marketing automation

Is HighLevel the Right CRM and Marketing Automation Platform for Counsellors and Therapists?

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CRM and marketing automation for counsellors and therapists using HighLevel

CRM and marketing automation for counsellors and therapists using HighLevelIf you’re a counsellor or therapist running your own practice, you’ve probably asked yourself some version of this question:

“How can I attract more ideal clients without spending hours every week on admin and marketing?”

You’re not alone — and there’s a smarter way forward. Let’s talk about CRM, automation, and how HighLevel could transform the way you run your private practice.

Why Counsellors Are Turning to CRM and Marketing Automation

The demand for therapy and counselling is growing. That’s the good news.

But the not-so-good news? Clients expect fast replies, seamless bookings, and a professional experience from the first click. If you’re still juggling appointment reminders, client intake forms, follow-up emails, and social media posts manually… you’re burning time and risking missed opportunities.

A CRM (Customer Relationship Management) system like HighLevel helps you:

✅ Capture leads from your website or social media
✅ Automatically follow up with new enquiries
✅ Send appointment reminders via email or SMS
✅ Maintain professional client communication
✅ Set up AI tools to respond instantly when you’re unavailable

And it’s not just about tech for tech’s sake. It’s about giving you more time to focus on clients — while your system takes care of the rest.

What Makes HighLevel a Good Fit for Mental Health Professionals?

HighLevel isn’t some generic marketing platform. It’s a fully customisable system that can be tailored to the specific needs of private practices and clinics.

Here’s how it’s already helping other professionals in the mental health field:

  • Client onboarding forms that auto-send after a booking

  • Secure reminders to reduce no-shows

  • Automated follow-ups for new enquiry forms

  • Reputation management tools to gather and display reviews

  • Social media planners so you can stay visible without stress

  • AI assistants that can answer FAQs or book clients when you’re in session

Best of all? Everything lives in one place — no more juggling Calendly, Mailchimp, Typeform, and Google Sheets.

What About Data Privacy and Security?

This is a crucial concern, and rightly so. As a HighLevel consultant, I work with clients to ensure:

  • Your system is GDPR-compliant

  • Forms and communications are encrypted

  • Intake processes are secure and professional

  • Access is controlled and confidential

You remain in control — and your clients’ data stays protected.

Do You Need to Be “Techy” to Use HighLevel?

Absolutely not.

HighLevel is powerful, but it doesn’t have to be complicated. Whether you want a fully “done-for-you” setup or prefer to learn the ropes with some support, I offer flexible help tailored to your needs.

You’re the expert in mental health. I’m here to help with the systems that support you.

Book a Discovery Call

If you’re curious about how HighLevel could help streamline your private practice, attract more ideal clients, and save you time — let’s have a chat.

👉 Book a free discovery call here

Final Thought

You didn’t start your practice to spend your evenings writing follow-up emails or chasing no-shows. With the right system in place, you don’t have to.

Let’s explore how HighLevel could support your growth — without the overwhelm.

Do you need a CRM / Marketing Automation Champion in your business?

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highlevel support julian mills

highlevel support julian millsDo you have a CRM / Marketing Automation system in your business? If yes, then you are already ahead of most small business owners. But are you getting the most from your system?

Your CRM / Marketing Automation system will become the backbone of your company – it can support and link so many parts of your business with a view to generating sales. So it requires someone to manage it that is fully committed to its success. The ideal person, of course, is you, but that is often not an option as you only have 24hrs a day! A CRM / Marketing Automation system is a sophisticated bit of software and is not something that can be dabbled with – you either embrace it fully or you should not bother! And yes, this software is time-consuming to both learn and maintain. But the rewards can be tremendous -I know, I see this with my clients.

So if you do not have the time to manage your CRM / Marketing Automation system yourself -what do you do? Well obviously you have to find someone else to do it. So you can either give it to a member of staff, hire someone in or find a consultant or an agency who specialises in CRM / Marketing Automation systems.

