Regenesys / Plan
Sales team training · Go High Level

Go High Level Training

Every lead gets a fast first touch, a clear next step, and an updated record, every time. GHL does the reminding; we do the talking.

0

Start here

Each section is built the same way: Goal GHL does it You do it and a script you can copy. Anything marked Admin setup is for the GHL admin; sales reps can skip it.

New team member? Read "Start here" and "Daily rhythm" first. Learn the rest one section per week.

5

Minutes or less

A new lead gets a reply within 5 minutes during business hours.

→

Always a next step

Every conversation ends with a booking, a call-back task, or a clear "not interested".

✎

Not in GHL? Didn't happen

Every call, chat and in-person talk gets a note the same day.

⇢

Move the card

When a lead's status changes, move their card to the right stage right away.

♥

System reminds, you connect

Automations send reminders. You spend your time on real conversations.

Every lead follows one path, and the card moves with it Grey text under each stage = what GHL sends automatically New Lead auto text + rep alert Contacted call within 5 min Consult Booked reminders + education Showed up? No-show rebook texts + call Started? In Treatment aftercare + referral Thinking it over 21-day follow-up Long-term Nurture monthly updates no rebook yes yes not yet no decision after 21 days books later
Each box is a stage in our pipeline (section 7). Your job at every arrow: talk to the person, write the note, move the card.

Compliance, always

Consent first. Our forms include a consent checkbox, as required by the Data Privacy Act of 2012 (RA 10173).

No promises of results. Never promise medical results or cures in messages, calls or AI scripts. Talk about the consultation, the process and the doctor.

STOP means stop. If someone asks not to be contacted, tag them do-not-contact immediately.

1

Speed to lead

Goal: every new lead hears from us in under 1 minute (automatic) and talks to a real person in under 5 minutes.

GHL does it The first 3 days Admin setup

One workflow. Trigger: Form submitted, Facebook lead form, or inbound Messenger message.

AutomaticPerson
  1. 0 min
    SMS + Messenger / WhatsAppInstant hello with the rep's name and a booking link
  2. 0 min
    InternalLead assigned to the next rep (round robin). App push + SMS alert to that rep
  3. 0 min
    PipelineCard created in New Lead
  4. ≤ 5 min
    RepYou call
  5. 5 min
    InternalIf no call is logged, the team lead is alerted
  6. 15 min
    AI call (optional)Voice AI calls if no human has connected yet (section 5)
  7. Day 1–3
    SMS / Messenger / email2 follow-up messages a day until they book

You do it

  1. Turn on GHL mobile app notifications. Keep the app on your phone's home screen.
  2. New-lead alert? Tap it and call within 5 minutes.
  3. No answer? Leave a short voicemail, then text right away: "Just tried calling you…"
  4. Write the note (section 6) and move the card.
  5. Call attempts: Day 1: 3 calls (now, +2 hours, end of day). Day 2: 2 calls. Day 3: 1 call. Then the lead goes to long-term nurture.
Script · first call

"Hi [Name], this is [Your name] from Regenesys. You just asked about [treatment / our free consultation]. Did I catch you at a good time? … Great. Can I ask what made you reach out? … The best next step is a consultation with Dr. [Name]. I have [day/time] or [day/time]. Which works better?"

Instant text · automatic

"Hi [Name]! This is [Rep name] from Regenesys. Thanks for reaching out. I'll call you in a few minutes. Prefer to book now? [booking link]"

Offer two specific times instead of "When are you free?" People say yes far more often.

2

Before the appointment

Goal: the patient shows up on time, already trusting us and knowing what to expect.

The days between booking and the visit are when people get nervous, forget, or talk themselves out of it. This sequence fills that gap with reminders and reasons to come.

GHL does it Pre-nurture sequence Admin setup

Trigger: appointment status = Confirmed.

AutomaticPerson
  1. Booked
    SMS + emailConfirmation: date, time, clinic address, Google Maps link, doctor's name
  2. ≤ 24 h
    RepPersonal welcome call (2 minutes)
  3. +1 hour
    Email / Messenger"Meet your doctor": short bio and photo or 60-second video
  4. −3 days
    Email"What to expect": how the consult works, how long, what to bring (ID, lab results, medication list)
  5. −2 days
    Messenger / SMSA short patient story or FAQ video (approved content only)
  6. −1 day
    SMS + Messenger / WhatsAppReminder: reply C to confirm, R to reschedule
  7. −1 day 6pm
    Rep taskNot confirmed yet, or replied R → call them personally
  8. −2 hours
    SMS"See you at [time]! Parking tip: […]"

You do it

  1. Within 24 hours of booking, make a personal welcome call. Thank them, confirm the time, ask what they'd like the doctor to know. Add it as a note.
  2. Check your Tasks every morning for "confirm" and "reschedule" tasks.
  3. Unconfirmed the day before? Call them. A human voice saves more appointments than any reminder.
  4. If they cancel, rebook on the same call. Never end with "I'll send you the link."
Script · welcome call

"Hi [Name], it's [Your name] from Regenesys. I'm just calling to say we're excited to see you on [day] at [time] with Dr. [Name]. You'll get a reminder the day before; just reply C to confirm. Is there anything you'd like the doctor to know before you come in?"

