Valentina Akpan: Founder of Rellatech, providing administrative and operations support to executives, founders, business owners and teams. Her background combines technical support, customer success, administration and operations.
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A full nutrition practitioner needed an end-to-end client journey built inside Ivorey, a GoHighLevel-based CRM platform. The goal was to move a lead from first consultation to active coaching client with less repeated setup at each step.
The practitioner wanted the setup kept simple, so I made each automation easy to maintain over time.
The Challenge
Before I started, inquiries, contracts and invoicing were handled by hand, follow-ups were inconsistent and information was spread across different places. Blood work was coordinated as each case came up, and there was no clear view of where each lead or client was in the journey. The practitioner also wanted every message to feel warm and personal.
Manual juggling of inquiries, contracts, and invoicing
Blood work coordination handled ad-hoc
No clear view of where each lead or client was
Every message needed to feel warm and personal
The Solution
I set up two pipelines in Ivorey. The first tracks prospects from first booking to paid client. The second tracks active clients through onboarding and engagement.
Lead Pipeline
Active Client Pipeline (1:1 Coaching)
What I Built and Connected
Free consultation calendar
Automated booking confirmations and reminders.
Branded contract template
Built inside Ivorey Documents with on-brand typography.
Auto-generated invoice
Created automatically when a contract is signed.
Welcome email sequence
Sent when the invoice is paid.
Internal notifications
The practitioner gets an alert when a step needs a personal reply.
Tagging and segmentation
Tags mark each stage of the client journey for reporting.
Before and After
Before
- · Manual booking confirmations
- · Contracts emailed back and forth
- · Invoices created one by one
- · Welcome notes drafted from scratch
- · Blood work coordination tracked from memory
After
- Auto-confirmed bookings and reminders
- Branded contracts signed inside Ivorey
- Invoices generated on signature
- Branded welcome sequence on payment
- Internal alerts when a step needs attention
Four Custom HTML Emails, On Brand
Each email used the brand's color palette, custom logo, signed signature, and on-brand typography (Playfair Display and Montserrat).
Welcome email
Product recommendations and affiliate discount codes
Blood requisition email
Four-step instructions, clearly laid out
Ready to book email
Triggered by tag, with embedded calendar link
Internal practitioner alert
Sent only to the practitioner, with the action needed
The Result
The practitioner now has a connected client journey in Ivorey and can:
- See which stage each lead and client has reached in the pipeline
- Receive an alert when a step needs a personal reply
- Send the branded emails at each stage without drafting them each time
- Review stage counts and pipeline value in Ivorey's pipeline view
- Onboard new clients with less repeated admin
Tools Used
Who This Is For
This case study may be useful for:
- ●Solo wellness practitioners (nutritionists, naturopaths, coaches) doing 1:1 work
- ●Practices already on Ivorey, GoHighLevel, or a similar all-in-one CRM
- ●Owners spending more time on admin (contracts, invoices, scheduling) than on clients
- ●Anyone whose intake involves multiple steps (consultations, bloodwork, contracts) that need to feel warm and personal
Need help with similar work?
Tell me which responsibilities or processes need attention, who is involved and any upcoming deadlines. I provide administrative and operations support, including the connected technical work within our agreed scope.
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