Haris + Judith
matchedFri, Nov 21, 2025, 10:00 AM • —
Client
Princeton Medspa Partners
Participants
0 attendees
Action Items
16
16 pending
AI Meeting Analysis
AI GENERATEDClient Sentiment
[~]MIXEDThe tone reflects concern and urgency around operational delays, tracking gaps, and under-spend versus plan, but also constructive alignment on concrete fixes (exclusion lists, email platform shift, demos, and workflow improvements).
Meeting Quality
Relationship Status
stableExecutive Summary
The team focused on fixing a 20–25 minute delay in opportunity creation caused by CallRail transcript/data lag, and on reducing CRM clutter by implementing “do not create opportunity” exclusion lists. They also agreed to shift email sending away from GoHighLevel toward Zenoti/Constant Contact to improve deliverability, while monitoring marketing spend and tightening lead tracking (especially GMB) across clinics.
Key Topics Discussed
Decisions Made
- ✓Implement “do not create opportunity” exclusion lists (vendors, known non-leads) to prevent irrelevant opportunities from being created.
- ✓Move primary email sending away from GoHighLevel due to deliverability limitations; use Zenoti and Constant Contact (with a Q4 fallback plan).
- ✓Test removing transcript dependency in GoHighLevel to reduce opportunity creation latency.
- ✓Consolidate and reorganize call transcript storage/sharing into a single, structured folder system with proper access controls.
- ✓Run Monday demos to accelerate adoption of the new CMS (Story Chief) and improvements to GMB phone number tracking.
Follow-up Items
- →Consolidate call transcript folders and update sharing structures; reorganize transcript storage into a consolidated folder.
- →Have clinics compile and maintain “do not create opportunity” contact lists (vendors/non-leads) and implement them in the workflow.
- →Oversee Constant Contact account access updates (2FA, ownership changes) and coordinate required access with the team.
- →Review and approve Sam’s CRM patient lifecycle visualization once delivered.
- →Prepare briefs/plans for new facial balancing campaigns to replace fillers.
- →Coordinate with Kylie and team on Story Chief CMS onboarding and content workflow rollout.
- →Respond to Vanessa’s feedback about widget/browser issues at the Rita clinic and drive resolution.
- →Test faster opportunity creation in GHL by removing transcript dependency; validate impact on timing and data completeness.
- →Investigate call source tracking discrepancies (Mix call source tracking in Zoom vs CallRail).
- →Coordinate with Taylor to set up required Gmail accounts for transcript sharing; confirm account creation and access.
- →Manage email switching strategy (SendGrid + GHL UI) while maintaining Constant Contact as a Q4 fallback; document the operating plan.
- →Monitor marketing budget pacing (currently ~$37k vs planned ~$75k) and adjust effort allocation between Google and Meta to improve performance.
- →Schedule and conduct Monday demos for CMS and GMB phone number tracking improvements.
- →Document and share CRM/email deliverability pros/cons between Constant Contact and GHL with the team.
- →Assist in testing transcript/opportunity creation workflows and build a UI for reps to access transcripts via phone/email lookup.
- →Create a Gmail account needed to access call transcripts and shared drive folders.
Open Questions
- ?What is the best technical approach to eliminate the 20–25 minute opportunity creation delay without losing critical call/transcript data?
- ?Which system will be the long-term source of truth for email sending (Zenoti vs Constant Contact vs GHL/SendGrid), and what is the final migration timeline?
- ?What is the definitive method to standardize and reliably track GMB leads across all clinics (replicating Green Spring/San Jose success)?
- ?How will call source attribution be reconciled between Zoom and CallRail to avoid reporting inconsistencies?
- ?What is the target budget ramp plan to move from $37k/month toward the planned $75k/month, and what performance thresholds trigger reallocations between Google and Meta?
AI Recommendations
- ★The meeting produced clear decisions and a robust action list across ops, email, tracking, and content workflows. Effectiveness is slightly reduced by several unresolved technical/ownership questions (deliverability stack, attribution source of truth, and exact path to eliminate the opportunity delay).
Analysis generated: Dec 15, 2025, 7:44 PM
Action Items
Consolidate transcript folders and update sharing structures
Test faster opportunity creation in GHL by removing transcript dependency and investigate Mix call source tracking in Zoom vs. CallRail
Schedule and conduct Monday demos for new CMS and GMB phone number tracking improvements (01:26:39)
Lead clinics to start compiling their “do not create opportunity” contact lists to reduce irrelevant leads
Oversee Constant Contact account access updates and coordinate with team, paying special attention to 2FA and ownership changes
Document CRM/email deliverability pros and cons between Constant Contact and GHL and share with the team
Review and approve CRM patient lifecycle visualization once developed by Sam
Prepare briefs and plans to support new facial balancing campaigns replacing fillers (01:20:45)
Coordinate with Kylie and team on CMS onboarding for content management improvements (01:30:32)
Respond to Vanessa’s feedback regarding widget and browser issues at Rita clinic (01:31:11)
Assist in testing transcript and opportunity creation workflows and build a UI for reps to access transcripts by phone/email lookup
Create a Gmail account to gain access to call transcripts and shared drive folders
Manage email switching strategy with SendGrid and GHL UI while maintaining fallback with Constant Contact for Q4
Reorganize calls transcript storage into a consolidated folder and coordinate with Taylor to set up necessary Gmail accounts for sharing
Ping Taylor to confirm Gmail account creation for transcript sharing access (01:28:51)
Monitor budgeting spend progress and adjust campaign efforts between Google and Meta channels accordingly