Lead Response & Onboarding

Sub-60-Second Lead Response at Scale for an Agency Coaching Program

Every new lead is now answered in under a minute and every new member is onboarded the same professional way — freeing the team from a full day of admin each week.

Tom Hayes

Founder, Hayes Agency Mentorship

Results at a Glance

< 60s

Lead response time

1 day

Saved per week, per team

100%

Consistent onboarding

Overview

A popular program losing leads to slow replies

Tom runs a mentorship program for agency owners. Demand was strong, but inbound leads often sat for hours before anyone replied, and each new member was onboarded slightly differently depending on who handled them.

He wanted leads answered instantly and every new member to get the same polished start — without his small team buried in repetitive admin.

Client Tom Hayes

Industry Agency Coaching & Mentorship

Delivery Time 3 weeks

Primary Result Leads answered in under 60 seconds

Platforms

Services

The Challenge

What the client was dealing with

The program was great; the operations around it were not keeping up. Speed and consistency were both leaking, and both cost enrolments.

Slow first reply

Leads waited hours, and the hottest ones cooled off or went elsewhere.

Inconsistent onboarding

New members got a different experience depending on who was free that day.

Admin-heavy team

The team spent roughly a day a week each on manual follow-up and setup.

The challenge was real, and it was costing time, money, and client experience.

The Solution

How we tightened operations

We built an instant-response system in GoHighLevel that replies to every new lead across email and SMS within seconds, qualifies them, and books a call automatically — with a Slack alert to the team for hot leads.

A Make.com onboarding flow then gives every new member the identical welcome: access, resources, scheduling and a task checklist — the same way, every time.

The solution was designed from the ground up to fit this exact business.

Mapped the funnel

Found exactly where speed and consistency were leaking.

Built instant response

Sub-60-second replies with qualification and booking.

Standardised onboarding

One identical, automated member welcome flow.

Wired in the team

Slack alerts for hot leads and clean task hand-offs.

Technology Stack

Tools Used

Each tool chosen specifically for reliability, integration depth, and ease of use for the client.

GoHighLevel

Instant lead response, qualification and booking.

Make.com

The member onboarding and task automation.

Slack

Real-time hot-lead alerts for the team.

Calendly

Automatic call booking from qualified leads.

The Results

What changed after launch

Leads are now met in seconds, members start the same professional way every time, and the team got a full day back each week.

< 60s

To first reply

Every lead, every channel, automatically.

1 day

Saved weekly

Per team member, off repetitive admin.

100%

Consistent

Identical onboarding for every member.

Before

Leads waited hours for a first reply

Onboarding varied by whoever was free

Team buried in manual follow-up

Hot leads went cold or elsewhere

After

Every lead answered in under 60 seconds

Identical, automated member onboarding

A full day a week saved per team member

Hot leads flagged to the team instantly

Client Feedback

What the client said about working together

★★★★★

Everything runs smoother. Leads are answered within 60 seconds, clients onboard professionally, and my team saves a full day of admin every week.

Tom Hayes

Founder, Hayes Agency Mentorship

< 60s

Response

5.0

Client rating

Work With Me

Want a system like this for your coaching business?

Book a free strategy call. I'll audit your current setup, identify your biggest operational bottlenecks, and give you a clear roadmap, whether you hire me or not.

Book a Free Strategy Call ← View All Case Studies