Live Demo — Lumina Med Spa

AI Voice Receptionist
for Med Spas

A fully configured GoHighLevel AI Employee that answers calls, books appointments, handles missed calls with SMS follow-up, and automates review requests — live and tested.

What's configured
AI Employee Call Flow Booking Logic SMS Sequences Review Requests
● LIVE

Lumina Med Spa — AI Receptionist Dashboard

Last 30 days
17
Total Calls Handled
12 inbound · 5 outbound
7
Appointments Booked
41% conversion rate
5
Missed Calls
SMS text-back sent within 30 sec
5
SMS Follow-ups Sent
100% of missed calls recovered
12
Total Leads Captured
0 in last 30 days
210s
Avg. Call Duration
Handled end-to-end by AI
Recent Call Activity 8 calls
📵
Claire Mitchell
Dermal Filler · inbound
missed
—
📵
Maria Santos
Hydrafacial · inbound
missed
—
📅
Jennifer Walsh
Botox · inbound
booked
183s
💬
Maria Santos
Hydrafacial · outbound
SMS sent
—
📵
Megan Adams
Lip Filler · inbound
missed
—
💬
Emma Rivera
Hydrafacial · outbound
SMS sent
—
📅
Hannah Foster
Laser Hair Removal · inbound
booked
204s
📅
Natalie Green
Signature Facial · inbound
booked
276s
Leads Captured 6 recent
H
Hannah Foster
Laser Hair Removal
Inbound call
S
Sophia Patel
Body Contouring
Inbound call
N
Natalie Green
Signature Facial
Inbound call
O
Olivia Brooks
Botox
Inbound call
R
Rachel Torres
Chemical Peel
Inbound call
E
Emma Rivera
Hydrafacial
SMS follow-up

Hear Sophie in Action

Step through a real call scenario. See exactly what your prospects hear when they call your med spa.

J
Jennifer Walsh
(512) 555-0142
Tap "Start Demo Call" to begin
📞
Start the demo to see the full call transcript
What Sophie does
  • ✓ Answers within 2 rings
  • ✓ Identifies caller intent
  • ✓ Checks live availability
  • ✓ Books the appointment
  • ✓ Sends SMS confirmation
01 — AI Employee

GoHighLevel AI Employee Setup

The AI Employee is configured with a custom prompt that defines its persona, capabilities, and handling logic for a med spa call center.

AI Employee Persona
System Prompt
You are Sophie, the friendly AI receptionist for Lumina Med Spa. You help callers book treatments, answer questions about services, and provide a premium experience. Always be warm, professional, and concise.
Capabilities Enabled
  • Answer inbound calls with natural voice
  • Book appointments via calendar tool
  • Transfer calls to human staff
  • Send SMS follow-up messages
  • Collect caller info for leads
  • Confirm appointment details
Configuration Steps
1
Create AI Employee in GHL
Navigate to AI Employees → Create New. Name it "Sophie - Med Spa Receptionist" and select the appropriate voice model.
2
Configure System Prompt
Paste the persona prompt defining Sophie's role, behavior rules, and handling logic for common med spa inquiries.
3
Enable Tools
Enable the Calendar Tool, SMS Tool, and Transfer Tool. Set appropriate permissions for each tool's behavior.
4
Set Working Hours
Configure business hours to match Lumina's schedule. Route after-hours calls to voicemail or a dedicated after-hours flow.
02 — Call Flow

Inbound Call Flow

Every inbound call follows a predictable flow: answer, qualify the caller, then either book an appointment or transfer to a human.

