What's in a GoHighLevel snapshot for a cash-based clinic

What a snapshot is

In GoHighLevel, a snapshot is a saved copy of everything inside a sub-account except the contacts: pipelines, workflows, calendars, forms, pages, templates, custom fields and tags. You load it into a fresh sub-account and the build is there. It is the reason an agency can bring a new clinic live in a week, and the reason most agency snapshots are a mess, because they were built once in 2021 and never cleaned up.

Ours is rebuilt every time we learn something from a clinic account. This is what is inside it today.

Pipelines

One patient pipeline, seven stages: new lead, contacted, booked, confirmed, showed, started a plan, lost. A second pipeline for reactivation, with three stages: sent, replied, rebooked. That is it. Every pipeline we have ever seen with fifteen stages has cards stuck in stage nine that nobody has touched since spring.

Custom fields carry the source (which ad, which form, which phone number), the complaint they wrote in, and the date of their last visit. The report runs off those fields, so they are required, not optional.

Workflows

• Speed to lead. Form fill or missed call triggers a text inside sixty seconds, a second text at ten minutes if no reply, and a task for the front desk if there is still nothing at thirty. Details are in speed to lead for clinics.
• Missed-call text-back. Any call that rings out gets a text: "Sorry we missed you. Is this about booking an evaluation?" with a link.
• Booking confirmation and reminders. Confirmation at booking, reminder the day before, reminder the morning of, each with a reschedule link.
• No-show recovery. If the appointment passes without the card moving to showed, a text goes out that afternoon and a task lands on the front desk.
• Reactivation. For leads that never booked (30 days) and patients who finished a plan (90 days): three messages over two weeks, then stop.
• Review request. After the card moves to started a plan, a text with your Google review link, sent once.

Calendars

One evaluation calendar per provider, with buffer time, a cap on new evals per day, and the real hours, not the hours on the website. A separate calendar for a free phone screen if the clinic offers one. Every calendar is connected to the provider's Google or Outlook so a block in one shows in the other.

SMS and email templates

Every message in the workflows is written for a clinic, in a human voice, under 160 characters where it can be. They say who is texting and why. They offer a reply, not a link to a form. The templates are editable in one place so the voice can be changed without opening twelve workflows.

AI roles

Two come with the snapshot. The after-hours and overflow role answers texts and DMs from a written FAQ (hours, location, what you treat, insurance, pricing policy) and books into the calendar. The confirmation role runs the reminder and reschedule conversation so the front desk does not. Both are written as plain instructions you can read and edit. Both hand off to a person the moment someone asks for one or the conversation turns clinical. What they can and cannot do is in can an AI answer my phone.

How to install and customize it

1. Create the sub-account on Go Scaleable, or in your own GHL agency account, and load the snapshot.
2. Replace the placeholders: clinic name, address, hours, provider names, review link, cancellation policy. They are all custom values, so it is one screen.
3. Buy or port the phone number, turn on missed-call text-back, and register the number for business texting so carriers deliver it.
4. Connect each provider's calendar and set the real availability.
5. Rewrite the FAQ the AI role answers from. This is the step most people skip, and it is the one that decides whether the role sounds like your clinic.
6. Send yourself a test lead from every form and phone number. Watch the pipeline card move. Fix what does not.

Done properly, that is two to four days of work for a first clinic, and an afternoon for the tenth.

Chiro vs PT: what to change

The structure is the same. The language and the cadence are not.

• Visit cadence. Chiro plans run more visits closer together, so reminders go to a shorter window and the no-show recovery fires sooner. PT plans run weekly or twice weekly, so a missed reminder costs more and the day-before text matters most.
• The front-end offer. Chiro snapshots usually lead with a new-patient exam and adjustment; PT snapshots lead with an evaluation for a named problem. The forms and the first text change to match.
• Reactivation timing. Chiro patients lapse and return in cycles, so the reactivation sequence runs at 60 days and again at 120. PT patients finish a plan and are done, so reactivation is softer and later, and often about a new problem.
• The FAQ. Insurance questions dominate chiro inboxes. "Do you take my insurance" needs a careful, honest answer in a cash practice, and it is the first line in the chiro FAQ.

The snapshot is part of every clinic install and comes with the agency platform at goscaleable.com. If you want it installed with you, book a call.