set a fixed cadence and decide when a lead is done.
• Follow up on intent, not just form fills: a clicked booking link is a warm lead.
• Pick one system to send reminders. Two systems sending them confuses patients.

Running a med spa on GoHighLevel? See GoHighLevel automation or start with a $247 audit.