Designed As A System
Build the Right Systems.
Or Let Me Run Them For You.
I design and manage backend systems that capture leads, track opportunities, and turn inquiries into clients without manual follow-ups or scattered tools.
From architecture to ongoing operations, I help businesses turn scattered lead flow into a structured, scalable backend.
A quick compatibility check
This setup works best for businesses that are already receiving inquiries and want a clearer way to manage and convert them.
This Is For:
☞ Coaches getting leads but struggling to track them
☞ Agencies managing follow-ups manually
☞ Service businesses missing opportunities
☞ Teams using multiple tools that don’t connect
☞ Founders who want clearer backend systems
☞ Businesses ready to improve their lead flow
This Is Not For:
✖ Basic admin-only VA tasks
✖ Social media posting only
✖ One-off landing page design only
✖ DIY guidance without implementation
✖ DIY guidance without implementatio
✖ DIY guidance without implementatiolllllllllllllllll
✖ Basic admin-only VA tasks
✖ Social media posting only
✖ One-off landing page design only
✖ DIY guidance without implementation
It simply helps make sure the system matches what you need right now and creates a solid backend you can scale with.
The Real Issue
Leads come in from different places.
A message here.
A form there.
An email you meant to reply to later.
Nothing is really broken but nothing is fully working together either.
So what happens?
⦿ Some leads get delayed responses
⦿ Some are forgotten completely
⦿ Some never get followed up again
And over time, it starts to feel inconsistent.
How The System Is Structured
This system is designed to manage the full lifecycle of a lead, from first inquiry to long-term client retention.
Here’s how I approach it:
I help you put structure behind your lead flow.
Not by adding more tools.
Not by overcomplicating things.
But by organizing what you already have into a system that’s easy to manage and easy to scale.
So instead of guessing what to do next,
you have a clear path from first inquiry to paying client.
The Case Studies
These are sample system builds designed to bring more clarity and consistency to lead handling and conversion.
Leads → Qualification → Pipeline → Booking
🧩 1 — Lead Capture & Qualification System
Context
Designed for a business receiving inquiries from multiple channels without a consistent way to track or qualify leads.
System Built
☞ Multi-source lead capture (forms, social, direct inquiries)
☞ Centralized pipeline for all incoming leads
☞ Qualification stage before booking
☞ Structured lead status tracking
☞ Automated follow-up reminders
What This Solves
✔️ Creates one place for all inquiries
✔️ Prevents missed or delayed follow-ups
✔️ Helps prioritize serious leads
✔️ Guides leads toward a clear next step
Inquiry → Pipeline → Booking → Client
🧩 2 — Appointment Booking & Pipeline System
Context
Built for a service-based business needing a clearer flow from inquiry to booked call.
System Built
☞ Structured pipeline from inquiry to booking
☞ Booking step for qualified leads
☞ Automated confirmations and reminders
☞ Lead stage visibility
☞ Simple follow-up logic
What This Solves
✔️ Creates a consistent booking flow
✔️ Reduces back-and-forth messaging
✔️ Improves response time
✔️ Keeps leads moving forward
Lead → Follow-up → Nurture → Conversion
🧩 3 — Follow-Up & Nurture System
Context
Created for leads that often go cold due to inconsistent manual follow-ups.
System Built
☞ Follow-up sequence for new inquiries
☞ Reminder-based follow-up structure
☞ Lead re-engagement stage
☞ Manual + automated touchpoints
☞ Status-based follow-up triggers
What This Solves
✔️ Keeps leads from being forgotten
✔️ Improves consistency in communication
✔️ Re-engages inactive inquiries
✔️ Supports conversion without added effort
Build or Manage Your Systems
Some businesses need the right system built.
Others already have one but need someone to run it properly.
I offer both.
⚙️ Systems Architecture (Build Phase)
For businesses with scattered tools, manual follow-ups, or disconnected funnels.
I design and build your backend system so leads are captured, tracked, and converted without manual work.
This may include:
☞ CRM pipeline architecture
☞ Automation workflows
☞ Funnel structure
☞ Lead routing logic
☞ Client onboarding system
☞ Reporting dashboard
This is a one-time build designed around your business.
💻 Systems & Operations Management (Ongoing Phase)
For businesses that already have systems but need them managed, optimized, and maintained.
I handle the backend so your team can focus on closing and delivery.
This includes:
☞ CRM & pipeline management
☞ Automation monitoring
☞ Funnel edits & updates
☞ Lead tracking & routing
☞ Integration support
☞ Reporting & optimization
This is ongoing operations support for your backend.
Start with a Systems Audit
If your leads are scattered, follow-ups are manual, or your tools don’t work together, your backend is likely costing you opportunities.
The Systems Audit identifies:
☞ Where leads are getting lost
☞ What automation is missing
☞ CRM structure issues
☞ Funnel gaps
☞ Follow-up breakdowns
☞ Integration problems
You’ll walk away with:
👍 Clear system map
👍 Recommended architecture
👍 Priority fixes
👍 Next-step roadmap
This is best for businesses that want structure before scaling.
👤 The Mind Behind the Systems
Hi, I’m Sheena. I design the systems behind your funnel.
Before working on automation, I was on the marketing side — managing leads, handling follow-ups, and keeping inquiries organized as they came in.
I’ve seen how quickly things break without structure.
That’s where a clear system becomes necessary.
Today, I focus on reviewing and designing simple systems behind your funnel.
This includes:
• How leads are captured
• Where they are tracked
• How follow-ups are handled
• How your backend is structured inside GHL
My role is to connect these pieces so your funnel is supported by a clear backend, not scattered workflows.
Nothing overly complex.
Just structured systems designed to make growth easier to manage.
Frequently Asked Questions
Q. Will this be built inside my own account?
Yes. Everything is set up directly inside your own GoHighLevel account.
You’ll have full access, ownership, and visibility over how the system works.
If you don’t have one yet, you can create your account first, and I’ll take care of setting everything up there.
Q. Will this replace my current tools?
In many cases, yes. GoHighLevel can centralize lead capture, pipeline tracking, and follow-ups in one place.
If you’re already using other tools, we can decide what should stay and what can be simplified.
Q. Will I be able to manage the system after it's built?
Yes. The system is designed to be clear and easy to manage.
You can run it internally, or I can continue supporting it through ongoing Systems & Operations Management. Both options are available.
Q. What happens after the system is set up?
After the build, you’ll have a structured backend for capturing, tracking, and following up with leads.
From there, you can either manage it internally or continue with ongoing support for optimization, updates, and maintenance.
Q. Is this only for businesses with a lot of leads?
No. This works for businesses at different stages.
Whether you're getting a few inquiries or managing higher volume, the goal is to create a system that supports your current workflow and scales as you grow.
Q. Can this work with my current ads?
Yes. The system is designed to support your existing marketing, including ads.
It helps ensure that leads from your campaigns are captured, tracked, and followed up on consistently rather than getting lost.
Are You Ready to Organize Your Backend?
If your leads are scattered, follow-ups are manual, or you don’t yet have a structured system, the first step is understanding what needs to be built or improved.
The Systems Audit reviews your current lead flow and recommends a simple structure that fits how your business operates.
It simply helps make sure the system matches what you need right now and creates a solid backend you can scale with.
This takes you to a short application before the audit
CONTACT
✉️ sheena@vavifunnels.com
🌐 Remote - Available worldwide
AVAILABILITY
Limited availability to ensure each setup is properly structured.
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