Cellovian · Scope for review
What we're building, and the few things we need you to decide.
Hi Brooke,
Here's the plan, in two parts.
Part 1 is the sales pipeline, everything before a clinic fills the onboarding form. From meeting someone or having a prospect, to them being ready to onboard.
Part 2 is what happens after they say yes: the onboarding and delivery side, and a proper rebuild of the internal hub.
There are questions along the way, in the shaded boxes. Answer what you can, skip anything you're unsure about, and hit send at the bottom.
Everything up to the point where a clinic is ready to onboard.
Pre-Onboarding Sales Tracker: a basic web app with the following screens and features.
A page you can open on your phone. Add someone quickly: name, clinic, area, phone, plus a couple of quick fields.
No long form at this stage. This gets added to GHL automatically from here.
End of the day, you see everyone you added. You go down the list and deal with each one. When the list is empty, you're done.
Any leads that come in through your other GHL intake forms will also show up here.
When someone opts in on the Biologics side to say they're interested in Cellovian, that lead comes straight into this tracker on its own. Nobody has to copy it across, and Threna can start following up the same day.
We'll handle the Supabase work and the rest of the technical setup on the Cellovian side, so the connection is ours to build and ours to maintain.
For Ali, we'll share a document with all the instructions. All he needs to do on the Biologics side is two things:
He won't have to manage or maintain any part of the Cellovian backend. It's one API call from his side, and everything after that is on us.
1.This will be in addition to having an intake or interest form on GHL. Do you agree with the thinking?
Right now you have to wait for a lead to fill the intake form before anyone can follow up. Here, if you get the basic details from them directly, Threna can follow up straight away.
2.Would you want a business card scanner, or an AI voice note processor, to capture details faster?
Useful for offline contact with leads, or just for quicker entry. Pick any that appeal.
3.Would you want an automated first message sent to leads as soon as they're added?
When you go through these freshly entered leads, you set the next move on them. Every single person has to have a next move. Three things:
If everyone has a next move with a date, nobody gets lost.
"Park for now" is one of the options, so if someone's not ready, you park them until January and forget about them. They come back to you then.
There will also be "not a fit" for when it's a no, so they stop showing up.
4.Do you want us to build a nurture sequence, for leads that aren't ready for the next stage?
The main screen. Instead of the full list of 100, you see only what's due: the ones whose date has come up.
You can also pin someone here if you want to focus on them this week.
When you set a next move and pick Threna, she gets it. When she's done, it comes back to you as a line like:
Threna called Dr. Jude Tuesday, no answer, calling again Thursday.
You only see the result. The actual call logs and communication happen in GHL, WhatsApp or mail.
Each clinic has a status so you know where it stands:
Both you and Threna can update it. This is the one place status gets set, and it then updates in GHL automatically, so Threna doesn't have to do it twice.
5.What stage names do you want, and in what order?
You mentioned proposal, pitch, close, contract, handoff, setup. Tell us the order you'd actually use and we'll match it.
Notes on every clinic. Yours and Threna's, with who wrote it and when.
This needs a decision from you. If you'd like to use your own file storage system that you trust, then we won't have it in this pipeline tracker. If you want basic proposal docs or other pre-close docs here, then we can include those. We'd be using Supabase as our storage layer.
6.Files: in the tracker, or your own storage?
A simple list by area (Tampa, Orlando, Sarasota, Miami and so on) showing how many clinics you have in each, and where you have none.
Your side is the summary. Her side is the work: her tasks on each lead.
She sees everything assigned to her, oldest first, overdue in red. Not a filtered version like yours; she gets the full list she needs to work.
GHL, email, WhatsApp, it doesn't matter. She talks to people wherever they are.
This is the one rule. After every conversation she comes back and closes it off:
She can't close anything without setting the next move. Same rule as your side. That's what stops people going quiet for a week; the system won't let a lead sit with nothing planned.
When she closes something off, it turns into a line on your screen. You don't see her call logs, her notes to herself, or her day-to-day. Just what happened and what's next.
When someone's warm and wants to talk to you, she assigns it back with a date and it lands in your weekly list. That's how deals reach you.
Once a clinic says yes, there's a list of things to collect: onboarding form, API key, protocol videos, Stripe, paperwork, BAA. That's Threna's to chase.
She opens the app each morning and works her list. We can add phone notifications if it's needed.
7.Anything you'd add or change on Threna's side?
We still need GHL. The calling, texting, emails and nurture automations all stay there, unless you want to use another communication system, like Threna reaching out to leads from her own phone or WhatsApp.
But GHL isn't where anything is tracked. The app is.
GHL is the phone and the inbox. The app is the record of what's happening. You won't have to open GHL to track or chase leads.
The onboarding form already collects everything we need from a clinic, and the internal hub already holds all of it.
Part 2 adds the tracking on top of that: where each clinic is in the process, what we are still waiting on from them, what they have paid, what tier they are on, and which services are running for them.
Each stage has its own checklist. You see which stage a clinic is at, and the team works through the checklist.
Leads you are still chasing stay in the sales tracker. Clinics that have signed get their own section, with screens made for onboarding rather than chasing.
One screen with every onboarded clinic on it: the stage they are at, how far along they are, what we are waiting on, what is due next, and who is handling it. You can sort and filter it, so it is quick to see which clinics need attention.
One page for each clinic showing the stage they are at, their tier, the services running for them and their key dates, along with all the clinic details we already hold.
When a clinic is ready to onboard, the pack is sent through GHL: the template email with the onboarding form link, the basic intake, and the contract to sign.
The tracker records that it has been sent, so you can see who has received it and who has not replied yet.
When the form comes in, someone on your side reviews it. Each section can be given its own status and comment, with a record of who reviewed it and when.
A section can be marked as approved, flagged with a question, or sent back, and the reason is there for everyone to see.
8.Who reviews the onboarding form on your side?
One person, or does it depend? We need to know who the review lands with.
The meeting you set up with the clinic to finish off the details. The meeting, the calendar and all the communication stay in GHL, the same as they do now.
The tracker keeps the date and the outcome, and lists whatever is still open from the review so you know what to cover.
The Consulting Services Agreement and the ClearPath BAA are tracked separately, so you can see which one is signed and which one is still waiting.
9.How do you get contracts signed today, and what would you prefer?
If you use an e-signing tool, we can usually connect to it so signatures update automatically instead of someone ticking a box.
Payments are marked as received by hand, since they are arranged between you and the clinic. You can also record the transaction id and the platform it came through, if you want to keep a record.
Where a payment is split into instalments, each one has its own line and its own due date, so an upcoming payment shows on the screen instead of having to be remembered.
Each clinic has their path (Product-Only, Foundations or Premium Foundations), their monthly tier, and any add-ons like ClearPath or live events.
We will build this so you can see what a clinic is on and which services are running for them, keep a record when they move up or down a tier, and track what has been delivered against what they are owed.
That way there is a clear answer to what a clinic is paying for, what they are owed, and what has already been done.
The list of things you chase: onboarding form, API key, protocol videos, Stripe, paperwork, BAA. Shown as a count on each clinic, and marked when something has been pending for too long.
10.Anything you'd add or change on the onboarding side?
If something here doesn't match how you actually work, or there's something you need that we haven't covered, this is the place to say it.
You'll be able to download a PDF copy of this document with your answers once it's sent.
The ClinicFlow team has your answers. Grab a PDF copy for your own records if you'd like one.