The scenario.
A multi-location clinic losing roughly a third of inbound calls outside business hours and during peak treatment slots when reception can't pick up. Online lead forms convert, but the SMS follow-up is manual; staff miss replies for hours, killing momentum on hot leads. Marketing spend is strong, but conversion leaks in the gap between "interested" and "booked".
How it's built.
- GHL front-of-funnelThe 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.
- GHL nurture pipelinesSMS and email automations wired into GHL pipelines so every inbound lead gets an instant reply, then a 4-touch nurture sequence over 7 days if they don't book.
- Vapi.ai voice agentA Vapi.ai voice agent trained on the clinic's services, pricing tiers, contraindications and calendar, so it can answer FAQs, qualify and book appointments end-to-end via voice.
- Vapi-GHL webhooksVapi connects to GHL via webhooks: any booking made by the voice agent creates a contact, applies tags, and drops into the same nurture pipeline as web leads.
- Reception overrideReception override: the 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 it's designed to change.
This pattern is designed to take after-hours bookings from zero to roughly a dozen per week by answering the calls that currently go to voicemail, and to lift total inbound conversion across the first 60 days. The intended second-order effect is lighter reception load, so front-desk time can move toward upsell conversations. These are design targets for the modeled scenario, not measured client results.
Tools in the build.
- GoHighLevel
- Vapi.ai
- Twilio (SMS)
- Stripe (deposits)
- GHL Calendars
- Webhooks