CONTEXT

Viktoria Ves Clinic is a medical cosmetology clinic operating in Lviv and Uzhhorod, Ukraine. The clinic specializes in aesthetic and injection cosmetology with a physician-led approach: all procedures are performed after individual diagnostics, following medical protocols. The team had active Instagram presence and consistent traffic from Google Ads, but all lead processing was handled manually by the administrator. No CRM, no email automation, no follow-up system.

PROBLEM STATEMENT

The clinic was losing the majority of potential clients at the first touchpoint, with no system to re-engage them.

❌ ~70% of leads never converted to a consultation booking
❌ 3–4 hours/day lost to manual DM replies, reminders, and request processing
❌ Zero nurture: after sign-up—no follow-up, no education, no offers
❌ No analytics: unknown which ads or channels actually generated bookings

Goal: build an automated system that converts subscribers into booked consultations — without manual work from the administrator.

SOLUTION

I designed a full-cycle automated pipeline that handles a potential client from the first website visit to booked diagnostic—completely hands-free. The system uses behavioral triggers: each next step happens only when the contact takes (or skips) a specific action.

Flow logic:

Website form → instant welcome email with a -20% discount offer
No click in 48h → educational content about diagnostics and safety (Nurture series)