Reply to New Web Inquiries Within 5 Minutes, Every Single Time.
When a potential client or pet owner fills out a form on your site, waiting hours for a reply loses the booking. Atitlan One automates immediate replies and persistent follow-ups until they schedule.
How Automated Follow-Up Works
Immediate Inbound Confirmation
The moment a prospect submits a contact or consultation form, they receive a personalized text and email acknowledging their request.
Consistent Multi-Day Follow-Up
If the inquiry does not book right away, the system sends polite check-ins over the following days to keep your practice top of mind.
Intelligent Workflow Pauses
The sequence stops the instant the prospect replies, books a call, or requests to opt out, ensuring communications stay natural.
SMS and Email Combined
We balance fast text messages for immediate attention with detailed email summaries for treatment information.
Real-Time Opportunity Stages
Watch leads move automatically from New Lead to Contacted, Follow-Up, and Booked Appointment inside your dashboard.
Staff Assignment and Prompts
When an inquiry requires direct clinician or coordinator input, the system creates an urgent task for your team.
What We Cover On Your Call
You leave with a clear plan, whether you work with us or not.
Auditing your current contact forms, lead sources, and response delays
Drafting message sequences that answer prospective patient concerns
Setting timing rules for daytime, evening, and weekend form submissions
Connecting your existing website forms to GoHighLevel workflows
Training staff on managing active leads inside the pipeline view
How it works
Live In 3 Steps
We audit your intake forms, build the follow-up sequences, and connect your pipeline.
1. Book a Call
We examine where your web leads originate and how quickly they receive attention today.
2. Build the Sequences
We configure automated SMS, email nurturing, calendar links, and stage triggers in GoHighLevel.
3. Launch and Optimize
We run test form submissions to confirm delivery speed, pipeline movement, and notification delivery.
This is for you if:
Is This a Fit?
Your practice receives web leads, quote requests, or consultation inquiries that wait hours for a reply
Prospects submit forms on evenings and weekends when your office is closed
Your front desk team does not have time to follow up with leads multiple times
Inquiries go cold because no one has a reliable system to check back in
Book a Call
Learn how automated 5-minute replies keep your prospective patients from looking elsewhere.
The Call Is Free. The Plan Is Yours.
We will review your current web lead handling and design an automated follow-up plan for your practice with zero obligation.
Bring your questions
Worst case, you walk away knowing exactly what to fix.
Questions?
Frequently Asked Questions
How does the system connect to our website forms?
We connect to your existing website forms through webhooks or replace them with clean GoHighLevel forms, requiring minimal changes to your site.
What happens when a lead replies to a follow-up text?
The automated sequence stops immediately, and an alert is sent to your staff so they can continue the conversation personally.
How many follow-up attempts are sent?
We typically configure a 3-touch or 4-touch sequence across 5 to 7 days, balancing persistence with professionalism.
Can we customize the messaging for specific services?
Yes. Inquiries requesting specific treatments or procedures can enter tailored follow-up sequences with relevant details.
Does the sequence send messages late at night?
No. We configure strict delivery windows so that automated messages are only sent during acceptable daytime hours in your time zone.
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