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A simplified client review guide for the 7 automated campaigns built inside GoHighLevel — prepared by BeTechky Web Solutions & Design.
This campaign system gives Kincaid Solutions a fully automated communications engine — one that works in the background, 24/7, so Kevin and Joy never have to manually follow up with a new lead, check in on a current client, or chase a lapsed one.
Every email in the system is written in the warm, personal voice that makes Kincaid Solutions stand out. Every campaign is sequenced, tagged, and exit-conditioned so contacts move naturally from one stage to the next without any overlap or confusion.
The system was built with one goal: fewer missed opportunities, more trusted relationships — all without extra manual work.
Prepared by: Hazel Jane Dino · hdino@betechky.com · BeTechky Web Solutions & Design
New leads get a 7-email trust-building sequence the moment they fill out a form — no manual intervention needed.
Active clients stay warm for a full year with 6 caring check-ins, referral asks, and an annual review invitation.
Lapsed clients get a graceful 5-email win-back — no awkward manual outreach, just a warm, professional sequence.
ELITENP & HRT Specialties members receive a premium 7-email onboarding that positions Kincaid as their concierge advisor.
Every completed enrollment triggers an automated Google review campaign to grow your online reputation.
Dental & Vision interest auto-triggers a Cigna referral flow — passive revenue with zero manual work.
Every appointment event — booking, reminder, reschedule, cancellation, no-show, and thank-you — is handled automatically with a branded email.
Each campaign serves a distinct audience and purpose. Click any card for the full detail view below.
Builds trust with new leads over 16 days through 7 warm, helpful emails that answer questions before they're asked.
Keeps enrolled clients warm for a full year with 6 caring check-ins including a referral ask and annual review reminder.
Reconnects with lapsed or non-renewed clients through 5 warm emails over 21 days — no awkward manual outreach.
Premium onboarding for independent Nurse Practitioner partner leads with 7 emails over 28 days.
Automates reputation-building after enrollment with 5 emails + 2 SMS, including a private feedback path to prevent bad reviews.
Sends Cigna dental and vision referral options automatically when a client or prospect shows interest.
7 event-driven emails covering every calendar scenario: confirmation, reminders, reschedule, cancellation, no-show, and thank-you.
Select a campaign to see its workflow, email list, subject lines, timing, and business value.
The moment a stranger fills out a quote or contact form on your website, this campaign takes over. Over the next 2½ weeks, they receive 7 short, warm emails that answer the questions every prospect silently wonders about — without pressure, without pitching, without you lifting a finger.
| Subject | You reached out — here's what happens next |
| Preview | A quick hello from Kevin & Joy — here's what to expect over the next couple of weeks. |
| CTA | 📅 Schedule Your Free Consultation |
| Tone | Warm welcome, sets expectations, no pitch |
Introduces Kevin & Joy personally, explains the 7-email series ahead, and reassures the prospect there's no pressure. Ends with an invitation to skip ahead and book a consultation.
| Subject | Why trust us? Here's our honest answer. |
| Preview | The short story of why Kevin & Joy started Kincaid Solutions — and what it means for you. |
| CTA | 📅 Schedule Your Free Consultation |
Shares the personal story behind Kincaid Solutions — their own family healthcare struggles, 14 years in the industry, and why they're still in it. Ends with an open invitation to reply with questions.
| Subject | We work for you — not the insurance companies. |
| Preview | Why being independent brokers changes everything about the advice you get. |
| CTA | 📅 Book a Free Consultation |
Explains what it means to be an independent broker — shopping multiple carriers, no pressure, honest advice, long-term support. Differentiates Kincaid from captive agents.
| Subject | Here's exactly what it looks like when we work together. |
| Preview | A simple, six-step walkthrough of how we help — from first hello to long after enrollment. |
| CTA | 📅 Schedule Your Personalized Review |
Walks through the 6 steps: Listen → Understand Needs → Compare → Explain → Enroll → Stay. Removes the mystery from the process and makes booking feel easy.
| Subject | Real people. Real plans. Real peace of mind. |
| Preview | Five short stories from clients who trusted us — and what changed for them. |
| CTA | 📅 Let's Find the Right Plan for You |
Five real-world scenarios: the self-employed couple, the early retiree, the small business owner, the young family, and the individual. Each story mirrors a common prospect situation.
| Subject | Your questions, answered honestly. |
| Preview | Straightforward answers to the questions we hear most from new clients. |
| CTA | 📅 Schedule a Free Consultation |
Addresses: How much does it cost? Do I pay extra for a broker? Can you compare companies? What happens after I enroll? — All in plain, reassuring language.
| Subject | We're still here. No pressure, no rush. |
| Preview | Whenever you're ready — today, next month, or next open enrollment — we'll be here. |
| CTA | 📅 Book Your Appointment Today |
A graceful close. No pressure, reaffirms the promises made throughout the sequence, and includes a referral ask. After this email, unbooked contacts move to the Monthly Newsletter.
