Valentina Akpan: Founder, Rellatech. Admin and technical virtual assistant for businesses and startups with teams.
A U.S.-based wellness business owner was referred to me by an existing client I had previously supported with a similar UTM tracking and booking funnel setup.
She needed help organizing lead tracking across multiple marketing channels so she could clearly see where book-a-call leads were coming from, and keep every campaign link organized inside her SOP Sales Tracker.
The Brief
Traffic was arriving from email, Instagram, YouTube, blog posts, the website, Facebook, and Calendly all at once, but there was no consistent way to tell which channel or campaign was actually producing booked calls. Several funnel assets were still being created, so any tracking links built too early would break the moment the final URLs changed.
She did not need a new tool. She needed a clean plan, a strict setup order, and one organized home for every link.
The Approach
I mapped the full booking funnel first, then layered a consistent UTM structure on top so every channel would report back to the same place. The work broke into four parts.
One. Funnel Flow Planning
I mapped the booking, application, and approval steps end to end so we knew exactly which pages needed final URLs before any tracking link could be built. This kept the whole project from stalling on rework later.
Two. Landing Page & Sales Funnel (Systeme.io)
I built the landing page and sales funnel in Systeme.io: calendar at the top for frictionless booking, testimonial videos below for social proof, and an application step after booking so unqualified calls could be reviewed and canceled before they hit the calendar.
Three. UTM Tracking Plan
One structured tagging convention across email, Instagram, YouTube, blog, website lead magnets, Facebook, and Calendly, with a defined Calendly link structure so every booking traced back to the campaign that produced it.
Four. SOP Sales Tracker
One organized home for every campaign link, ready to plug into weekly reporting, with clear setup-order guidance: finalize URLs first, then build the tracking links so nothing breaks or goes untracked.
The Result
A clear plan for tracking lead sources across the full booking funnel, with a cleaner structure for measuring which content and channels drive qualified calls. Every book-a-call link now traces back to its source, and every campaign link lives inside one SOP Sales Tracker instead of scattered across notes and messages.
7
Channels tracked
1
UTM convention
3 steps
Booking funnel flow
0
Broken tracking links
The Takeaway
Tracking is only useful when the funnel underneath it is finalized. The order matters more than the tool.
Build the funnel first, tag it once, and let the links do the reporting for you.
Project Snapshot
Scope
Referral project, UTM plan and booking funnel setup
Stack
Systeme.io (landing page & sales funnel), Calendly, Google Sheets (SOP Sales Tracker), UTM Builder, email platform
Deliverables
UTM tracking plan, book-a-call link structure, funnel flow map, landing page structure recommendations, SOP Sales Tracker, setup-order guidance
Work with Rellatech
If your traffic is going somewhere but your booked calls aren't telling you where, this is exactly the kind of quiet cleanup I take on. A short note is the fastest way to see if it's a fit.
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