Transformation Center · Digital Transformation Blueprint
Discovery Findings, Solution Design & Implementation Roadmap
A future-state platform built around GoHighLevel, consolidating SimplePractice, Keap, and manual process into one system.
Prepared by Reverse Focus
01
Executive Summary
A simplified, future-focused solution
Through Discovery, Reverse Focus worked alongside the Transformation Center team to understand existing systems, workflows, and future requirements. The outcome consolidates everything into a single platform built to grow with the ministry.
- ✓Consolidates multiple systems into a single platform
- ✓Simplifies the client journey and staff workflows
- ✓Reduces administration and duplicate processes
- ✓Improves visibility, reporting, and automation
- ✓Provides a scalable foundation for future growth
02
Discovery Outcomes
What we reviewed together
- ✓Website
- ✓SimplePractice
- ✓Keap
- ✓Stripe
- ✓Existing intake process
- ✓Booking & scheduling
- ✓Client communications
- ✓Reporting requirements
Future-state workflows agreed
Technical solution confirmed
Implementation approach defined
Ready for estimation and delivery
03
Discovery Findings
Where the current setup creates friction
| Observation | Opportunity |
|---|---|
| Multiple disconnected systems | Single source of truth |
| Duplicate client information | Simplified intake process |
| High administrative overhead | Automated communications |
| Complex form structure | Streamlined client experience |
| Limited reporting visibility | Improved reporting & dashboards |
| Human resource intensive system | Empowered administrative team |
Key recommendation: rather than replicate existing complexity, build a simpler operating model centered around GoHighLevel.
04
Simplification Wins
Simplifying the Transformation Center
| Current | Future | |
|---|---|---|
| Website + Keap + SimplePractice | → | One unified platform |
| Multiple databases | → | One client record |
| 100+ forms | → | Four streamlined intake forms |
| Manual follow-up | → | Automated workflows |
| Multiple booking processes | → | One booking experience |
| Payment collected after the session | → | Payment collected at time of booking |
| Multiple reporting locations | → | Centralized reporting |
05
Future Platform
Future solution architecture
New Transformation Center Website
↓
Interest / Contact Form
↓
Automated Email Response
↓
Appropriate Intake Form (1 of 4)
↓
Review + Minister Assignment
↓
Payment (Stripe Integration)
↓
Appointment Booking
↓
GoHighLevel CRM
↓
Email Automation
Reporting
↓
Future Rock Integration (Bethel-owned, separate project)
06
Future Client Journey
What the client experiences
1Website
→
2Interest Form
→
3Automated Follow-up Email
→
4Complete Intake Form
→
5Internal Review
→
6Minister Assigned
→
7Payment
→
8Appointment Booking
→
9Confirmation
→
10Session
→
11Ongoing Communication
Eleven steps, down from a process that today takes about two weeks from application to a scheduled appointment.
07
Key Design Decisions
What was agreed during Discovery
Client Experience
- New website built in GoHighLevel
- Four dedicated intake forms by client type
- Simplified, shorter client journey
- Payment required at time of booking
Platform
- GoHighLevel becomes the primary platform
- SimplePractice retired
- Keap retired
- Stripe retained for payments
- SendGrid recommended for SMTP
- Rock integration completed separately by Bethel
08
Process Maps
Future-state operational workflows
The following workflows will be documented in full detail as part of implementation.