The day a new client enrolls, they're added to this campaign. Over the next full year, they receive 6 caring check-ins that make them feel remembered — a one-month welcome, a mid-year cross-sell opportunity, a referral ask, a gratitude email, an annual review invitation, and a year-end thank-you. The sequence then loops into Year 2.
| Subject | A quick check-in from Kevin & Joy |
| Preview | How's your new plan treating you? No pressure — we just want to make sure you're all set. |
| CTA | 📅 Schedule Your Free Consultation |
Checks in after one month to ensure the client is confident using their plan. Invites questions about ID cards, in-network providers, or billing. Reinforces that Kincaid is still available after enrollment.
| Subject | Are you fully protected? Here's what most people are missing. |
| Preview | A quick look at the coverage gaps most health plans don't fill. |
| CTA | 📅 Let's Review Your Full Coverage |
Gentle cross-sell introducing: Life Insurance, Dental & Vision, Critical Illness, and Accident coverage. Non-pushy — frames it as a conversation, not a pitch.
| Subject | Know someone who's struggling with health insurance? |
| Preview | Every great client relationship we have started with a simple referral — thank you for being part of that. |
| CTA | 📅 Book a Free Consultation |
Warm referral request targeting the client's network: self-employed friends, those who lost job coverage, small business owners, near-retirees, or anyone confused by insurance options.
| Subject | We appreciate you — and a few tips to get the most from your plan. |
| Preview | A quick thank-you and five practical reminders to help you get every dollar of value from your coverage. |
| CTA | 📞 Let's Talk — No Pressure |
Thanks the client for working with real people instead of chatbots. Shares practical tips: use preventive care, know your network, keep contact info current, call before an ER visit.
| Subject | It's time for your annual insurance review. |
| Preview | Open enrollment is around the corner — let's make sure your plan still fits your life. |
| CTA | 📅 Schedule Your Annual Review |
Pre-open enrollment check-in reviewing: life changes, cost effectiveness, network coverage, new plans, and coverage gaps. Positions annual review as a free, included service.
| Subject | Thank you for a great year — here's what's ahead. |
| Preview | A heartfelt thank-you, plus a few new-year reminders to keep your coverage on track. |
| CTA | 📅 Schedule a New Year Review |
Emotional year-end message thanking the client for their trust. Includes reminders about January renewals, life changes, and open enrollment deadlines. Builds loyalty at the moment of potential renewal decisions.
When a client's coverage lapses or they don't renew, instead of losing them silently this campaign reaches out warmly over 3 weeks. Five carefully sequenced emails give them multiple graceful opportunities to reconnect — no awkward phone call required.
| Subject | We've been thinking about you. |
| Preview | It's been a while — just checking in, no pitch, no pressure. |
| CTA | 📞 Let's Talk — No Pressure |
Soft, human reconnect. No sales pitch. Simply acknowledges the lapse, expresses care, and asks: "Are you currently covered?" Easy to say yes or no without feeling pressured.
| Subject | A lot has changed in health insurance. Here's what you should know. |
| Preview | New plans, new subsidies, new carriers — what didn't work before may have a much better option now. |
| CTA | 📅 Book a Free Consultation |
Educates on market changes: enhanced subsidies, new carriers, better-fit plans. Positions a free conversation as worth having even if they were disappointed before.
| Subject | Going without coverage is a risk most people underestimate. |
| Preview | Not to scare you — just an honest look at what we've seen happen when clients go without. |
| CTA | 📅 Book a Free Consultation |
Educational email about real consequences of gaps: ER bills of $3,000–$10,000+, surprise diagnoses, prescription costs. Written with empathy, not fear tactics.
| Subject | Here's why clients who left came back to Kincaid Solutions. |
| Preview | Three real stories from clients who tried other options — and came back. |
| CTA | 📞 Let's Talk — No Pressure |
Three real testimonials: the DIY enrollee who got lost, the uninsured person who had an accident, and the client who found a cheaper plan but had no support. Addresses common objections through stories.
| Subject | This is our last reach-out — and the door is always open. |
| Preview | We won't keep emailing — but whenever you're ready, we're here. No pressure, no judgment. |
| CTA | 📅 Book a Free Consultation |
Graceful exit. Clearly states this is the last email in the series. Reaffirms no judgment, free consultation, and permanent availability. Ends with an open invitation to share feedback on what could have been done better.
