CRM Review

matched

Fri, Nov 21, 2025, 9:00 AM • —

Client

Princeton Medspa Partners

Participants

0 attendees

Action Items

15 pending

AI Meeting Analysis

AI GENERATED

Client Sentiment

[~]MIXED

The tone is solution-oriented with clear plans to improve efficiency and lead quality, but there is acknowledged clinic resistance, operational friction from delays, and urgency due to holiday timing and content gaps.

Meeting Quality

EFFECTIVENESS82%

EXCELLENT

Relationship Status

stable

Executive Summary

The team reviewed CRM workflow issues impacting clinic efficiency, focusing on reducing opportunity-creation delays and improving lead quality through better filtering and funnel stage clarity. They aligned on implementing a refined 8-stage funnel, adding a “do not create opportunity” exclusion process, and using call transcripts/dispositions to automatically tag and filter non-leads ahead of year-end and holiday timing.

Key Topics Discussed

Opportunity creation timing and webhook delay reductionLead quality improvement via exclusion lists ('do not create opportunity')CRM funnel redesign (8 stages) and follow-up timelinesTranscript-based filtering and automated taggingChange management and clinic adoption/resistanceRollout sequencing and pilot clinic selectionContent planning gaps (December promos/organic) and coordination improvementsSMS reply management improvements in GHL

Decisions Made

✓Target reducing opportunity creation delay from ~20–25 minutes to ~7 minutes (aligned to average call duration) to improve clinic responsiveness.
✓Adopt a refined CRM funnel with eight stages and defined follow-up timelines to standardize clinic handling.
✓Implement a “do not create opportunity” list (starting with phone-number based exclusions) to prevent non-leads from entering the pipeline.
✓Use call transcripts and disposition markers to identify and filter non-leads (vendor/spam/etc.) via automation before year-end rollout.
✓Roll out changes first to clinics most capable of adopting the new CRM process (e.g., Skintastic, Genesis) to reduce change-management risk.
✓Address December content gaps immediately (notably Pure Skin) and improve ongoing content coordination processes.

Follow-up Items

→Update the CRM funnel document incorporating Taylor’s feedback during the upcoming call.
→Send the updated CRM funnel and overview flowchart to Christine and clinic managers (including Aspen and Kaylee) for feedback.
→Follow up with Kaylee to gather regional perspective and address concerns constructively (change management).
→Coordinate rollout next steps, starting with clinics best positioned to handle the new CRM system (e.g., Skintastic, Genesis).
→Fix the December promotional/organic content gap for Pure Skin ASAP.
→Provide a Google Sheet for clinics to submit phone numbers for the 'do not create opportunity' exclusion list.
→Investigate and implement webhook/opportunity-creation delay reduction to ~7 minutes using call duration logs as baseline.
→Develop automation to tag contacts using call transcript analysis and disposition marks to filter non-leads (vendor/spam calls).
→Create a clearer visual flowchart of the CRM funnel stages using AI/diagram tools.
→Prepare transcript analysis documentation and schedule a follow-up meeting (including Taylor) to plan call transcription integration.
→Verticalize (format/structure) the CRM funnel outline before distributing to sales reps and PMs for clarity and adoption.
→Collect additional clinic examples of unwanted call types to improve the exclusion list.
→Share compiled feedback from clinic representatives on call delays and lead identification issues.
→Review and submit notes to Judith to support CRM funnel updates.
→Identify priority filters/tags to improve SMS reply management in GHL and align on implementation.

Open Questions

?What is the exact technical root cause of the 20–25 minute opportunity creation delay (webhook configuration, platform latency, workflow design), and what changes are required to reliably reach ~7 minutes?
?What specific criteria (beyond phone numbers) should qualify a contact/call as “do not create opportunity” (e.g., keywords, dispositions, call outcomes, repeated spam patterns)?
?Which disposition taxonomy will clinics use consistently, and how will it be enforced/trained to ensure transcript-based automation is accurate?
?What is the final definition of each of the eight funnel stages, including ownership (clinic vs. marketing vs. sales) and required actions/timelines?
?Which clinics are in the first rollout cohort beyond Skintastic and Genesis, and what readiness criteria will be used?
?How will success be measured post-rollout (speed-to-lead, conversion rate, reduced junk opportunities, SMS response rate), and what baseline metrics exist today?
?What is the process to prevent future promotional content gaps (ownership, calendar approvals, escalation path)?

AI Recommendations

★The meeting produced concrete decisions and a robust action list spanning process, technical fixes, automation, and change management. Effectiveness is slightly reduced by unresolved implementation specifics (delay root cause, tagging/disposition standards, rollout criteria) and the need for additional stakeholder alignment.

Analysis generated: Dec 15, 2025, 7:44 PM

Action Items

Investigate reducing webhook delay for opportunity creation to ~7 minutes based on average call duration logs

🎤 Haris

pending

Verticalize the CRM funnel outline before distribution to sales reps and PMs to enhance clarity and ease of use

🎤 Haris

pending

Share feedback from clinic representatives on call delays and lead identification issues

🎤 Taylor Hagstrom

pending

Assist in identifying priority filters and tags to improve SMS reply management in GHL

🎤 Taylor Hagstrom

pending

Update CRM funnel document with Taylor’s feedback during upcoming call

🎤 Judith Martin

pending

Send updated CRM funnel and overview flowchart to Christine and other clinic managers (Aspen, Kaylee) for feedback

🎤 Judith Martin

pending

Follow up with Kaylee to get regional perspective and manage her concerns constructively

🎤 Judith Martin

pending

Coordinate next steps for rollout starting with clinics capable of handling the new CRM system (e.g., Skintastic, Genesis)

🎤 Judith Martin

pending

Address content gap for Pure Skin clinic's December promotions and organic posts ASAP

🎤 Judith Martin

pending

Provide additional clinic insights on types of unwanted calls to help build exclusion list

🎤 Taylor Hagstrom

pending

Support CRM funnel updates by reviewing and submitting notes to Judith

🎤 Taylor Hagstrom

pending

Provide a Google Sheet for clinics to add phone numbers to the 'do not create opportunity' list for filtering unwanted calls

🎤 Haris

pending

Prepare transcript analysis documentation and schedule follow-up meeting with team including Taylor to discuss call transcription integration

🎤 Haris

pending

Visualize CRM funnel stages using AI or diagram tools to create a clearer flowchart

🎤 Haris

pending

Develop automation for tagging contacts based on call transcript analysis and disposition marks for filtering non-leads like vendor/spam calls

🎤 Haris

pending