GoHighLevel + Vapi.ai voice agent for a US med spa
A booking and inbound-call automation system for an aesthetic clinic running multiple locations. GoHighLevel handles funnels, forms and SMS sequences; a Vapi.ai voice agent answers calls 24/7, qualifies leads against the clinic's services and books straight into the GHL calendar.
What was breaking.
The clinic was losing roughly a third of inbound calls outside business hours and during peak treatment slots when reception couldn't pick up. Online lead forms converted, but the SMS follow-up was manual — staff would miss replies for hours, killing momentum on hot leads. Marketing spend was strong, but the conversion was leaky in the gap between "interested" and "booked".
How I built it.
- Built the front-of-funnel in GoHighLevel: paid-traffic landing pages, a 3-question pre-qualification quiz (treatment area / budget / timeline), and a calendar-attached booking page tied to each location.
- Wired SMS and email automations into GHL pipelines so every inbound lead got an instant reply, then a 4-touch nurture sequence over 7 days if they didn't book.
- Built a Vapi.ai voice agent trained on the clinic's services, pricing tiers, contraindications and calendar — so it could answer FAQs, qualify and book appointments end-to-end via voice.
- Connected Vapi to GHL via webhooks: any booking made by the voice agent created a contact, applied tags, and dropped into the same nurture pipeline as web leads.
- Set up reception override: agent escalates to a live receptionist during business hours if the caller asks for a human.
What makes it tick.
- Voice agent handles inbound after-hours and during reception overflow — captures appointments that previously went to voicemail.
- GHL pipeline visualizes lead source (web form, quiz, voice agent) so marketing can see which channels actually book.
- Trigger logic ensures the same lead never gets duplicate SMS from web and voice agent paths.
- Cancellation and reschedule flow handled in voice and SMS for low-friction adjustments.
What changed.
After-hours bookings went from zero to roughly a dozen per week. Total inbound conversion lifted noticeably across the first 60 days. Reception load dropped enough that one part-time front-desk role was reabsorbed into upsell training instead.
Tools used.
- GoHighLevel
- Vapi.ai
- Twilio (SMS)
- Stripe (deposits)
- GHL Calendars
- Webhooks
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