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.
Simplicity was the priority. Every automation had to be easy to maintain long-term.
The Challenge
Scattered information, inconsistent follow-ups, no clear pipeline. Inquiries, contracts, and invoicing were being juggled manually. Blood work coordination happened ad-hoc. There was no clear view of where each lead or client was sitting in the journey, and every touchpoint had to feel warm, not transactional.
Manual juggling of inquiries, contracts, and invoicing
Blood work coordination handled ad-hoc
No clear view of where each lead or client was
Every touchpoint had to feel warm, not transactional
The Solution
Two pipelines in Ivorey. One pipeline tracks prospects from first booking to paid client. A 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
Triggered the moment a contract is signed.
Welcome email sequence
Sent when the invoice is paid.
Internal notifications
Practitioner alerted 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 in head
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 designed
Ready to book email
Triggered by tag, with embedded calendar link
Internal practitioner alert
Internal-only, action-focused
The Result
A connected client journey in Ivorey. The practitioner can:
- See where each lead and client sits 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 is worth reading if you are:
- ●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, not transactional
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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