Project Overview
[cite_start]As Hairfree and Hairgrow Clinic expanded across multiple locations, lead data was being generated from several entry points including websites, call buttons, and messaging platforms. However, the absence of a unified tracking layer resulted in fragmented data, delayed follow-ups, and inconsistent reporting.
This project focused on creating a single source of truth for lead data, ensuring every inquiry could be tracked, routed, and acted upon efficiently across all branches.
System Architecture
The solution was designed as a lightweight, reliable pipeline:
- Website & campaign forms captured lead data
- Leads were instantly logged into Google Sheets as a central ingestion layer
- Structured data was then synchronized into the clinic’s CRM system
- Branch-specific metadata determined routing and ownership
This approach balanced automation with transparency, allowing both marketing and operations teams to monitor lead flow in real time.
Data Structure & Attribution
Each lead entry included:
- Lead source (campaign, platform)
- City / clinic location
- Contact method (call, form, WhatsApp)
- Timestamp & status flags
This ensured accurate attribution and eliminated ambiguity during handover to calling teams.
Automation & Reliability
- Google Sheets Integration: Used as a resilient middleware layer to log and validate incoming leads before CRM ingestion.
- Error Visibility: Enabled quick detection of missing fields, duplicate entries, or routing mismatches.
- Operational Continuity: The system remained functional even during CRM downtime, preventing lead loss.
Operational Impact
- Faster lead response times due to clear routing
- Reduced duplicate and unassigned leads
- Improved coordination between marketing and telecalling teams
- Simplified daily reporting and performance reviews
Scalability Considerations
The architecture was intentionally designed to:
- Add new clinic locations without system redesign
- Support additional lead sources with minimal configuration
- Allow future automation layers (notifications, reminders, dashboards)
Role & Responsibilities
- Lead system architecture & workflow design
- Google Sheets schema planning
- CRM integration coordination
- Data validation & routing logic
- Cross-team process alignment
Tools & Stack
Google Sheets · CRM Platforms · Web Forms · UTM Tracking · Automation Logic · Process Design