How a Hair Transplant Clinic Uses WhatsApp API to Improve Bookings, Data, and ROAS
Client: Private Hair Transplant & Hair Loss Clinic
Industry: Health & Beauty / Cosmetic Clinics
Service: WhatsApp API Lead Generation System, CRM Integration & Data Automation
Overview
This leading hair transplant clinic wanted to improve lead conversion from paid ads, reduce the admin load on their call centre team, and better track campaign performance.
We helped them use WhatsApp API using Manychat software, as the central point for lead response, qualification, and consultation booking—connecting everything seamlessly into their CRM and reporting systems.
The Challenge
The clinic was already running successful ads and generating interest, but they had a few key issues:
- Delays in lead follow-up via email and phone
- Missed opportunities from slow response times
- A disjointed CRM system with no WhatsApp integration
- Limited visibility of which ads were performing best
- Manual reporting and poor lead attribution
They needed a system that could respond instantly, integrate with existing tools, and provide clear data on performance. They new Manychat software could deliver results with WhatsApp API but needed more resource to see this project set up correctly in a rapid build time to take advantage of the opportunity.
The Solution
We built a fully connected WhatsApp API based system that brought together lead generation, qualification, tracking, and communication—improving the customer journey from click to consultation.
Here’s what we delivered:
Multi-Channel Entry Points
We connected WhatsApp chat flows to:
- Website buttons across key service pages
- Landing pages linked to Google and Meta ads
- Call-to-action buttons on high-performing blog content
ROAS-Focused Campaign Flows
Custom WhatsApp journeys were created for each ad set and service type, helping to:
- Capture leads faster
- Pre-qualify clients based on their needs
- Route enquiries to the right clinic location
CRM + WhatsApp API Integration
We connected their WhatsApp API platform directly to their CRM, making contact records, chat history and lead tags visible to:
- Call centre agents for follow-up
- Clinicians preparing for consultations
- Marketing teams monitoring ad performance
Automated Data & Reporting
We set up spreadsheet automations to log lead details and outcomes for deeper campaign analysis—helping the team optimise ad spend and messaging based on real conversion data.
The Results
- Faster response times, leading to higher conversion from ad clicks
- Improved ROAS, thanks to pre-qualified leads and clearer campaign data
- Better visibility of each customer journey, from ad click to consultation
- A seamless internal process, with less back-and-forth between systems
- Happy staff and happier clients, with conversations easy to access in one place
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10 Powerful Ways to use WhatsApp in your business
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- Would you like to engage, nurture, and communicate more effectively with your potential and existing customers?
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