Bookings more than 7 days out have the most no-shows. Offer the earliest slot first.

3

After the appointment

Goal: nobody falls through the cracks. Every patient goes down exactly one of three paths, and GHL runs it once you mark the outcome.

The one thing you must do: within 1 hour of the appointment, set its status to Showed or No-show and move the card. That one click starts the right follow-up.

  • Same dayGHLThank-you + aftercare instructions
  • Day 3RepCheck-in call: "How are you feeling?"
  • Day 7GHLGoogle review request
  • Day 30RepProgress call + book follow-up visit
  • Day 60GHLReferral message
  • Same dayRepPersonal text: thanks + recap of the doctor's advice
  • Day 1RepCall: "What questions came up at home?"
  • Day 3GHLEmail: top 3 questions (cost, safety, timeline)
  • Day 5GHLPatient story or doctor video
  • Day 7RepCall: what's holding them back?
  • Day 14GHLPayment plan or promo info
  • Day 21RepFinal call: book, or move to Nurture
  • MonthlyGHLNewsletter and event invites
  • +15 minGHL"We missed you! Everything okay? Reply to rebook."
  • +1 hourRepCall. Kind, not pushy. Just rebook.
  • Day 1, 3, 7GHLRebooking texts with link
  • Day 10GHLMove to Nurture if not rebooked

Path B is where most revenue is lost. Most people need several touches before they decide.

Script · Path B, day 7 call

"Hi [Name], it's [Your name]. I've been thinking about your visit with Dr. [Name]. A lot of patients tell me they want to go ahead but something's holding them back. Is it the cost, the timing, or something else? … [Listen.] That makes sense. Would it help if [payment plan / talk to the doctor again / bring a family member]?"

In the Philippines, the decision is often made with family. Ask early: "Will anyone else be part of this decision?" Invite them to the next visit or call.

4

Events playbook

Goal: everyone we meet is in GHL before we leave the venue, and hears from us within 24 hours.

Event leads go cold fastest. People meet ten booths in one day; the one that follows up first, personally, wins.

Before Admin

During

  1. Scan, don't scribble. They scan the QR, or you fill the form on your phone. No paper lists.
  2. Book on the spot in the GHL calendar if they're interested.
  3. Add a one-line note right away: "Knee pain, 58, daughter is a nurse, wants consult in Dec".
  4. Tag hot leads hot.

After · the 48-hour rule

  • Same nightGHL"Great meeting you!" + booth photo + booking link
  • Next dayRepsCall every hot lead first, then everyone else, within 48 h
  • Day 3GHLEmail: what we promised at the booth
  • Day 7GHLLast call for the event offer
  • Day 14GHLNon-bookers move to Nurture
Script · event follow-up call

"Hi [Name], it's [Your name] from Regenesys. We met yesterday at [event]. You mentioned [the note you wrote]. I saved you a spot for the free consult. Does [day] or [day] work better?"

After every event the team lead reports 4 numbers: leads captured, consults booked at the booth, consults booked within 7 days, and total cost. Then we know which events to repeat.

5

AI calls and the dialer

Goal: AI takes the calls humans can't get to in time (after hours, overflow, reminders). Humans keep the calls that need trust.

Three tools, three jobs

Voice AI

Answers and makes calls

After-hours calls, first call when no rep is free, appointment confirmations.

Conversation AI

Replies to chats

SMS, Messenger, Instagram and website chat. Answers FAQs and books, 24/7.

Power dialer

Speeds up your calls

Calls your list one after another so you get through follow-ups fast.

Good jobs for AI
Keep for humans
After-hours calls: ask 3–4 questions, book or create a call-back task
Questions about medical conditions, safety or results
Missed-call text-back within a minute
Price talks and payment plans
Day-before confirmation calls
Path B follow-ups (consult done, still deciding)
Reviving leads older than 90 days
Anyone upset or confused

Guardrails Admin setup

You do it

  1. See the ai-called tag? Read the AI's summary before you call. Never make the patient repeat themselves.
  2. Power dialer: open Contacts, filter your list (e.g. today's tasks, or the tag no-show), select them and choose Call / Power dialer.
  3. After each call, pick the outcome and write a one-line note before moving on. The dialer waits for you.
6

Notes, tags and fields

Goal: anyone can open a contact and know in 10 seconds who this is, what they want, and what happens next.
Notes

The story

What was said. "Called, knee pain 2 yrs, wants consult after payday."

Tags

Labels

Start automations and filters. hot no-show

Custom fields

Facts to sort by

Interest, lead source, budget range, decision maker.

The note formula

Date–Channel–What happened→Next step
Example note

"Oct 30 – Call – Spoke 5 min. Interested in joint treatment, worried about cost. Wife decides with him. → Call back Nov 2, 10am with payment plan info."

Then create a task for that next step with a due date. A next step without a task gets forgotten.

