CRM follow-up automation for local service teams

Capture every lead follow-up before warm prospects go cold.

LumaDesk gives busy front desks and local businesses one CRM-style workspace for missed calls, website forms, DMs, booking questions, reply drafts, lead status, and owner visibility.

Preview the front desk dashboard Open client workspace See purchase options

Built for one simple outcome: stop letting real inquiries disappear across calls, inboxes, forms, calendars, social DMs, and CRM notes.

1 queue All lead sources reviewed from one CRM-style workspace.
Lead pipeline New, contacted, booked, waiting, and follow-up due stages.
Owner view See open follow-ups, slow sources, and next actions.
Week-one setup Start with forms, calls, DMs, inboxes, calendar notes, or manual intake.
Workflow automation Every item gets source, owner, status, and next action.
AI-assisted drafts Reply drafts stay human-approved before anything is sent.
Best fit: med spas, beauty clinics, home-service teams, and appointment-based businesses that already get leads but lose follow-up clarity after the first touch.

What the business gets after setup.

The sell is simple: LumaDesk turns scattered inquiry channels into one reviewable CRM-style workflow without forcing the business to replace every tool they already use.

Before LumaDesk Calls, DMs, forms, emails, calendar requests, and booking questions sit in separate places with no shared priority list.
After LumaDesk Staff opens one workspace, reviews the highest-value follow-ups first, edits drafts, updates lead status, and marks work complete.
Owner result Less guessing about what was missed, who owns the next step, and which lead sources or funnel steps need cleanup.
1

Map inquiry sources

Forms, calls, DMs, inboxes, CRM notes, calendar requests, and booking pages are listed before any connection is made.

2

Build the lead pipeline

Each lead gets a category, urgency, staff owner, next action, follow-up stage, and review status.

3

Add simple automations

Tasks, reminders, draft replies, and owner summaries help the team follow up without auto-sending sensitive messages.

Inside the front-desk workspace.

This is the product preview a prospect should understand in less than a minute: queue, draft, source, owner, report, and support.

Today's Follow-Up Hub

Monday, June 8 - fictional demo data

Human approval required
18 items reviewed
7 need reply today
4 booking intent
2 review asks ready

Priority follow-ups

Sorted by urgency
Maya R. asked about Botox pricing
Instagram DM - no reply after 21 hours
High intent
Jordan L. submitted a filler consult form
Website form - requested Friday afternoon
Book consult
Nia T. missed callback after facial inquiry
Missed call - voicemail transcribed for review
Call back
Ari P. asked about aftercare instructions
Existing client question - provider approval needed
Review first

Message center

4 connected sources
Website form - Jordan L.
Consult request tracked as service interest, contact method, and next action only.
Website
Instagram DM - Maya R.
Pricing and availability inquiry summarized without storing treatment details beyond the request type.
Instagram
Missed call - Nia T.
Callback task created from missed-call alert. Staff confirms details before replying.
Phone
Review request - Elise W.
Completed-visit flag only. Review ask stays staff-approved.
CRM note

Reply rules

Pricing answers stay general unless clinic approves exact ranges.
Treatment questions route to staff/provider review.
AI can suggest booking language, not medical advice.
Messages are logged with staff member and approval time.
Website form, phone, CRM, or platform connection questions route to Data Sources → Connection setup center.

Real version can send desktop/browser alerts when new approved sources deliver messages.

Lead and clientele workspace

Fictional records
Maya R.
Botox inquiry - asked for price and first available slot.
New lead Instagram
Jordan L.
Filler consult request - draft ready for staff approval.
Consult Website
Elise W.
Completed hydrafacial - eligible for review request.
Review ask CRM
Nia T.
Missed callback - needs staff call before 2:00 PM.
Callback Phone

How data gets into the queue

No full history needed
Website contact forms
Forward form submissions to a shared inbox or Google Sheet.
Start here
Missed call notes
Staff adds missed-call notes manually, or connects call logs later.
Manual OK
Instagram and Facebook inquiries
Start with staff-pasted notes or screenshots. Deeper Meta access comes later.
Later connect
Booking scheduler
Optional. Use export or light status check before any full integration.
Optional

Setup rule

The first version does not need patient history, full booking records, or medical chart access. It starts with new active inquiries and staff-approved notes.

Avoid medical records in the first version.
Use only sources the clinic approves.
Let staff confirm booking status manually at first.
Add scheduler/CRM integrations only after the workflow proves useful.

Connect sources

1 connected

Website forms

Connected

Forward contact and consult form submissions to the intake inbox below, or connect a form webhook later.

intake@radiance.followupdesk.com

Missed calls

Pending

Connect a phone provider, call tracking tool, or forwarded missed-call log. First goal: detect missed calls, not record or transcribe them.

POST /webhooks/missed-calls

Instagram / Facebook DMs

Manual mode

Use manual DM notes first. Official Meta access requires business permissions and may need app approval.

Booking status

Manual

Staff marks booked, waiting, or not booked. Scheduler export/API can be added after the workflow proves useful.

