For agencies and freelancers
Website for clinic marketing agencies, measured by bookings
Send your clinic clients' ads to a site that keeps the campaign on every lead, and report booked and completed visits instead of clicks.
Reports
Completed visits
vs previous period
No-shows
by practitioner
Revenue
by treatment
Leads by source
If you run ads for clinics, you know the awkward monthly call. Your dashboard shows leads and cost per lead. The clinic says the phone isn't ringing. Somewhere between the form and the appointment book, the trail goes cold, and nobody can prove where.
Velvet Lead is a website, booking system and lead inbox built for clinics. For agencies, the useful part is that the campaign tag on a lead stays attached from the first enquiry through to the booking, so reports can show which campaign produced visits and recorded revenue, not just form fills.
Where agency reporting breaks down
Leads vanish after the form
The ad platform counts a conversion, then the enquiry goes to a clinic inbox or a receptionist's phone. You never find out whether it became a patient.
Slow replies blamed on the ads
A lead that waits a day for a call-back often goes nowhere. Without response times on record, weak results get blamed on targeting rather than follow-up.
Landing pages that can't book
Campaigns point at a generic homepage or a form that only says “we'll be in touch”. Patients who were ready to book have to wait for someone to call.
How Velvet Lead helps
What your clinic clients get, and what you see
The clinic runs the site day to day. You get cleaner attribution and reports you can put in front of the owner.
Campaign tags kept on every lead
UTM source, medium and campaign are recorded against each lead, whether it came through a booking, the contact form, a consultation request or the AI assistant.
Lead inbox: how it worksReports by campaign and lead source
Reports show leads and conversions, appointments, completed visits and revenue recorded in the system, broken down by lead source and marketing campaign, compared with the previous period.
Reports: how it worksCSV export for your own decks
Download report data as CSV for 7, 30, 90 or 365 days and bring it into the spreadsheet or reporting tool you already use with the clinic.
Reports: how it worksFirst-response time on record
The system measures how quickly the clinic's team first contacts each lead, and reports show median time to first contact. It shows the clinic, factually, where leads stall.
Lead inbox: how it worksTreatment pages that take bookings
Send an ad for a specific treatment to that treatment's page. Patients see price, duration and aftercare, then book a real free time or request a consultation.
Online booking: how it works
Example
Example: a treatment page as a campaign landing page
Every treatment the clinic offers has its own page, which works as a landing page for a treatment-specific campaign. This is an illustrative layout; the clinic's practitioners write and approve the real content.
Facials
HydraFacial (example campaign landing page)
Staff wording on your site: practitioner
- Price
- The clinic's price per session, or a range it sets
- Duration
- Set by the clinic, for example 45 minutes
- Downtime
- Written by the clinic, for example “usually none”
- How long results last
- Written by the clinic, for example “varies from person to person”
- Recommended sessions
- The clinic's recommendation, for example “discussed at consultation”
- Aftercare
- The clinic's aftercare notes
- Not suitable for
- The clinic's contraindications list, reviewed by its practitioners
- Minimum age
- Set by the clinic, for example 18+
AI assistant
Questions your clients' patients ask
Ad traffic arrives with questions. The assistant answers from the clinic's own treatments, prices, offers and FAQs, checks live availability, and logs anything it can't answer. It gives no medical advice and never books on its own.
- “Is the offer from the Instagram ad still on?”
- “How much is a HydraFacial with the promo code?”
- “Do you have anything this Saturday afternoon?”
- “Where is the clinic, and what are the opening hours?”
- “Do I need a consultation first?”
- “Can I cancel if something comes up?”
Demo clinic assistant
Answers from the clinic's own information
- Patient:
I saw your facial offer on Instagram. Any times this Saturday?
- Assistant:
The facial offer runs until the end of the month. There are free times this Saturday; pick one and confirm your details on the booking page.
- 10:30 AM
- 1:00 PM
- 4:15 PM
- Patient:
I have rosacea. Will it make it worse?
- Assistant:
I can't give medical advice about skin conditions. A practitioner at the clinic can talk it through with you, and I can request a callback if you'd like.
