Replicate for Clients

Setup Guide

Complete walkthrough to set up LeadLoop for a new med spa or dentist client from scratch. Estimated setup time: 2-3 hours.

1. GoHighLevel (GHL) — Free Sandbox Setup

  1. Sign up for a GHL trial account at app.gohighlevel.com
  2. Create a new Location for your demo client (e.g., "Glow Dental")
  3. In Settings → Phone Numbers, claim a Twilio number or use GHL's built-in number
  4. Navigate to Automations → Workflows → Create Workflow
  5. Build a missed-call workflow:
    • Trigger: Call Not Answered
    • Action 1: Webhook → URL: https://your-leadloop-app.com/api/webhooks/ghl
    • Data to send: contact_name, phone_number, email, source
  6. For inbound forms: add a Contact Form Submission trigger → same webhook action
  7. Test by calling the GHL number and verify the lead appears in LeadLoop at /demo/leads

2. Twilio Trial Account Setup

  1. Sign up for Twilio free trial at twilio.com
  2. Get a Twilio phone number from the console (Get a Trial Number)
  3. In GHL, point your phone number's missed-call handling to Twilio webhooks if using standalone Twilio
  4. Or configure LeadLoop's Twilio webhook directly: Call TwiML Bin → Redirect to LeadLoop
  5. Configure SMS webhook (optional): Phone Numbers → Your Number → Messaging → Incoming Calls → Webhook
  6. Note your Account SID and Auth Token from the Twilio console

3. Calendly Setup

  1. Create a free Calendly account
  2. Create an event type: New Patient Consultation (or service specific to the client)
  3. Set availability windows that match the client's schedule
  4. Copy your Calendly URL: e.g., https://calendly.com/glow-dental/consultation
  5. Set this as your CALENDLY_BOOKING_URL environment variable in LeadLoop
  6. Optional: add Calendly webhooks to confirm bookings → POST /api/appointments

4. OpenAI API Key

  1. Get an API key at platform.openai.com (free tier includes $5 credit)
  2. Set OPENAI_API_KEY in your LeadLoop environment variables
  3. The demo uses gpt-4o-mini which is inexpensive (~$0.15/1M tokens)
  4. Monitor usage at platform.openai.com/usage

5. Environment Variables

Add these to your Render environment or .env file:

# OpenAI (required for AI qualification) OPENAI_API_KEY=sk-... # Twilio (required for SMS) TWILIO_ACCOUNT_SID=ACxxxxxxxxxxxxxxxx TWILIO_AUTH_TOKEN=xxxxxxxxxxxxxxxx TWILIO_PHONE_NUMBER=+1555... # Calendly (booking links) CALENDLY_BOOKING_URL=https://calendly.com/your-business/consultation # Business branding (optional) BUSINESS_NAME=Glow Dental

6. Recording the Demo Walkthrough

  1. Open https://leadloop-65.polsia.app/demo in a browser
  2. Use Loom, Camtasia, or your OS screen recorder (Cmd+Shift+5 on Mac)
  3. Narrate each step as you walk through:
    • Show the landing page, explain what LeadLoop does
    • Click "Run Demo Flow" → fill in a fake lead → show the AI qualification result
    • Show the lead appearing in the leads table with a score
    • Click into the lead detail → show Calendly link, review request section
    • Go to "AI Flow" page → walk through the 5 steps architecture
    • End on the "Setup Guide" page → mention it's how the system was built
  4. Keep it under 3 minutes. Fast is more impressive than thorough.
  5. Save as MP4, host on Loom or Google Drive, share the link in your cold outreach

7. GHL Webhook Configuration

In your GHL workflow, the webhook to LeadLoop should send this JSON payload:

POST /api/webhooks/ghl { "contact_name": "Jane Smith", "phone_number": "+15551234567", "email": "jane@example.com", "source": "ghl_call_missed", "notes": "Interested in teeth whitening" }

LeadLoop responds with 201 Created and the qualified lead object. This is how GHL knows the data was received.