I have seen first hand what happens when entrepreneurs hire someone who has no experience or interest in proactively developing the CRM / Marketing Automation system – (be it a recent graduate or a website designer/developer or agency). Without the dedication and continuity of one person, a CRM / Marketing Automation system quickly cease to work efficiently. These systems requires someone dedicated to the cause who understands the intricacies and history of your particular set up.

So if you charge a recent graduate or developer in looking after your system then they most likely do not have the real dedication and combination of skills to make the CRM / Marketing Automation system successful. To master the system successfully requires a certain technical ability and no doubt a developer can master it. But what a developer is unlikely to have is the entrepreneurial flair and marketing experience to “connect all the pieces together” to create a sales generating machine. So to be successful with CRM / Marketing Automation systems requires a rare breed of person – someone who is both technically savvy and is marketing orientated.

I have now been working with Keap and MarketerM8/HighLevel clients since 2009 and this is the conclusion that I have come to regarding this conundrum – who should manage your CRM / Marketing Automation system. When I am approached by a prospective new client an early question that I ask is – who is or will become your inhouse “CRM / Marketing Automation System Champion”. It could be the business owner or a recent graduate. Whoever it is I am looking for someone that is interested and motivated to take the marketing forward. Once we have this Champion then my job is to work with them to implement a marketing system based on my skills and experience and at the same time the champion gets real life, “on the job” training in only the parts of the system that are going to grow your business. Ultimately my job is to get them self-sufficient in the system as quickly as possible (and would you believe do myself out of a job ASAP). But working this way has a number of advantages for all concerned –

  • The business owner gets the system working for the business and does not have to keep paying my fees.
  • If the “Champion” should leave the business then they can call on me to help out/ train a new champion because I understand how the system has been set up in the first instance (I’m an insurance policy if you will).
  • The “Champion” learns valuable new skills and manages the system day to day as the business requires it and becomes a key part of the team.
  • And what’s the advantage for me? Well, firstly I do not get called upon to do day to day tasks like send email broadcasts, minor campaign tweaks etc. I get to work at a higher strategic level for a wide range of clients. Because this way of working is effective and works I find that clients will refer me to other businesses who need my help – so I am constantly challenged by new clients and projects which ultimately makes me a more effective consultant for my clients.

If you like what I have to say and you think I may be able to assist you with Keap or MarketerM8/HighLevel then feel free to schedule a Discovery Call below.

Have you got a LinkedIn marketing automation strategy to generate sales enquiries?

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schedule linkedin posts automatically

linkedin marketing automation for salesHave you got a Linkedin marketing automation strategy that will generate sales enquiries?  (or do you struggle to employ workers? – that’s a whole other topic. Click here).

Most people never tap into the full sales potential of LinkedIn because it is hard and time-consuming work. Writing, reading, commenting and liking posts, writing articles, sending invite requests (that often get ignored). I am sure you know what I mean and I certainly do not have time for all that.

And so your LinkedIn account is left to languish with the odd flourish of activity.

Did you know it takes on average 300 LinkedIn profile visits in order to generate a high-value sales opportunity? Go and take a look at your profile and see how many visits to your profile you have had over the last 90 days.

Here is a quick video on how to do this.

 

So, say you are generating 20 profile visits every 90 days, then that means it is going to take you on average 3.75 years(!) before you generate a useful sales opportunity on LinkedIn. And so it is no wonder you think “LinkedIn does not work for me”

One way that LinkedIn members often restrict their success on LinkedIn is to only connect with people they know – friends, colleagues, clients, prospects. Doing this will mean you have a very low number of 1st-degree connections and hence limited LinkedIn success.

On average 70% of LinkedIn members have less than 1000 1st Connections. Which is just not enough critical mass to make LinkedIn work for you.

LinkedIn marketing automation strategy

 

But, there is an answer

LinkedIn Marketing Automation – let the automation take the strain.

