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.

Book a demo See the live demo clinic

admin.democlinic.example/reports

Reports

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Completed visits

vs previous period

No-shows

by practitioner

Revenue

by treatment

Leads by source

Instagram

Google

Referral

Walk-in

Demo clinic · illustration

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 inquiry 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 inquiry goes to a clinic inbox or a front desk 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 works
Reports 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 works
CSV 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 works
First-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 works
Treatment 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.

Example treatment page · illustrative wording

Bookable online

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 business hours?
Do I need a consultation first?
Can I cancel if something comes up?

Demo clinic assistant

Answers from the clinic's own information

Example conversation

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.

An illustrative conversation with a demo clinic's assistant after a patient taps an ad. Times, offer and wording are examples.

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 inquirers, 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 inquiry 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, practitioner or front desk), 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 practices. 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 multi-location sites, SMS campaigns or full online payment

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. Deposits go through the clinic's Stripe account and the balance is paid 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

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.