Bad note vs. good note

Bad
Good
"Called"
"Oct 30 – Call – No answer, left VM, sent text. → Retry 4pm"
"Interested"
"Oct 30 – Messenger – Asked price for back pain. Sent info. → Call Oct 31 to book"
"Not now"
"Oct 30 – Call – Traveling until Dec 10. → Task Dec 11 to rebook"

Our standard tags

Only use these. Ask the admin before adding new ones.

TagMeaning
hotReady to book soon. Call first.
event-[year]-[month]-[place]Met at that event
ai-calledVoice AI has spoken to them. Read the summary.
no-showMissed an appointment
family-decisionDecision involves family
do-not-contactAsked us to stop. No more messages or calls.

Rules

  1. Notes the same day, ideally right after the call.
  2. No diagnoses in notes. Write what the person said ("says knee pain"), not what you think they have.
  3. Tags are lowercase with hyphens. A typo creates a new tag and breaks automations.
7

Pipelines

Goal: one look at the board tells us where every lead is and who needs a call today.

We use one pipeline: Patient Journey. Each lead is one card (an "opportunity"). Move the card the moment something changes; many automations start when a card moves.

  1. 1New LeadNot contacted yet · Automatic from form, ad, QR or Messenger
  2. 2ContactedWe've talked · move when you've had a real two-way conversation
  3. 3Consult BookedOn the calendar · Automatic when booked
  4. 4No-showMissed it · move when you mark No-show
  5. 5Consult Done · ThinkingCame, hasn't decided · mark Showed, didn't start
  6. 6Won · In TreatmentStarted · payment or treatment plan confirmed
  7. 7Long-term NurtureNot now, still friendly · follow-up ended without a booking
  8. 8LostNot a fit or asked to stop · always pick a lost reason: price, timing, competitor, not a candidate, no response

Keeping it clean

8

Lead funnels and forms

Goal: every way a lead reaches us ends in the same place: a GHL contact, a card in New Lead, and an alert to a rep.

Where leads come from

SourceHow it gets into GHLTag
Facebook / Instagram adsFacebook lead form connected to GHLsource-facebook-ad
Messenger / Instagram DMsPage connected in GHL Conversationssource-messenger
WebsiteGHL form or chat widgetsource-website
EventsEvent QR form (section 4)event-…
Walk-ins and phone callsRep adds the contact in the appsource-walk-in
ReferralsReferral form link sent to happy patientssource-referral

The simple funnel: 3 pages Admin setup

Page 1

Landing page

One headline, one doctor photo, 3 short benefits, 2–3 real reviews, a form with 4 fields max + consent.

Page 2

Booking page

GHL calendar with real open slots.

Page 3

Thank-you page

"You're booked!" + map + what to bring + doctor video.

Funnel rules

  1. Fewer fields = more leads. Ask everything else on the phone.
  2. Mobile first. Check every page on a phone before launch.
  3. Every form adds a source tag, so we know which channel brings patients, not just leads.
  4. No cure or guaranteed-result claims. The medical team checks new pages before they go live.
9

Notifications and tasks

Goal: the right person hears about the right thing at the right time, and nothing else. Too many alerts and people stop reading them.
When this happensWho hearsHow
New leadAssigned repApp push + SMS
New lead not called in 5 minTeam leadApp push
Patient replies to a messageAssigned repApp push
Appointment booked / cancelled / movedAssigned rep + front deskApp push + email
Patient replies "R" (reschedule)Assigned repTask due today
No-show markedAssigned repTask: call within 1 hour
hot tag addedAssigned rep + team leadApp push
Card stuck 7+ daysAssigned repTask
Every day, 8 amEach repEmail: today's appointments + tasks

Set up your phone (every rep, once)

Tasks are your to-do list. Open Tasks first thing every morning, sort by due date, and finish or reschedule every task due today. An overdue task is a patient waiting for us.

10

Daily rhythm and rollout

Print this part and keep it at your desk. Boxes you tick here are saved on this device only and reset each day.

Morning · first 30 min

All day

End of day · last 15 min

Weekly numbers we track as a team

NumberStarting target
Average time to first callUnder 5 minutes
New leads contacted within 24 hours100%
Consults booked ÷ new leadsSet after month 1
Show rate80% or more
Consult → treatment rateSet after month 1
Event leads called within 48 hours100%

30-day rollout: one habit per week

Week 1

Setup + speed to lead

  • Everyone installs the app and turns on alerts
  • Admin builds the new-lead workflow
  • Practise the first-call script in pairs
Week 2

Notes + pipeline

  • Everyone uses the note formula
  • Everyone moves cards
  • Team lead spot-checks 5 contacts per rep
Week 3

Before + after the visit

  • Admin turns on pre-nurture and the 3 paths
  • Practise the welcome and day-7 calls
Week 4

Events + AI

  • Run the events checklist at the next event
  • Turn on missed-call text-back and after-hours Voice AI
  • Review the first AI recordings together

Training tips

  1. Teach one section at a time: 20 minutes, GHL on a screen, then everyone does it on their own phone.
  2. Pair a confident rep with a less confident one for the first two weeks.
  3. Celebrate the numbers: share the fastest response time and best show rate every Friday.

Still to decide as a team

Regenesys · Sales team playbook · Last updated 30 October 2026