How It Works

From ad click to booked session. In detail.

A complete breakdown of the LeadFlow system — setup process, messaging sequences, and the technology behind 90-second response times.

7-Day Setup Process

Phase 1Day 1

Connect

We plug into your existing ad infrastructure. No changes to your campaigns needed.

  • Connect your Facebook & Instagram Lead Ad forms via webhook
  • Link your booking system (Calendly, Mindbody, Virtuagym, or custom)
  • Configure SMS sender ID with your brand name
  • Set up email domain authentication (SPF, DKIM, DMARC)
Meta AdsInstagramCalendlyMindbody
Phase 2Day 2–3

Configure

We build your messaging sequences — tested templates, customized for your brand and audience.

  • Personalized SMS template with your studio name and booking link
  • Email sequence with your branding and trial offer details
  • Follow-up timing optimized from our data across 50K+ leads
  • Language selection: Finnish, Swedish, Norwegian, Danish, English, or German
  • You review and approve all templates before they go live
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Phase 3Day 3–5

Test

We run test leads through the entire pipeline to make sure everything works flawlessly.

  • End-to-end test: form submission → SMS → email → booking
  • Verify delivery timing (target: SMS within 90 seconds)
  • Test fallback scenarios (SMS fails → email, email fails → retry)
  • Confirm booking notifications reach your staff
  • Load test with simulated lead volume
Phase 4Day 6–7

Go Live

Your system goes live. Real leads start getting instant follow-up from day one.

  • Flip the switch — webhook goes live on your ad forms
  • Real-time dashboard activated with your login
  • First leads start flowing through the system
  • We monitor closely for the first 48 hours
  • Optimization begins based on initial response data

The Sequence

What your leads actually receive

Every message is timed, personalized, and tested against data from thousands of fitness leads. Here's the full sequence.

0 minSMS

Personalized welcome SMS with booking link

Hi {name}! Thanks for your interest in {studio}. Book your free trial here: {link} — We have slots this week!

Open rate: 98%Response: 34%
2 minEmail

Branded email with full trial details

Welcome email with studio photos, trial info, location map, and booking CTA

Open rate: 62%Response: 12%
Day 2SMS

Friendly follow-up nudge

Hey {name}, still thinking about that free trial at {studio}? Spots are filling up — grab yours: {link}

Open rate: 95%Response: 18%
Day 5Email

Final nudge with social proof

Email with testimonial, FAQ answers, and final booking CTA

Open rate: 48%Response: 8%
Day 30SMS

Re-engagement with special offer

Hi {name}, it's been a while! {studio} has a special offer this month — interested? Reply YES for details.

Open rate: 92%Response: 11%

After Go-Live

Real-Time Dashboard

See every lead, every message, every booking as it happens. Full visibility into your pipeline.

Monthly Optimization

We A/B test message templates, optimize timing, and refine sequences based on your data. Continuously improving.

Priority Support

Direct access to our team. If something breaks, we fix it. Average response time to support requests: under 1 hour.

Ready to set up your system?

Book a 15-min callSee Case Studies