Client case study · Apex Recovery Massage
From disconnected tools to a measurable marketing operations system.
I owned the technical path across appointment communication, reactivation, landing-page conversion, paid-media tracking, data pipelines, and internal reporting.
GA4 engagement, booking-intent signals, traffic sources, and campaign data in one Apex-branded view.
The challenge
Several customer touchpoints. No single operating layer.
Appointment communication needed reliable timing and status logic. Past clients needed a structured reactivation journey. The booking experience needed a human-assisted path. A paid-media initiative had remained in planning, while marketing data was spread across platforms without one dependable reporting layer.
System 01
Appointment communication automation
n8n workflows process Vagaro appointment data and coordinate confirmations, reminders, reschedules, and cancellations across email and SMS.
- Vagaro webhook and appointment processing
- Member and general reminder schedules
- Cancelled, deleted, void, no-show, and past-record filtering
- America/Denver timezone handling
- Dynamic therapist, service, schedule, and location details
- Database updates that prevent duplicate messages
System 02
Past-client reactivation
A coordinated GoHighLevel journey combining email, SMS, team follow-up, reply handling, booking assistance, and campaign exits.
- Multi-step email and SMS sequence
- Internal team notifications
- Reply, STOP, DND, and opt-out logic
- Invalid and bounced-email handling
- Assisted-booking form workflow
- Booked-client tagging and removal
System 03
Conversion landing page and assisted booking
A recovery-focused funnel offering direct Vagaro self-booking and a second conversion path for clients who want help from the Apex team.
- Responsive service and membership presentation
- Interactive “Start My Recovery Journey” experience
- Direct Vagaro integration
- Assisted-booking form and thank-you page
- Campaign-specific promotional-code logic
- CTA, pop-up, and sticky-offer improvements
Feel better.
Move freely.
Two booking paths designed around client preference.
Open live experience ↗System 04
Paid media, attribution, and reporting
I moved a stalled paid-media initiative from discussion to launch in under one week, then connected Meta and GA4 data to scheduled n8n pipelines, Supabase, and a secured Apex dashboard.
- Meta campaign, ad-set, and ad configuration
- Meta Pixel and Conversions API implementation
- UTM-based source, campaign, content, and placement tracking
- GA4 sessions, users, clicks, and funnel-event reporting
- Meta campaign and daily-insight pipelines
- Scheduled normalization and Supabase upserts
Supporting deliverables
Customer-facing details were part of the system.
System architecture
From campaign engagement to operational visibility.
Business value
Less repetition. Clearer handoffs. Better visibility.
- Reduced dependence on repetitive manual appointment communication
- Created a consistent structure for past-client follow-up
- Provided assisted conversion alongside self-booking
- Centralized marketing and funnel information
- Established foundations for campaign optimization
- Improved visibility into engagement and booking intent
The takeaway
Not isolated workflows—one connected marketing ecosystem.
This project combines marketing strategy with technical execution across funnel design, CRM automation, appointment communication, analytics, and reporting.