CASE STUDY

AI-Powered Appointment System

Built for 45 Massage Clinics in Texas

45
Massage Clinics
1,000+
Appointments/Month
95%
Time Saved
$180K+
Annual Savings
AI Voice Calendar Assistant Workflow

The Challenge

45 massage clinics in Texas were spending 20+ hours per week managing appointment bookings

Answering "are you available?" calls manually
Manual calendar lookups across multiple therapists
Sending booking links via text one by one
Managing appointment confirmations and reschedules
Dealing with double-bookings and scheduling conflicts

Bottom Line: With multiple therapists and locations, the scheduling chaos was costing them $15,000+/month in admin time.

The Solution: 3-Part System

Complete end-to-end automation from phone call to confirmed appointment

1

AI Voice Calendar Assistant

Automated phone system that checks real-time availability

AI Voice Calendar Assistant
1
Retell AI answers incoming calls 24/7
2
Understands customer request in natural language
3
Queries GHL calendar via API in real-time
4
Calculates available therapist time slots
5
Responds with options in under 2 seconds
6
Books appointment if customer confirms
2

Appointment Creation Workflow

Handles the complete booking process from start to finish

Appointment Creation Workflow
1
Webhook receives booking data from Retell AI
2
Searches for existing contact in GHL database
3
Creates new contact if none exists (with deduplication)
4
Checks therapist availability to prevent conflicts
5
Creates appointment with proper scheduling
6
Sends confirmation SMS via GHL
7
Handles error cases and double-booking prevention
8
Logs all transactions for reporting
3

SMS Link Sender

Provides online booking option via text message

SMS Link Sender
1
Customer requests online booking link during call
2
Webhook triggered by Retell AI
3
Validates contact information
4
Generates personalized booking link
5
Sends SMS with link via GHL
6
Confirms to caller that SMS was sent
7
Tracks link clicks for analytics

The Results

Measurable impact across 45 massage clinics

Volume

  • 1,000+ appointments booked monthly
  • 500+ phone calls handled automatically
  • 300+ SMS booking links sent
  • 2,000+ customer interactions/month

Time Saved

  • 95% reduction in manual scheduling
  • From 20 hours/week → 1 hour/week per clinic
  • 900 hours/month saved across all clinics
  • 10,800 hours/year total savings

Cost Savings

  • $15,000+/month in admin time saved
  • $180,000+ annual savings
  • ROI: 2,400% in first year
  • Paid for itself in under 2 weeks

Experience

  • 24/7 booking availability
  • Sub-2-second phone responses
  • Zero missed appointments
  • 98% customer satisfaction rate

Tech Stack

Retell AI
Voice assistant and call handling
Go High Level
CRM, calendar, and SMS
n8n
Workflow automation engine
Webhooks
Real-time data synchronization
REST APIs
System integrations

Key Features

Multi-location support
Multiple therapist scheduling
Real-time availability checking
Duplicate contact prevention
Error handling & automatic retry
Contact deduplication
Appointment conflict detection
SMS delivery confirmation

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