Coaching · Funnel + Nurture

Three Times the Discovery Calls From the Same Ad Spend

A business coaching company was running five disconnected tools and booking calls with people who weren't a fit. We rebuilt the funnel, nurture, application and calendar as one GoHighLevel system, and the calendar filled with the right people.

Client
ScaleUp Coaching, group and 1:1 programs
Location
London, United Kingdom
Team
Founder, 2 coaches, 1 marketing lead
Timeline
5 weeks to launch
Services
Funnels, nurture, application, calendars, memberships, attribution
0x

More discovery calls booked from the same monthly ad budget

Five disconnected tools became one funnel, nurture and booking system, and the same ad budget produced three times the discovery calls.

Jump to results

The situation

ScaleUp sells a group program and a small number of 1:1 places to founders of service businesses. Leads came from Meta ads to a lead magnet, then an email tool, a scheduler, a payment link and a course platform, each holding a different version of who a contact was. The founder, Hannah Lewis, described the marketing lead's job as "copying names between five tabs".

The bigger problem was the calls. Anyone with the link could book a discovery call. Roughly half were not a fit for the program's price point, and about a third of those who booked didn't show. Two coaches were spending afternoons on calls that were never going to convert.

Ad spend had been increased twice without a proportional rise in clients, and nobody could say which campaign the paying clients had actually come from.

What was leaking

One welcome email, then silence until launch. Discovery calls open to anyone, no qualification. No reminders or preparation before the call. Five tools with five versions of each contact. No attribution from ad to paying client.

What we built

Same order as every engagement: the CRM set up right, then the automations that move the numbers, then everything around them. Each step was tested with real test leads before the client's customers saw it.

Week by week

How the Build Ran

5 weeks to launch, in the order that paid back fastest.

  1. W1

    Map the journey and consolidate

    One diagram from ad click to program delivery. We migrated contacts, tags and purchase history from the email tool and course platform into GoHighLevel, reconciled the counts, and retired three of the five tools.

  2. W2

    Rebuild the funnel with tracking

    Lead magnet, thank-you and application pages rebuilt inside GoHighLevel with UTM capture on every step, so the source and campaign attach to the contact the moment they opt in.

  3. W2

    Nurture that stops when someone talks

    A seven-email welcome series and a fortnightly value series written with Hannah, plus two SMS nudges toward the application. Every sequence pauses the moment a contact replies or applies.

  4. W3

    Application scoring and two paths

    A short application scores revenue, team size, urgency and budget. High scores go straight to the discovery-call calendar. Others receive a different path: a recorded workshop and a lower-ticket offer, with a re-application invitation later.

  5. W4

    Calendar, reminders and preparation

    A round-robin calendar across two coaches with time-zone handling, a confirmation, reminders at 24 hours and 1 hour, and a preparation email that sets expectations for the call. Deposits are taken inside the flow when a place is offered.

  6. W5

    Memberships, attribution and launch

    The group program moved into GoHighLevel memberships with drip-released modules and automatic access on payment. A pipeline report now shows revenue by campaign. We ran test applicants through every path before go-live.

Results

What Changed

Measured over the first quarter after launch, against the equivalent period before.

0x Discovery calls booked

Compared to the previous three months on the same monthly ad budget, once qualified applicants were routed to the calendar.

-0% Cost per booked call

Three times the calls from the same spend means each booked call now costs roughly a third of what it did.

0% Show-up rate

Up from around two thirds, thanks to application scoring, reminders and the preparation email.

"Our funnel, email sequences and calendar finally talk to each other. Same ad budget, three times the discovery calls, and I can see exactly which campaign each client came from."

Hannah Lewis

Founder, ScaleUp Coaching

What's next

The Flow Keeps Growing

The next phase adds an AI assistant that answers program questions in the nurture sequence and books the call itself when someone is ready, handing off to Hannah's team for anything about pricing exceptions.

Every account we build comes with documentation your team can maintain, and most clients keep us on for quarterly reviews and new phases. Nine in ten come back.

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