10 Hours Saved Per Week: Pro HeadSpa + n8n

Pro HeadSpa, the French reference in Japanese head spa, was losing 30 minutes per appointment manually processing Calendly leads into Sellsy. With 20 weekly appointments, the team was spending over 10 hours per week on administrative tasks. Thanks to an automation system combining n8n, Calendly, Sellsy and Fillout, every lead is now processed instantly with zero human intervention.

CONTEXT

30 minutes wasted
on every new lead.

Pro HeadSpa trains wellness professionals in Japanese head spa techniques. The company generates leads via ads pointing to Calendly, then closers follow up to convert prospects into clients.

The sales process was entirely manual. With each new appointment, the team had to retrieve contact details, create the contact in Sellsy, open an opportunity, assign it to the right closer, then send an email to collect information needed for the quote. With 20 appointments per week, those 30 minutes per lead added up to over 10 hours of weekly admin work.

APPROACH

Analyse, structure,
automate.

We mapped every step of the lead journey to identify friction points. Three key moments required manual intervention: booking, post-appointment information collection, and CRM updates.

The approach was structured around these three synchronisation points. Calendly triggers automatic creation in Sellsy. A Fillout form takes over after the appointment. Each submission updates the CRM in real time. Result: a continuous flow with zero human intervention.

SOLUTION

What we deployed
for Pro HeadSpa.

Calendly to Sellsy sync

As soon as a prospect books, the contact is created in Sellsy with an opportunity assigned to the right closer. Zero manual entry.

Fillout post-appointment form

After each appointment, a personalised form is automatically sent to collect the information needed for the quote.

Real-time CRM update

Each form submission automatically enriches the contact record and opportunity in Sellsy.

Unified closer pipeline

Closers have a real-time updated pipeline with all the information they need to close.

TECH STACK

The tools
of the automation.

n8n

Calendly

Sellsy

Fillout

RESULTS

From 30 minutes to zero
manual intervention.

30min → 0

Per lead

Every new lead is now fully automated.

10h → 0h

Admin/week

The team reclaims 10 hours weekly to focus on closing.

100%

Accurate data

No more typos, no more omissions. Every piece of information is captured at the source.

Pro HeadSpa now has a fully automated sales pipeline. The 520 hours saved annually allow closers to focus on what matters: supporting prospects and closing deals.

CONTACT