NJ Holistic Healing & Wellness — Full GHL Onboarding for 50+ Therapists

Provisioned the dedicated GoHighLevel sub-account for Holistic Healing & Wellness, wired the practice's domain, added branding (logo, colors, from-name, from-email admin@njholistichealingandwellness.com), and configured business hours, timezone (America/New_York), and reply-to settings so every outbound SMS/email looked like it came directly from the practice.

Created 50+ individual GHL user accounts — one per therapist — each with the correct role (User, not Admin), permissions scoped to their own contacts and calendar, and profile fields for specialty, license, and accepted insurances. Rolled them out in batches with welcome emails and short training loom links so the team could self-onboard.

Added contact custom fields the practice actually cares about: presenting concern (anxiety, depression, trauma, LGBTQ+, substance use, grief, relationships), preferred modality (in-person vs telehealth), preferred gender/age of therapist, insurance provider + member ID, and county. These fields drive every downstream automation.

Built a personal calendar for each of the 50+ therapists: 15-minute free consultation event type + 45/60-minute intake event type, per-therapist availability windows, buffer times, minimum notice, max-per-day caps, and Google Calendar 2-way sync so their outside appointments block GHL slots. No therapist ever gets double-booked.

On top of individual calendars, created shared team calendars grouped by specialty (e.g. Anxiety Team, Trauma Team, LGBTQ+ Affirming Team). These use round-robin distribution so when a lead picks 'any available therapist that treats trauma', the booking gets fairly distributed to the next available matching therapist.

The site's free-consultation form (First Name, Last Name, Phone, Email, Message) posts into GHL. A workflow parses the payload, creates or updates the contact, applies the tag `source-website`, and drops the lead into the New Lead stage of the Client Intake pipeline immediately.

A second workflow triggers an intake SMS + email asking the lead 3 targeted questions — what they're seeking help with, insurance provider, and whether they want in-person or telehealth. Responses map to the custom fields on the contact and set the routing tags.

The assignment workflow reads the contact's tags (specialty, insurance, modality, county) and matches against the therapist directory. If one clear match exists, the contact is assigned directly to that therapist and their calendar link is sent. If multiple therapists match, the lead is sent the round-robin team calendar for that specialty. If no match is available, the lead is routed to the Waitlist stage with an owner notification.

As soon as a consultation is booked, GHL fires: an SMS + email confirmation with the therapist's name and Zoom / office address, a 24-hour reminder, a 2-hour reminder, and a 15-minute 'we're ready for you' nudge. Reminders cut no-shows sharply for a practice of this size.

A dedicated no-show workflow monitors the calendar. If a lead misses the free consult, they get an automated 'we missed you — pick a new time' SMS + email with a one-click reschedule link. Two missed slots and the contact is moved to a Nurture pipeline instead of clogging active-lead stages.

When the contact provides an insurance provider, an internal task + notification fires to the admin team with all the required verification info (provider, member ID, DOB, presenting concern). Once verified, an admin moves the opportunity from `Insurance Pending` to `Insurance Verified` and the intake session is unlocked for booking.

Built the Client Intake pipeline with 5 stages: New Lead → Matched With Therapist → Consultation Booked → Intake Completed → Active Client. Every workflow moves opportunities across these stages automatically based on the trigger (form filled, tag applied, calendar booked, session attended). The owner opens one board and sees the entire practice's clinical flow.

Every therapist gets an in-app + email notification the moment a lead is assigned to them, with the contact's presenting concern, insurance, modality, and consultation time already attached. No more 'who was I supposed to call?' — everything is on the contact record.

When a specialty team hits capacity, new matching leads are auto-tagged `waitlist-<specialty>` and dropped into a Waitlist stage. A weekly workflow re-scans the waitlist against therapist availability and auto-promotes the oldest waitlisted lead the moment a slot opens.

The practice now runs on a single GHL sub-account: 50+ therapists, one live intake form on the site, automated matching and booking, and a real-time pipeline view of every lead from first touch to active client. What used to require multiple admins doing manual matchmaking now happens automatically in under a minute per lead.