Overview

In the competitive world of medical aesthetics, timing is everything. A potential patient researching Botox at 9 PM deserves the same immediate response as someone calling during business hours. Marketing automation makes this possible by sending personalized messages automatically based on specific triggers—ensuring no lead goes cold while your team focuses on providing exceptional care.

Growth99's automation builder empowers your practice to create sophisticated email and SMS sequences that nurture leads, educate patients, and drive bookings 24/7. Whether you're following up with consultation requests, nurturing leads over time, or sending appointment reminders, automations work tirelessly in the background to grow your practice.

Getting Started with Automations

Creating your first automation takes just minutes:

1. Navigate to the Automations section in your main navigation

2. Choose whether to create automations for Leads or Customers

3. Click Add Trigger to begin building your automation

Building Your Automation Step-by-Step

The automation builder guides you through creating intelligent communication sequences that respond to patient behavior automatically.

Step 1: Name Your Automation

Start with a descriptive name that clearly identifies the automation's purpose. Good examples include:

• "New Botox Landing Page Follow-Up"

• "Consultation Request Nurture Sequence"

• "Post-Treatment Care Instructions"

This naming convention helps you manage multiple automations as your library grows.

Step 2: Define Your Audience

Not every message is right for every lead. Filter your audience by selecting the source of your contacts:

Lead Sources Available:

• Chatbot - Website chat conversations

• Landing Page - Specific campaign pages

• Self Assessment - Quiz or assessment tool completions

• Form - Contact or consultation forms

• Manual - Manually entered leads

• Facebook - Social media inquiries

• All - Apply to leads from any source

Advanced Filtering: Take targeting even further by specifying:

• Specific landing pages (e.g., "Summer Botox Special")

• Individual forms (e.g., "Virtual Consultation Request")

• Source URLs for precise campaign tracking

Step 3: Set Your Trigger

Determine what action initiates your automation:

When a lead is generated Perfect for immediate welcome sequences when someone first expresses interest

When status changes Ideal for responding to lead progression (e.g., when a lead becomes "Hot")

When tagged with a particular tag Useful for interest-based campaigns (e.g., tagged with "Interested in Fillers")

Step 4: Choose Your Actions

Decide what happens when your trigger conditions are met:

Send an SMS Template

• Use pre-written text messages for consistency

• Personalize with contact name and details

• Keep messages concise and action-oriented

Send an Email Template

• Deliver detailed information or educational content

• Include attractive visuals and clear calls-to-action

• Perfect for longer-form nurturing

Create a Task

• Automatically assign follow-up tasks to team members

• Ensure human touch points at critical moments

• Track manual outreach requirements

Special Option: Staff Notifications Toggle whether messages go to leads or your staff members. This powerful feature lets you:

• Alert staff of high-value leads instantly

• Send daily summaries of new inquiries

• Notify specific team members based on lead characteristics

Step 5: Configure Timing

Strategic delays make your automation feel natural and maximize effectiveness:

Immediate Sending Set to "0 minutes" for instant acknowledgment

Time-Based Delays

• Minutes: Quick follow-ups (5-30 minutes)

• Hours: Same-day sequences (2-4 hours)

• Days: Nurture campaigns (1-7 days)

Time Range Restrictions Ensure messages send during appropriate hours:

• Avoid early morning or late night texts

• Respect business hours for non-urgent content

• Configure timezone-aware sending

Step 6: Build Multi-Step Sequences

The real power comes from chaining multiple actions together. Click "Add Condition" to create sophisticated drip campaigns.

Example: Botox Landing Page Sequence

1. Immediate: Send SMS confirming inquiry received

2. 5 minutes later: Send detailed email with pricing and FAQ

3. 1 day later: Send SMS and email checking if they have questions

4. 7 days later: Send educational email about Botox benefits

5. Weekly for 4 weeks: Send rotating emails with testimonials, specials, and booking reminders

Best Practices for Effective Automations

Start Simple, Then Expand

Begin with a basic 2-3 step sequence and add complexity as you measure results. It's easier to build on success than fix an overly complex automation.

Mix Channels Strategically

• Use SMS for urgent, time-sensitive messages

• Reserve email for educational content and detailed information

• Alternate between channels to avoid fatigue

Personalize Without Overdoing It

• Use merge tags for names and relevant details

• Reference their specific interest or inquiry

• Keep the tone conversational, not robotic

Test Before Launching

• Send test messages to yourself

• Check timing between steps

• Verify all templates render correctly

Monitor and Optimize

• Review automation performance regularly

• A/B test different message content

• Adjust timing based on engagement data

Common Automation Recipes

New Lead Welcome Series

Trigger: When a lead is generated

1. Immediate SMS welcome

2. 30-minute email with service menu

3. 3-day follow-up offering consultation

4. Weekly educational emails for 1 month

Consultation No-Show Recovery

Trigger: When tagged "No Show"

1. 1-hour SMS checking if they need to reschedule

2. Next day email with easy rebooking link

3. 1-week SMS with special offer

4. 2-week final attempt email

Treatment Interest Nurture

Trigger: When tagged with specific treatment

1. Immediate email with treatment guide

2. 2-day SMS with before/after gallery link

3. 1-week email with financing options

4. 2-week SMS with limited-time booking incentive

Measuring Success

Track these metrics to optimize your automations:

• Open rates for emails

• Response rates for SMS

• Conversion rate to bookings

• Time to conversion

• Unsubscribe rates

Next Steps

With your first automation live, consider:

• Creating separate sequences for different treatments

• Building customer retention automations

• Setting up review request sequences

• Developing win-back campaigns for inactive patients

Remember, great automations feel personal and timely, not automated. Focus on providing value at each step, and your sequences will naturally guide leads toward booking while building trust in your expertise.