Here are the top automated LinkedIn marketing strategies that I deploy when working with clients in order to build a complete LinkedIn sales strategy bespoke for the client.

 

1/ 1st Connection Builder Strategy

In LinkedIn, it is not just about the number of 1st Degree connections you have. What is key is the number of 2nd and 3rd connections. The more 2nd and 3rd connections that you have then the larger the searchable universe of contacts you have available for future marketing campaigns. Imagine having at your fingertips an up-to-date database of people that you can reach who are connected to businesses.

I would say you need 2500 1st connections to give you a valuable full universe of millions (unfortunately LinkedIn no longer shows us the total number of connections) of searchable 2nd and 3rd degree contacts. Plus from a profile point of view, anything less than 500+ makes your profile look weak when someone searches for you.

It took me 10 years to get my first 1000 contacts. With my ethical strategy, we can now build that number of contacts within months.

 

2/ LinkedIn Data Mining Strategy

Set marketing automation to data-mine your 1st, 2nd and 3rd degree connections to find prospects in your industry or target niche and then automatically follow up with direct messages. I recently had one client with over 3000 high-value 1st degree connections. But he could not access the contact details i.e. phone and email number from LinkedIn (the LinkedIn contact export tool gives very restricted data). We data-mined his 1st-degree connections and extracted the full contact details and a wealth of other data on the contacts and then he had a valuable list he could use for marketing purposes.

 

3/  LinkedIn Dream 100 Strategy

Use LinkedIn to identify your Dream 100 ideal potential clients. Then target them with direct messages in LinkedIn. And even bolt on an automated marketing tool, like Keap (learn more here) to follow up offline from LinkedIn with emails, texts, direct mail and phone calls.

 

4/ Direct Message 1st Degree Contacts Strategy

Imagine having to manually direct message one-by-one thousands of 1st connections. It’s not possible to do it yourself, let the automation take the strain. It’s like having an email list. Send an occasional Update message every 6 months with some news to remind contacts you are there and encourage them to check out your profile or website and give them some of your news.

 

5/ Direct Message Group members

Imagine having to manually direct message one-by-one the members of a group that you own or are a member of. It’s not possible to do it yourself, let the automation take the strain. It’s like having an email list. Send an occasional Update message every 6 months with some news to remind contacts you are there and encourage them to check out your profile or website and give them some of your news.

 

6/ CRM & Marketing Automation Strategy

From all your LinkedIn automated strategies we can push 1st-degree contacts into your chosen CRM / Marketing automation platform. For example – MailChimp, ActiveCampaign, Pipedrive or my preferred solution Keap (for transparency I am Keap Certified Partner). Imagine automatically connecting with a contact in LinkedIn – so they get automated LinkedIn direct messages over time. But then outside of linkedIn, you keep in touch via email, texts, phone calls, and even direct mail (we can do 100% automated direct mail with Keap).

 

7/ Remove old, unaccepted invites

If you are sending our invites to connect then they will not all be accepted. So after say 3 weeks, I would remove these old invites. You can do it manually, one at a time, or have the automation cancel the old invites.

 

 

If you are interested to learn more about how I assist clients with marketing automation then I would be happy to discuss this on a short Discovery call.

LinkedIn marketing automation strategy to generate sales

Have you got staff recruitment LinkedIn marketing automation strategy?

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schedule linkedin posts automatically

LinkedIn staff recruitment marketing automationHave you got a staff recruitment Linkedin marketing automation strategy that will make staff recruitment easier?  (or do you want to generate more sales? – that’s a whole other topic. Click here)

Most employers never tap into the full staff recruitment potential of LinkedIn because it is hard and time-consuming work. Proactively searching for candidates and trying to engage them with them. And don’t forget at any one time only about 20% of people are actively looking for a new job, so there could be a huge universe of potential employees who have not even thought of moving jobs – that is until you engage with them, build a relationship so that they want to come and work for you. This can all take a huge amount of time and I certainly do not have time for all that. But there is an answer – and it does not require a recruitment consultant!

