Automation
Marketing automation services
Automation is good at the dull, time-sensitive jobs: sending the confirmation, assigning the lead, reminding the patient, nudging the quote that went quiet. We automate those, and leave the conversations to people.
Automate the steps people forget
Our rule is simple. If a task must happen at a set time, every time, and needs no judgement, software should do it. Sending a booking confirmation. Assigning a new lead. Telling a manager that a hot lead has waited an hour. Busy teams skip exactly these steps, and they are the ones that lose sales.
Anything that needs judgement stays with a person: calming a worried patient, negotiating a price, deciding a lead is not worth chasing. Automation that pretends to be a person in those moments costs more than it saves.
The workflows that pay back first
New lead
Create the record with its source, assign it to the next salesperson, send an instant acknowledgement, and alert the setter, as described in lead handling.
Booking
Confirmation, calendar invitation, reminders before the appointment, directions and what to bring.
No-show and cancellation
A rebooking message the same day, and a task for the setter if there is no reply by the next morning.
Stalled deal
A quote or a lead with no activity for a set number of days triggers a follow-up message and a task for its owner.
After the sale
Aftercare, check-up or renewal reminders, a review request and a referral ask, each at its own moment.
Old leads
A periodic re-engagement series by email or SMS for leads who never booked, with a clear way to opt out.
How we build it
Map the process as it is
We sit with the team and draw what happens to a lead today, workarounds and sticky notes included.
Decide what to automate
Triggers, messages, timing and who gets alerted, agreed with you. Each automation has a named owner.
Build in your tools
In your CRM, your email or SMS tool and the WhatsApp platform, joined by connectors such as Make, Zapier or n8n where needed. The integrations page lists what Napexy software connects to.
Test with awkward cases
Every branch is tested before going live, including duplicates, wrong numbers and bookings made at midnight.
Watch and adjust
A monthly check of what fired, what failed and what it produced in bookings and sales.
What to automate and what to keep human
| Task | Automate | Keep with a person |
|---|---|---|
| First reply to a new lead | An instant acknowledgement and one qualification question | The call that follows |
| Booking | Confirmation and reminders | Rescheduling someone who is upset |
| Follow-up | Scheduled messages and tasks | The conversation once the lead replies |
| Reviews | The request after each visit | Replies to negative reviews |
| Reporting | Collecting data and sending the weekly summary | Deciding what to change |
What we track
Runs and failures
How often each workflow fired, and every time it failed or skipped a step.
Results per sequence
Replies, bookings and sales produced by each automated sequence, by source.
Leads with no next step
Open leads with no task or message scheduled. The number we want at zero.
Frequently asked questions
Which automation tools do you use?
The ones you already have, when they can do the job. Most CRMs and email tools include a workflow builder. To connect tools to each other, we use platforms such as Make, Zapier or n8n. We avoid adding a tool you pay for that nobody on your side can open.
Can automation use AI?
Yes, for sorting incoming messages, drafting replies for a person to approve or summarising a call. See AI workflow automation. We keep AI away from anything that commits you to a price or a medical opinion.
Will automated messages sound robotic?
Only if they are written that way. We write them in your team’s voice, short, signed by a person and in the language the lead used. A fast, useful reply rarely bothers anyone.
Is automation the same as a CRM?
No. The CRM holds the leads, the pipeline and the history. Automation acts on that data: it moves, sends and reminds. One without the other does little; our page on CRM setup covers the first half.
Who maintains the automations?
We do while we work together, and each one is documented so your team can take over: what triggers it, what it sends, who owns it and how to switch it off.
Last updated · By the Napexy team
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