How did a team serving domestic and international clients at its center in Kartal move the whole flow — from the first photo assessment to operation day and months of follow-up — into one panel?
Luxury Health Global is a hair transplant center in Kartal, Istanbul. The team performs hair, beard and eyebrow transplants with FUE and DHI techniques and works with clients from both Turkey and abroad. For international clients, the process runs together with accommodation and transfer planning.
A hair transplant sales conversation is unlike other industries: the prospective client first sends photos of their hair, and the graft requirement and price range are clarified through this assessment. Operation day happens once, but the 3-, 6- and 12-month follow-ups continue all year.
As the center grew, three problems became clear: some of the photo assessment requests scattered across Instagram and WhatsApp went unanswered at busy times; slow replies lost prospects who were talking to several centers at once; and post-operation follow-up messaging was tracked on personal phones with no visibility.
All assessment requests from Instagram DMs and WhatsApp are collected in a single inbox, and the photos clients send stay in the contact's message history. AI classifies messages that ask about pricing or a surgery date and highlights hot leads, so the team focuses on the assessments waiting for a reply.
A task card is created for every operation with a confirmed date: the pre-screening reminder, operation day preparation, and transfer and accommodation coordination for international clients all sit on one board. Deposits and balances are tracked in the payment record on the client card.
Wash-day instructions, aftercare guidance and check-up period messages go out with ready-made templates in one click, and international clients receive templates in their own language. The client card shows which check-up stage each client is at.
Photo assessment requests are gathered in one queue, making unanswered requests visible.
Hot leads are highlighted by AI classification, so reply priority is clear.
Operation day coordination moved from phone calls to a task board.
Post-operation follow-up moved from personal phones into company records.
Explore the ready-made scenarios for a flow that runs from graft assessment to the 12-month check-up.
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