Cellovian · Scope for review
What we're building, and the few things we need you to decide.
Hi Brooke,
Here's the plan for the sales pipeline, before a clinic fills the onboarding form. This covers the part you and Threna work on, from meeting someone or having a prospect, to them being ready to onboard.
There are a handful of questions along the way, in the shaded boxes. Answer what you can, skip anything you're unsure about, and hit send at the bottom.
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.
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.
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.