📞
Call Arrives
→
🤖
Sophie Answers
→
❓
Qualify Intent
→
📅
Book / Transfer
Qualification Logic
IF caller says "book" or "appointment"
→
Jump to Booking Flow
IF caller asks about pricing or services
→
Share service info, then ask if ready to book
IF caller requests human
→
Warm transfer to front desk
IF call is after hours
→
Take message, trigger SMS backup
Example Dialogue
Sophie:
"Thank you for calling Lumina Med Spa, this is Sophie. How can I help you today?"
Caller:
"Hi, I'd like to book a facial for next week."
Sophie:
"Great choice! We offer several types of facials. Do you have a preference — our Signature Hydrating Facial or the Deep Cleansing Treatment?"
Caller:
"The Signature one sounds good."
Sophie:
"Perfect. Let me check our availability. How about Tuesday at 2pm?"
03 — Booking

Appointment Booking

The AI integrates with GoHighLevel's calendar to check availability, propose slots, collect guest details, and confirm the booking — all without human intervention.

Booking Flow Steps
1
Check Availability
Sophie queries the calendar for open slots matching the requested service and date preferences.
2
Propose Time Slot
Presents the caller with available options. If none work, offers alternative dates.
3
Collect Guest Details
Gets name, phone, email, and any notes for the appointment via conversational form.
4
Confirm Booking
Creates the appointment in GHL, sends a confirmation SMS with calendar invite.
Calendar Integration
  • Syncs with GHL calendar in real-time
  • Respects appointment buffers between services
  • Handles multi-location availability
  • Blocks out staff lunch breaks and personal time
  • Supports service-specific duration rules
  • Sends automated reminders at 24h and 2h
Confirmation Message Template
SMS Confirmation
"Your appointment is confirmed! 📅 Lumina Med Spa — Signature Hydrating Facial with Dr. Chen on Tuesday, March 10th at 2:00 PM. We'll send a reminder 24 hours before. Reply HELP for assistance or STOP to unsubscribe."
04 — Missed Call SMS

Missed-Call Text-Back

When a call goes unanswered, an SMS is triggered within 30 seconds to recapture the lead while the inquiry is still top-of-mind.

📞
Missed Call
→
⏱️
Wait 30 sec
→
💬
SMS Sent
→
✅
Lead Captured
Text-Back Message Template
SMS (sent within 30 seconds)
"Hi! We missed your call at Lumina Med Spa. Would you like to book an appointment? We offer facials, injectables, body contouring, and more. Reply with your preferred service and time, and we'll confirm your booking right away! ✨"
Automation Settings
  • Trigger: call rings for 4+ seconds with no answer
  • Delay: 30 seconds after call ends
  • Opt-out: includes STOP to unsubscribe
  • Timing: only fires during business hours
  • Personalized: uses caller's CLI if available
Missed Call Reasons Handled
  • Caller hangs up during ring
  • Caller abandons queue
  • After-hours call (captured for next-day callback)
  • Busiest hour overflow (scheduled SMS follow-up)
05 — Review Request

Review Request Sequence

After an appointment, an automated SMS sequence requests a review at the optimal moment — when the guest is happiest with their results.

📅
Appointment Ends
→
⏱️
Wait 48 hours
→
💬
Review Request #1
→
📝
Link to Google/GHL
Review Sequence Timeline
1
Appointment Completion
Staff marks appointment as completed in GHL. This triggers the review automation timer.
48h
First Review Request
Sent 48 hours post-appointment. Asks how the experience was and includes a direct review link.
5d
Second Request (if no review)
If no review detected, sends a gentle reminder with a different angle.
7d
Final Request
Last attempt. Includes a small incentive (e.g., "Next visit 10% off") for leaving a review.
Message Templates
48h — Initial Request
"Hi [Name]! It's Sophie from Lumina Med Spa. How was your experience with us? Your feedback helps our team grow. Leave a review: [link] 🙏"
5d — Gentle Reminder
"Hi [Name]! Just a friendly nudge — we noticed you haven't left a review yet. If you enjoyed your time at Lumina, we'd love to hear from you! [link]"
7d — Final + Incentive
"Hi [Name]! Last chance to share your experience — take 10% off your next visit when you leave a review at [link]! Valid 30 days."

Ready to see it in action?

This AI receptionist is fully configured and tested. Schedule a live demo to hear Sophie handle calls in real-time.

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