Connection setup center

Guided access

Choose a platform type. Each setup panel shows what the owner does, what access is needed, and what we avoid.

Website forms setup

No website password
1
Choose form source Contact form, consult form, booking request, or website chat notification.
2
Forward submissions Send a copy to the intake inbox, a Google Sheet, or a webhook endpoint.
3
Confirm allowed fields Start with name, contact method, inquiry type, date, and staff notes. Avoid medical intake details first.

Call platform setup

Missed calls first
1
Pick provider method Call tracking API, phone webhook, forwarded missed-call emails, or manual staff entry.
2
Detect no-answer events Create a callback task when a call is missed, unanswered, or logged as no contact.
3
Leave recordings off Recording/transcription requires separate approval and compliance review.

Media platform setup

Manual first
1
Start with manual DM intake Staff pastes DM notes, screenshots, or inquiry summaries into the queue.
2
Connect officially later Owner uses Meta business permissions or OAuth if the account and app permissions allow it.
3
No social passwords We never ask for Instagram, Facebook, TikTok, or Meta account passwords.

Scheduler platform setup

Manual status first
1
Use staff-updated status Staff marks booked, waiting, not booked, follow-up later, or needs owner.
2
Add export or invite later Owner can export bookings, forward confirmations, invite a limited user, or connect API/OAuth.
3
Avoid full history We only need follow-up status, not medical records or full client history.
31 weekly leads found
14 stale leads revived
9 drafts approved
5h admin time estimated

Weekly summary

Most lost opportunities came from Instagram DMs after 6 PM and missed calls during lunch. The highest-value action is a same-day follow-up block at 9:15 AM and 3:30 PM.

1
Fix slow Instagram replies
12 inquiries waited longer than 12 hours.
2
Book consult-ready forms first
4 forms had clear booking intent.
3
Ask for reviews after completed appointments
2 safe review asks are ready for approval.

Source performance

Website forms

Instagram DMs

Missed calls

Review requests

Package info

Plain English

Each tier adds a different level of visibility, automation, and help. The goal is to show the clinic exactly what changes in their day-to-day workflow, not just list software features. The first version can still track patient/customer inquiries by storing request type, source, status, owner, and next action without storing sensitive medical details.

Basic / Starter Pipeline

$200 setup + $150/mo maintenance

Proves the daily follow-up desk without asking the business to connect every system on day one.

Simple CRM-style lead tracking Creates a clean list of new requests from approved sources. Staff can see who needs a reply, where the request came from, what type of help they asked for, who owns it, and what the next action is.
Basic lead pipeline Gives the front desk one place to check instead of jumping between email, notes, DMs, and call reminders. The point is to reduce missed follow-up, not replace staff judgment.
Weekly report Summarizes the main follow-up gaps, common request types, and source activity so the owner can see what is being missed without reading every message.
Feedback tab Clinic staff can submit bugs, confusing screens, and feature ideas. It routes to Kane for cleanup first, then Joey gets a clear summary. Pilot does not include full support tickets.
Standard / Follow-Up Automation

$350 setup + $250/mo maintenance

Adds more staff workflow and light support without becoming a full integration project.

Website contact form intake Website form requests are forwarded or connected into the queue. This helps staff catch consult requests, pricing questions, and general inquiries before they get buried in inbox clutter.
Staff workflow Up to 3 staff users can review queue items, edit suggested replies, mark follow-ups complete, and keep ownership clear when more than one person handles the front desk.
Reply draft library Common requests get reusable draft language that staff can edit before sending. This keeps answers consistent while still requiring human approval for pricing, treatment-specific, or sensitive questions.
Lead nurturing reminders Monthly cleanup keeps categories, draft wording, and basic queue rules from getting messy as the clinic learns what they actually use.
Standard support Core includes a support request tab for setup questions, minor fixes, staff access issues, and small workflow edits. It gives clients real help, while Growth and Concierge add stronger support for connected systems.
Premium / CRM Automation System

$650 setup + $450/mo maintenance

Connects the highest-value sources so the owner can see where leads and follow-up gaps are coming from.

Website connection Website forms can feed the queue directly through forwarding, a shared inbox, a sheet, or a webhook. This turns new consult requests into visible tasks with status, owner, and follow-up timing.
CRM connection Lead status, follow-up stage, and next action can sync with the clinic's CRM or tracker. The business can see which inquiries are new, waiting on staff, booked, not ready, or due for follow-up.
SMS/phone provider integration Missed calls, voicemail alerts, and SMS conversations can become callback or reply tasks. The value is speed: warm inquiries stop disappearing just because the front desk was busy.
Sales funnel visibility The owner sees source performance, open follow-ups, response gaps, and high-intent requests without asking staff for a manual update.
Optimization notes Growth includes practical recommendations such as which source is slowest, what questions come up most, and which follow-up block should be added to the schedule.
Priority support Connected sources need stronger support. Growth gets faster help for website, CRM, phone/SMS, source rules, dashboard issues, and workflow adjustments.
Custom upgrade / Concierge

$1,000 setup + $700/mo maintenance

Hands-on workflow mapping, deeper reporting, and more guided support for teams that want the full operating system.

