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 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 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 a booking can be traced back to the campaign link 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 against them.
The Result
A tracking plan for lead sources across the booking funnel, a Calendly link structure that carries the campaign source, and one SOP Sales Tracker holding the campaign links instead of notes and messages. The plan sets out which links to build once the remaining funnel pages have final URLs. What I checked was the funnel flow and the link structure; the result is the setup, not a measured change in bookings.
7
Channels in the plan
1
UTM convention
3 steps
Booking funnel flow
1
SOP sales tracker
The Takeaway
The setup order mattered on this project. Several funnel pages were still being built, so the tracking links had to wait for final URLs, and the tracker records that order for the next campaign.
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
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