- ✓Client Enquiry
- ✓Intake Process
- ✓Minister Assignment
- ✓Appointment Booking
- ✓Payment Processing
- ✓Client Communications
- ✓Reporting
- ✓Administration
09
Solution Architecture
Recommended technology stack
| Function | Platform |
|---|---|
| Website | GoHighLevel |
| CRM | GoHighLevel |
| Forms | GoHighLevel |
| Booking | GoHighLevel |
| Payments | Stripe |
| Email Automation | GoHighLevel + SendGrid |
| Reporting | GoHighLevel |
| Rock Integration | Future Bethel Project |
10
Recommended Implementation Approach
Six project phases
1
Discovery, Process Mapping & Solution Architecture
Complete
2
CRM Build & Infrastructure Setup
Next
3
Data Migration
4
Automations, Payments & Reporting
5
Website
6
Launch, Testing & Training
11
Implementation Breakdown
Primary deliverables by phase
| Phase | Primary Deliverables |
|---|---|
| 2. CRM Build & Infrastructure | GoHighLevel account configuration, pipelines, custom fields, user setup, calendars, permissions, Stripe integration, SendGrid setup |
| 3. Data Migration | Export from SimplePractice, contact import, cleansing, historical data migration, validation and testing |
| 4. Automations, Payments & Reporting | Interest workflows, intake workflows, booking automation, payment automation, email templates, reporting dashboards |
| 5. Website | Website design, page development, forms, landing pages, testing |
| 6. Launch, Testing & Training | User acceptance testing, refinements, staff training, launch support, documentation |
12
Getting Started
What we need from the Transformation Center
- ✓A standalone Stripe account, separate from SimplePractice's existing Stripe Connect setup
- ✓A SendGrid (or equivalent SMTP) account, plus DNS access to approve a dedicated sending domain on bethel.com
- ✓A GoHighLevel account with Reverse Focus added as agency admin
- ✓Minister list: name, email, phone, and appointment types offered by each counselor
- ✓Final intake form questions and content for each of the four client type forms
- ✓Email copy for confirmations, reminders, and follow-up sequences
- ✓Export access to SimplePractice and Keap for data migration
- ✓A dedicated point of contact for day-to-day questions during the build
13
Estimated Timeline
Rough sequencing
Discovery
CRM Build
Data Migration
Automations, Payments & Reporting
Website
Testing & Launch
Timeline guide: approximately 3 to 4 weeks from start to launch, depending on the communication and request loop with the Transformation Center, testing, and the migration process.
14
Estimated Investment
Total project investment
Full project investment, including website
$11,068
| Phase | Investment |
|---|---|
| 1. Discovery, Process Mapping & Solution Architecture | Complete |
| 2, 4, 6. CRM Build, Automations & Training | $5,518 |
| 3. Data Migration | $1,500 |
| 5. Website | $4,050 |
Payment terms: 50% due at project kickoff, 50% due at completion.
15
Ongoing Investment
What happens after launch
$297 / month
Platform hosting, bug fixes, and access for up to 10 users, beginning at project launch.
Optional add-ons
| Add-on | Monthly |
|---|---|
| Hands-On Support | $125 |
| Marketing Emails | $250 |
16
Project Success
What this delivers for the Transformation Center
✓One central platform for managing clients
✓A significantly simplified intake process
✓Reduced administration
✓Automated communications and reminders
✓Centralized reporting and visibility
✓One click appointment booking and payment
✓Improved client experience
✓Scalable foundation for future ministry growth
17
The Financial Case
The value this creates
The project is expected to generate approximately $59,000 per year in recurring operational value, including $22,944 in confirmed net subscription savings and approximately $36,000 in released administrative capacity. The streamlined journey could reasonably produce a 10 to 20% relative increase in application-to-paid-booking conversion, with potential upside toward 30%. The full investment, including the website, is expected to pay for itself in approximately two to three months.
| Subscription savings | Monthly |
|---|---|
| SimplePractice cancelled | $1,548 |
| Keap cancelled | $661 |
| Gross subscription savings | $2,209 |
| New platform cost | ($297) |
| Net subscription savings | $1,912 / month · $22,944 / year |
18
The Financial Case
Recurring value & payback
| Scenario | Subscription savings | Admin capacity value | Total annual value |
|---|---|---|---|
| Conservative | $1,912/mo | $1,299/mo | $38,532 |
| Expected | $1,912/mo | $3,031/mo | $59,316 |
| Strong adoption | $1,912/mo | $6,062/mo | $95,688 |
1.4 mo
Expected payback, core implementation ($7,018)
2.2 mo
Expected payback, full investment including website ($11,068)
Expected first-year value after implementation costs: approximately $52,298 after the core build, or $48,248 after the full investment including the website.
19
Next Steps
Where we go from here
1
Review and approve the Digital Transformation Blueprint
2
Finalize project estimate and timeline
3
Confirm implementation scope
4
Project kickoff
5
Begin CRM & infrastructure build
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