🟦 Context & Background
- Industry: Fitness / Gym Chains
- Scale: Medium-sized corporate gym network.
- Initial Processes: Leads from Facebook Ads were manually synced to Google Sheets. Coaches would check the sheets sporadically throughout the day to find new contacts.
- Existing Tools: Google Sheets, Email, Make (formerly Integromat).
⚠ Problem Statement
The primary issue was lead decay. Potential clients coming from Facebook Ads were often waiting 48–72 hours for a first contact, leading to a massive drop in conversion rates. Coaches were overwhelmed with manual data entry and busy training schedules, making it impossible to maintain a "Golden Hour" response time. This resulted in lost revenue and a poor first impression of the brand.
🙂 Solution
I designed an Instant Engagement & Alert System to eliminate the delay between lead capture and first contact.
- Total Transformation: Instead of coaches searching for data, the data "finds" the coaches.
- Logic: The system triggers an immediate personalized welcome email to the lead, while simultaneously firing an urgent notification to a shared Telegram Bot.
- Why this approach: By moving the notification to a mobile-first platform (Telegram), we ensured that coaches could claim leads instantly between training sessions without needing a laptop.
🔄 Process
- Discovery: Audited the existing lead-to-sale journey and identified a 3-day response bottleneck.
- Design: Mapped a logic flow where lead creation triggers parallel actions (External: Client Email / Internal: Team Alert).
- Implementation: Built the automation architecture using Make to bridge Facebook Lead Ads, Gmail, and the Telegram API.
- Testing: Simulated lead entries during peak Facebook traffic periods to ensure the Make.com webhooks triggered in real-time without queuing delays, maintaining the sub-5-second notification goal. To improve engagement with new leads, a simple A/B subject line test was designed for the automated welcome email.