AlluraDerm & BR
matchedTue, Dec 2, 2025, 10:00 AM • —
Client
Princeton Medspa Partners
Participants
0 attendees
Action Items
13
13 pending
AI Meeting Analysis
AI GENERATEDClient Sentiment
[~]MIXEDThe client side was pleased with strong Black Friday performance but expressed operational strain and concern about call tracking, noise, and the risks of changing the GBP number; overall tone indicates urgency and cautious optimism about the proposed fixes.
Meeting Quality
Relationship Status
stableExecutive Summary
The team reviewed post–Black Friday call volume challenges and aligned on optimizing Go High Level (GHL) call filtering to reduce non-lead noise while preserving true lead capture. They agreed to implement call recording, standardized call status tagging, and new filtering/keyword logic, alongside a searchable UI for transcripts/recordings to improve triage and accountability.
Key Topics Discussed
Decisions Made
- ✓Proceed with enabling call recording across all Zoom lines to support auditing, training, and lead validation.
- ✓Implement call status labels (answered/missed/voicemail) in GHL to improve prioritization and filtering.
- ✓Add recent appointment date to opportunities in GHL to enable appointment-based filtering and segmentation.
- ✓Develop a phone-number-based search interface for call transcripts and recordings to speed up investigation and retrieval.
- ✓Treat Google Business Profile (GBP) phone number changes as high-risk; pursue alternative routing/filtering strategies and require approval before any GBP number adjustments.
Follow-up Items
- →Enable recording settings on all Zoom lines and confirm recordings are accessible within the workflow.
- →Implement Zoom call status labels in GHL (answered, missed, voicemail) and validate accuracy.
- →Add “recent appointment date” field to opportunities in GHL and ensure it is reliably populated.
- →Run impact analysis for appointment-based filtering (e.g., exclude callers with appointments within 7/30 days) to estimate call volume reduction and risk of hiding valid leads.
- →Implement appointment-based filtering logic (excluding recent/upcoming appointment callers unless missed) pending stakeholder approval.
- →Set up keyword tracking in call transcripts (e.g., “consult,” “consultation”) to flag likely leads and improve routing.
- →Build and roll out the UI to query transcripts/recordings by phone number; confirm permissions and usability for Nicole/front desk.
- →Implement logic to mark office opportunities as closed for callbacks after outbound calls to the same number (reduce duplicate work/loops).
- →Send consolidated feedback, preferences, and operational constraints on filtering logic to Sam.
- →Consult Judith for approval/guidance on any GBP phone number strategy changes or broader filtering approach.
- →Continue iterative monitoring with Nicole’s team and provide updates on effectiveness and exceptions.
- →Analyze whether answered calls at front desk/Nicole extensions should be excluded from Nicole’s visible queue and quantify impact before rollout.
Open Questions
- ?What is the acceptable tradeoff between reducing noise and the risk of filtering out legitimate new leads (especially repeat callers or referrals with existing appointments)?
- ?Which appointment window should be used for filtering (7 days vs 30 days), and should it differ by call type/status (answered vs missed)?
- ?What exact rules define when a call should still surface even if the caller has a recent/upcoming appointment (e.g., missed calls only, urgent keywords, specific lines)?
- ?How should the team handle calls that are service-related but still revenue-impacting (reschedules, upsells, add-on services) within the filtering logic?
- ?What is the final decision and approval path regarding GBP phone number routing vs leaving the number unchanged?
- ?What success metrics will be used to judge the new workflow (e.g., reduction in visible calls, lead response time, booked consults, missed-lead rate)?
AI Recommendations
- ★The meeting produced a clear set of concrete implementation steps (recording, tagging, filtering, UI) and identified key risks (GBP number changes). Effectiveness is slightly reduced by remaining ambiguity around final filtering thresholds, exception handling, and success metrics/approval ownership.
Analysis generated: Dec 15, 2025, 7:43 PM
Action Items
Implement recording settings on all Zoom lines to ensure calls are recorded
Add call status labels (answered, missed, voicemail) to Zoom calls in GHL
Communicate feedback and data on filtering logic preferences and operational challenges to Sam
Add recent appointment date to opportunities in GHL for filtering purposes
Conduct impact analysis on appointment-based filtering logic (e.g., exclude clients with appointments within 7 or 30 days) to estimate call volume reduction
Implement filtering logic allowing exclusion of calls from clients with recent/upcoming appointments unless the call was missed, pending approval
Set up keyword tracking (e.g., “consult,” “consultation”) in call transcripts to identify leads
Develop and roll out user interface to query phone number transcripts and call recordings for easier access
Implement logic to mark office opportunities as closed for callbacks following outbound calls to the same number
Consult with Judith regarding possible changes to Google Business Profile phone number usage or broader filtering approach requiring approval
Continue collaborating with Nicole and team to monitor call management and provide updates for iterative improvements
Provide input on call filtering logic, including ideas to exclude answered calls at front desk/Nicole extensions and analyze behavior
Suggest sizing impact and reduction of calls visible to Nicole to justify filtering scope before implementation