Zarc Hair Clinic
Automation of Zarc Hair Clinic’s patient journey across booking, CRM, follow-up communication, and treatment-stage progression for PRP therapy and hair transplant patients.
- Client
- Zarc Hair Clinic
- Service
- Patient journey & CRM automation
- Industry
- Hair & Aesthetics
- Status
- Delivered
Service used
Patient journey & CRM automation
The work was shaped around the operating problem first, then translated into the right mix of automation, systems, and workflow design.
Stack
Cliento
Booking triggers
Pipedrive
CRM pipeline logic
Zapier
Short-term automation
Brevo
Patient email sequences
The problem
Zarc Hair Clinic had already invested in the right tools: Cliento for bookings, Pipedrive for CRM, Brevo for email, and Zapier for automation. The issue was that these tools were not operating as one connected patient journey.
Patient stages were still tracked manually, care communication depended on staff action, and follow-up tasks could be delayed when the clinic was busy. PRP therapy and hair transplant treatments both required precise timing, but each treatment line had different operational requirements.
The clinic needed a system that could automate treatment progression, patient communication, and staff follow-up without creating unnecessary complexity or changing the way the team worked day to day.
The solution
A connected automation workflow was built around the clinic’s existing tools. Cliento booking events trigger updates in Pipedrive, move patients through the correct treatment stages, and create follow-up tasks when staff attention is needed. The structure was designed to keep the clinic’s existing systems in place while making the patient journey more reliable behind the scenes.
The PRP pipeline was handled through short-delay automation, using Cliento and Zapier to react quickly to booking events and update the CRM as patients moved through each session. This made it possible to keep the treatment flow current without relying on staff to manually remember each stage change or follow-up action.
The hair transplant pipeline required a longer timeline, with care communication stretching from the first post-op touchpoints through later follow-ups. For this, the automation structure was designed around Pipedrive stage logic and Brevo email sequences, allowing patient communication to go out at the right time without relying on manual reminders.
Each automation point was kept as simple as possible so the system would remain maintainable. The goal was not to create a complicated automation layer, but to connect the tools that already existed and make sure each patient moved through the correct journey based on actual booking and treatment events.
The result is a more consistent patient journey. Bookings flow into the CRM automatically, treatment stages advance with less manual handling, and patients receive the right communication at the right point in their treatment process.