Lead Capture Automation for a US-based Pelvic Health Clinic

So… This happened

Lead Capture Automation for a US-based Pelvic Health Clinic

My client, a pelvic health clinic in the US, was struggling to manage inbound leads across their website. With multiple forms in place for contact, consultation requests, and recruitment, submissions were landing in siloed locations — buried in the WordPress backend and disconnected from one another. The team had no efficient way to track or act on new inquiries, which created delays and data gaps at key touchpoints.

The Challenges

The clinic needed a way to centralize all lead data in one place, without switching to an expensive CRM or introducing more platforms. On top of that, they needed to track when the same user submitted multiple forms, which was something their current setup didn’t support. Their goal was clear: simplify lead management, make data accessible in real-time, and keep everything low-cost and easy to use.

The Process

I designed a custom automation system using Make.com to connect the clinic’s WordPress forms directly to Google Sheets. Each form — contact, consultation, and recruitment — was routed to its own tab in a unified spreadsheet. I also wrote a lightweight JavaScript snippet that assigned each user a unique session-based ID, which was passed through hidden fields. This allowed us to reconcile and match entries from the same user across multiple forms, even days apart.

The setup required no third-party CRM, no additional plugins, and no manual backend monitoring. Everything was built to scale: new forms can now be added with just a few lines of code and an updated automation scenario.

Here's what happened next...

The clinic now has full visibility into all inbound lead activity. Staff can filter leads by type, date, or user ID, all without logging into the backend or juggling email notifications. Lead response times have improved, and the team is more confident in their data, since it’s no longer scattered or lost in multiple systems. Best of all, the setup remains cost-effective and entirely under their control.

Key outcomes

Centralized lead data across three different forms
Fully automated syncing into Google Sheets via Make.com
Unique user ID system enabled cross-form tracking
No need to manually export or check the backend
Reduced lead response time and improved visibility for staff
Lightweight, scalable, and no added subscription cost

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