Case 01GHL + inbox opsDental marketing agency
Owner reclaimed the morning. Patient bookings stayed up.
12 active client practices · 3-person agency · East Coast
The problem
The founder was spending 3+ hours every morning triaging client emails, missed-call alerts, and patient follow-ups across 12 GoHighLevel sub-accounts. Two clients had stopped renewing, citing slow response times.
What the specialist did
- Audited each GHL sub-account; consolidated 4 fragmented pipelines per client into a single sales + onboarding pipeline with tagged stages.
- Built a missed-call → SMS text-back workflow standardised across all 12 sub-accounts.
- Set up "patient stalled" automations — if no booking in 5 days post-lead-form, automatic re-engagement sequence + task to the agency.
- Took over inbox triage during US business hours: 3-tier label system, SLA on client-facing replies, daily EOD report to owner.
Outcome
Owner inbox time
BEFORE3 hrs/day
AFTER~30 min/day
Patient lead → booking rate
BEFOREtracked inconsistently
AFTER+18 to +24%
Response time on client Slack
BEFORE4-6 hours
AFTERUnder 60 min during US biz hours
Renewals at 90 days
BEFORE2 lost in prior quarter
AFTER0 lost
“I forgot how it felt to start the day without an inbox panic.” — Founder
Case 02Pipeline + IDX automationReal estate team marketing
Buyer leads stopped slipping through the cracks.
6 client teams (combined ~150 agents) · Texas + Florida
The problem
Buyer leads from IDX integrations were arriving into GoHighLevel without owners assigned. Drip campaigns existed but were generic — same email to a $300K-budget buyer and a $1.5M-budget buyer. Conversion was poor and agents had stopped trusting the CRM.
What the specialist did
- Rebuilt lead intake: round-robin assignment by zip code, with priority routing for buyers above each team's threshold.
- Segmented buyers into 6 budget bands; built drip sequences specific to each (length, content, agent intro cadence all different).
- Stood up a "lead aging" dashboard surfacing any opportunity untouched for 48 hours.
- Trained the agents on the new pipeline in two 30-min sessions; recorded SOPs in the LMS for new agents joining.
Outcome
Lead-to-tour conversion
BEFORE~3%
AFTER~5.5%
Avg time to first agent contact
BEFORE14-22 hours
AFTERUnder 2 hours
Active drip subscribers
BEFORE~600
AFTER2,400 across 6 segments
Agent CRM adoption
BEFOREMixed
AFTERAll 150+ active monthly
“We finally have a CRM the agents actually open.” — Marketing director
Case 03AI-augmented SDRB2B SaaS demand-gen agency
Cut SDR coordination cost by 60% while doubling qualified meetings.
8 SaaS clients · ~$2M ARR agency · West Coast
The problem
Two SDRs were splitting time across all 8 clients, copy-pasting into each tool stack daily. List building was eating 40% of every SDR's week. Outbound replies were not getting routed to the right person inside each client's team.
What the specialist did
- Built an AI-augmented research workflow: Apollo + Make.com + Claude — surfaces 30 high-fit prospects per client per day with custom-personalized opening lines.
- Routed reply triage through a single shared inbox with auto-tagging by client account; specialist handles all positive replies into client calendars.
- Stood up a weekly KPI dashboard per client (sent / opened / replied / meetings booked) so SDRs and clients see the same number on Monday morning.
- Replaced 2 SDR roles with 1 SDR + 1 Mycelium AI automation specialist + lifecycle email support.
Outcome
Qualified meetings/month (avg per client)
BEFORE4-6
AFTER8-12
SDR coordination cost (agency-side)
BEFORE~$11k/mo
AFTER~$4.5k/mo
Hours/week on list building
BEFORE~16/SDR
AFTERUnder 2/SDR
Meeting show-rate
BEFORE52%
AFTER71%
“We replaced one full-time SDR with a Mycelium automation pod and ship more pipeline.” — Agency owner