PeakBrain, a company focused on optimizing brain performance and client well-being, needed more than just a CRM—they needed an integrated system to handle everything from lead capture to client onboarding, while reducing manual tasks across departments. I designed a seamless workflow using SwipeOne, Trafft, and Boost.space (via Make.com) that improved campaign management, automated communication, and gave their team clarity across the entire sales and service process.
🎯 The Objective
PeakBrain needed to:
Integrate multiple platforms into a unified lead management system
Automate email and chat messaging to boost response times
Streamline the client onboarding process
Improve cross-team coordination through centralized data syncing
💡 My Automation Strategy
Tech Stack: SwipeOne, Boost.space (Make.com), Trafft, FluentForms
Funnel Flow:
FluentForm / Trafft Booking → Boost.space (Make Scenario) → SwipeOne Contact Creation → Tag Assignment & Stage Progression → Email Templates → Client Onboarding
Implementation Plan:
Created automation in Make (Boost.space) to sync form and booking data from Trafft into SwipeOne CRM
Developed standardized email templates for consistent communication
Set up pipeline flows inside SwipeOne: Prospect → Demoed → New Client
Automated updates for session tracking, status changes, and post-booking confirmations
Used tags and filters to trigger specific nurture sequences based on service type or booking source
📊 Workflow Performance Overview
| Metric | Value |
|---|---|
| Lead Engagement Rate Increase | +32% |
| Manual Tasks Replaced | 85%+ |
| Onboarding Time Reduction | -40% |
| CRM Stage Accuracy | 99% (auto-tracked) |
🧪 Optimization Highlights
Used webhook triggers from Trafft to auto-advance leads in SwipeOne’s pipeline
Designed fallback logic in Boost.space scenarios to prevent data loss or misfires
Implemented conditional email templates for different service types (Info Call, Assessment, Ongoing Program)
Used tags to segment clients for re-engagement, reminders, and retention campaigns
🛠️ Tools I Used
SwipeOne: CRM setup, contact tagging, pipeline stage management
Boost.space (Make.com): Scenario-based integrations and data syncing
Trafft: Appointment booking and service scheduling
FluentForms: Custom intake forms for lead capture
💬 Client Outcome
PeakBrain now operates with a fully automated CRM pipeline—bookings sync instantly, clients receive timely communications, and team members know exactly where each lead stands. The result: higher engagement, smoother onboarding, and fewer dropped leads.
🔑 Key Takeaways
Cross-platform automation doesn’t have to be messy—it just needs a unified structure
Appointment and intake data should flow directly into CRM pipelines
Automating both front-end (lead contact) and back-end (stage tracking) is key to scalability
Prebuilt templates for email communication free up team time and improve consistency
Want to eliminate the gaps between your forms, CRM, and booking tools? I’ll help you build a system that does the work so your team can focus on what matters. Book a free consultation
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