One way that employers often restrict their success on LinkedIn is to only connect with people they know – friends, colleagues, clients, prospects. Doing this will mean you have a very low number of 1st-degree connections and hence limited LinkedIn success.

On average 70% of LinkedIn members have less than 1000 1st Connections. Which is just not enough critical mass to make LinkedIn work for you.

staff recruitment LinkedIn marketing automation

 

But, there is an answer.

LinkedIn Staff Recruitment Automation – let the automation take the strain and sell your job with your company to prospective employees.

Here are the top automated LinkedIn automated strategies that I deploy when working with clients in order to build a complete LinkedIn staff recruitment strategy bespoke for the client.

 

1/ 1st Connection Builder Strategy

In LinkedIn, it is not just about the number of 1st Degree connections you have. What is key is the number of 2nd and 3rd connections. The more 2nd and 3rd connections that you have then the larger the searchable universe of contacts you have available for future staff recruitment marketing campaigns. Imagine having at your fingertips an up-to-date database of people that you can reach who have the skills you need.

Imagine you are a 1st Degree connection to a previous employee who went to work for a competitor or maybe they set up their own business. They probably started their new job and then connected with their new colleagues, they are now your 2nd degree connections. And these 2nd degree connections most likely have a whole bunch of their own connections, and these are now your 3rd degree connections. And we can reach these people and start to build a relationship with marketing automation.

I would say you need 2500 1st connections to give you a valuable full universe of millions (unfortunately LinkedIn no longer shows us the total number of connections) of searchable 2nd and 3rd degree contacts.

It took me 10 years to get my first 1000 contacts. With my ethical strategy, we can now build that number of contacts within months.

 

2/ LinkedIn Data Mining Strategy

Set marketing automation to data-mine your 1st, 2nd and 3rd degree connections to find potential employees in your industry and then automatically follow up with direct messages. I recently had one client with over 3000 high-value 1st degree connections. But he could not access the contact details i.e. phone and email number from LinkedIn (the LinkedIn contact export tool gives very restricted data). We data-mined his 1st-degree connections and created a usable spreadsheet with the full contact details and a wealth of other data on the contacts which he could then use for marketing purposes.

 

3/  LinkedIn Dream 100 Strategy

Use LinkedIn to identify your Dream 100 ideal potential employees. Then target them with direct messages in LinkedIn. And you could even bolt on an automated marketing tool, like Keap (learn more here) to follow up offline from LinkedIn with emails, texts, direct mail and phone calls.

 

4/ Direct Message 1st Degree Contacts Strategy

Say you want to get a direct message out to a select group of your 1st Degree connections saying that you are looking to recruit a staff member. Imagine having to manually direct message one-by-one over say 2500 1st connections that you have a new job opening. Or all the members of an industry-based LinkedIn Group you are a member of. It’s not possible to do it yourself, let the automation take the strain. It’s like having your own email list to spread the word.

 

5/ CRM & Marketing Automation Strategy

From all your LinkedIn automated strategies we can push 1st-degree contacts into your chosen CRM / Marketing automation platform. For example – MailChimp, ActiveCampaign, Pipedrive or my preferred solution Keap (for transparency I am Keap Certified Partner). Imagine proactively and automatically connecting with a potential employee in LinkedIn before you even have a job opening. You keep in touch and build “Know, like  and trust” with automated LinkedIn direct messages over time. But then outside of linkedIn you could even keep in touch over the long term with via email, texts, phone calls and even direct mail (we can do 100% automated direct mail with Keap). Then when you have a job opening you have a hot list of not only people who are looking for a job at that time (the 20%) but also all the others who were happy in their job – that is until you approached them directly – automatically of course.

 

If you are interested to learn more about how I assist clients with staff recruitment automation then I would be happy to discuss this on a short Discovery call.

staff recruitment LinkedIn marketing