Full workflow mapping Maps the clinic's real process from first inquiry to staff review, booking attempt, follow-up, review ask, and owner reporting. This shows exactly where leads stall and where automation can help.
CRM setup Creates or connects pipeline stages so every inquiry has a clear status. Staff can tell whether someone is new, contacted, waiting, booked, not ready, or due for follow-up.
Phone/SMS setup Connects missed-call, voicemail, or SMS signals where the clinic's provider allows it. The system can turn those events into staff tasks instead of letting them stay hidden in call logs.
Reporting Gives the owner a clearer view of source performance, response gaps, follow-up volume, overdue items, staff workload, and weekly priorities. Reporting is meant to guide action, not create vanity charts.
AI-assisted follow-up automations Creates draft reminders, next-step tasks, and follow-up suggestions based on source and status. Staff still approves replies before anything goes out.
Concierge support Most hands-on support tier. Best for clinics that want help tuning the workflow, adjusting reports, improving connected sources, and keeping the system useful after launch.
Tap an info icon inside any package detail to see how that item compares with the tier above or below it.

Feedback tab

Pilot included

Demo route: Kane reviews first, then sends a clean summary to Joey.

Where feedback goes

Pilot uses feedback only, not a full ticket desk.
No sensitive patient details should be pasted into feedback.
Feature requests are grouped before changes are made.

Support system

Current plan: Growth

In a real client workspace, this tab only shows the support system included with the package the business paid for. This demo workspace is set to Growth, so it shows priority integration support instead of every package's support options.

Growth support

Priority integration desk

Connected-source help Support for website forms, CRM sync, phone/SMS alerts, owner dashboard issues, and source rules.
Workflow adjustments Help tuning tags, follow-up rules, priority labels, and report notes as staff starts using the system.
Priority review Growth requests get faster attention than Core because connected workflows affect daily operations.
Open requests

Support queue

Website form routing Consult requests need a separate category from general questions. Assigned to Kane review.
CRM status labels Owner wants booked, waiting, not ready, and follow-up due labels cleaned up.
Phone alert test Missed-call test event needs confirmation before going live.
New request

Create support request

Demo request only. This Growth workspace shows priority support.

Workspace settings

Admin only

Approval controls

Require approval before sending
Recommended for med spa and beauty workflows.
Daily email summary
Owner receives morning queue report.
Auto-detect high-intent leads
Flags consult, pricing, and availability questions.
Screen theme
Choose the workspace look for staff.
Sterling Mint
Light Mode
Dark Mode

Team access

Alyssa M.
Owner/admin - can manage settings and billing.
Admin Active
Front Desk
Can review queue, edit drafts, and mark follow-ups done.
Staff Active
Provider Review
Only receives treatment-specific review tasks.
Reviewer Pending

Real login procedures

Owner receives invite link after payment/setup.
Owner creates admin account and invites staff.
Staff logs in with email/password, magic link, or Google.
Every action is logged by user, time, and source.

Built for CRM buyers, not just demo viewers.

LumaDesk is packaged around the words local businesses already search for: CRM setup, lead nurturing pipeline, workflow automation, sales funnel setup, and AI-assisted follow-up.

A

CRM-style setup

A simple workspace with lead stages, source labels, staff ownership, next actions, and owner visibility. It can be shaped around GoHighLevel, Sheets, forms, inboxes, or another approved CRM.

B

Lead nurturing pipeline

New, contacted, waiting, booked, not-ready, and follow-up-due stages help staff keep warm leads moving without promising automatic sales or bookings.

C

Workflow automation

Forms, missed calls, DMs, booking pages, and inbox items can become tasks, reminders, draft replies, and owner summaries while staff keeps final approval.

Basic, Standard, and Premium setup packages.

These are the simple buyer-facing packages: start with a lead pipeline, upgrade into workflow automation, then add deeper CRM, funnel, phone/SMS, and AI-assisted setup when the business is ready.

Basic $200 setup $150/mo maintenance

Starter CRM-style lead pipeline for a small business that needs one clean follow-up queue.

  • 1 workspace
  • 2 source types
  • Lead stages + daily queue
  • Basic reply draft examples
Preview Basic Purchase Basic
Standard $350 setup $250/mo maintenance

Follow-up automation setup for appointment teams with several lead sources and staff handoffs.

  • Up to 3 staff users
  • 3 source types
  • Lead nurturing reminders
  • Reply draft library + support
View Standard details Purchase Standard
Premium $650 setup $450/mo maintenance

Fuller CRM automation system for teams that want source mapping, owner reporting, and funnel support.

  • Up to 5 staff users
  • Website + CRM + phone/SMS
  • Sales funnel structure
  • Owner dashboard + priority support
See integrations Purchase Premium
Custom upgrade $1,000 setup $700/mo maintenance

For businesses that need deeper workflow mapping, CRM cleanup, reporting, automations, and support.

  • Full workflow mapping
  • CRM + phone/SMS setup
  • Advanced reporting
  • AI agent/chatbot planning
See custom details Purchase Custom