Settings
Settings to agree with your client
A few decisions at setup make campaign reports much easier to read later.
- UTM naming conventions
One agreed format, for example utm_source=instagram, utm_medium=paid-social, utm_campaign=hydrafacial-spring
Reports group leads by the source and campaign values they arrive with, so consistent names keep one campaign from splitting into several rows.
- Landing page per campaign
The treatment page, not the homepage
Patients land on the price and the booking button for the treatment they clicked on.
- Promotion and promo code
Matching the ad, with start and end dates
The offer disappears from the site when the campaign ends, so patients don't arrive expecting an expired price.
- Reply-time promise
A promise the clinic's team can keep
The site sets expectations for enquirers, and first-response time in the reports shows whether the team meets it.
- Your access
An invitation by email with a role the clinic chooses
The clinic owner decides what you can see and can remove access instantly when the engagement ends.
From ad click to completed visit
A patient taps an ad tagged with your UTM parameters and lands on a treatment page. They ask the assistant a question, book a free slot, and the lead is created with its campaign attached. The clinic confirms the booking, the patient gets reminders, and after the appointment the front desk marks it completed or a no-show.
Because leads link to their bookings, the reports can show that campaign's appointments, completed visits and recorded revenue. It is attribution from the clinic's own data, not a model or an estimate.
Showing the clinic where leads stall
The lead inbox moves each enquiry through new, contacted, qualified and booked or lost, with a reason for lost leads. Combined with first-response time, that gives you a factual way to show a client whether leads are being contacted promptly.
It is not a tool for blame. It helps the clinic fix follow-up, which makes your campaigns look as good as they actually are.
Partner program
Agencies and freelancers who bring clinics to Velvet Lead can join our partner program. The terms are: {{PARTNER_TERMS}}. We set up and support each clinic's site; you keep running the campaigns.
What Velvet Lead does not do for agencies
Velvet Lead doesn't run, manage or optimize ads, and we don't claim integrations with ad platforms. Conversion data isn't sent back to any ad account by the product. Each clinic has its own separate site and database, so reporting is per clinic.
UTM source, medium and campaign are the tags recorded on leads. Team access uses the clinic's roles (admin, manager or staff), and the clinic decides which one you get. See team access for how roles work.
Clients you'll often work with include med spas, aesthetic clinics and dental clinics. If a client is about to open, see websites for new clinics.
Honest fit
Is Velvet Lead right for your clients?
Right for you if…
- Your clients are clinics where patients book one-to-one time with a practitioner
- Each client runs one location
- You want reports that tie campaigns to booked and completed visits
- You're happy for the clinic to own the site, data and admin panel
Not right yet if…
- You need ad management, bidding or budget tools inside the product
- You need conversions sent automatically to ad platforms
- You want one combined dashboard across all your clinic clients
- Your clients need online deposits (patients pay at the clinic for now), SMS follow-up or multi-branch sites
FAQ
Marketing agencies: common questions
Which UTM parameters are recorded on leads?
UTM source, medium and campaign. They are stored against each lead and used in the reports' lead source and marketing campaign breakdowns.
Can reports show revenue by campaign?
Reports include revenue as recorded in the clinic's system, broken down by marketing campaign and lead source. There are no online payments, so patients pay at the clinic.
Does Velvet Lead connect to Meta or Google Ads?
No ad platform integrations are part of the product. You run campaigns in your usual tools and use UTM tags so leads are attributed on the clinic's site.
Can I export the data for my own reporting?
Yes. Reports can be downloaded as CSV for 7, 30, 90 or 365 day ranges.
Who owns the website and the patient data?
The clinic is the customer. Each clinic has its own site and separate database, and the clinic controls who on its team, including you, has access.
What are the partner program terms?
The current terms are: {{PARTNER_TERMS}}. Get in touch and we'll talk through how it works for your agency.
Features you'll use most
Related solutions
See campaign reports on a demo clinic
Book a 15-minute demo. We'll follow a tagged lead from a treatment page to a completed visit and show the campaign report it lands in.