Independent Nurse Practitioners are a completely different audience — they own practices, have complex income streams, and need specialized coverage most agents can't handle. This 28-day premium onboarding positions Kincaid Solutions as their concierge insurance advisor from the first email.
| Subject | Welcome — You're in the Right Hands, [FirstName] |
| Preview | Kincaid Solutions is your preferred insurance partner through ELITENP & HRT Specialties. |
| CTA | 📅 Schedule My Complimentary Consultation |
Kevin introduces himself directly. Mentions 5,000+ NPs served since 2021. Positions the concierge advisor model from the very first email. Sets tone: no pitches, just education.
| Subject | Why Generic Health Insurance Doesn't Work for Independent NPs |
| Preview | You've left the employer system. Your insurance strategy needs to leave it too. |
| CTA | 📅 Schedule My Insurance Strategy Session |
Explains what changes the moment an NP becomes self-employed: health insurance is 100% their responsibility, income has no safety net, family coverage decisions become complex, and off-the-shelf insurance doesn't account for their clinical model.
| Subject | Is Your Practice Protected If Something Happens to You? |
| Preview | The gaps most NP practice owners don't discover until it's too late. |
| CTA | 📅 Book My Practice Strategy Session |
Covers four common NP protection gaps: no disability coverage, no business continuity plan, underprotected employee benefits, and no long-term strategy. Shifts thinking from reactive to proactive.
| Subject | What It Actually Feels Like to Work With Us |
| Preview | No hold music. No automated systems. Just two people who know your name. |
| CTA | 📅 Let's Review My Coverage Together |
A real client case study ("Dr. M") showing exactly how Kincaid's concierge model works: listen first, research thoroughly, handle everything, stay in touch, and review annually. Concrete proof of the concierge promise.
| Subject | Your Insurance Should Grow With Your Practice — Does It? |
| Preview | What worked in year one of your practice may be leaving you exposed in year three. |
| CTA | 📅 Schedule My Insurance Review |
A practice-stage framework: Year 1 (starting out), Years 2–3 (finding footing), Years 3–5 (growing), Year 5+ (scaling). Helps NPs self-identify where they are and what they might be missing.
| Subject | Your Questions, Answered — NP Insurance Edition |
| Preview | Straight answers to the questions we hear most from independent Nurse Practitioners. |
| CTA | 📅 Book My Consultation — I Have More Questions |
Covers NP-specific questions: Do I need disability insurance? Can I insure my practice? Are premiums tax-deductible? Can I protect my family through my practice? What if my needs change?
| Subject | One Last Invitation — No Pressure, [FirstName] |
| Preview | We're here when you're ready. This is what we want you to know before we wrap up. |
| CTA | 📅 Schedule My Consultation Today |
Graceful close thanking the NP for their work and summarizing the full range of Kincaid services available: health, disability, practice protection, life insurance, family coverage, and annual reviews.
Reviews are the #1 reason new families find you on Google — but most agents never ask, and busy clients rarely think to leave one on their own. This 30-day campaign is your automated reputation engine, with a smart branch on Day 14: clients who reviewed get a thank-you and Facebook invitation; those who haven't get a private feedback request.
| Subject | Thank you, [FirstName] — it was a pleasure working with you. |
| Preview | We're grateful you chose Kincaid Solutions. If you have a moment, we'd love your review. |
Warm thank-you. Reassures the client that Kincaid is still available post-enrollment. Soft review invitation — mentions the Google link without pushing. Signed by Joy.
Short, friendly text sent the same day as Email 2. Delivers the Google review link directly to the client's phone for easy one-tap access. Requires A2P 10DLC registration to send legally.
| Subject | Would you share your experience, [FirstName]? |
| Preview | Your Google review makes a real difference for a small, family-owned business. |
| CTA | ⭐ Leave a Google Review |
Direct but heartfelt review request. Explains why a Google review matters for a small family business. Includes a private reply option for anyone who wants to share feedback directly before posting publicly.
| Subject | Still thinking about it? No rush, [FirstName] — we just wanted to check in. |
| CTA | ⭐ Leave Your Review |
Gentle reminder. Acknowledges life is busy. Emphasizes the community impact of reviews — helping others find honest, personalized insurance guidance.
| Condition | 'Google Review Received' tag IS present |
| Subject | [FirstName], your review means more than you know. |
| CTA | 📘 Share on Facebook Too |
Genuine thank-you. Invites the client to share their experience on Facebook as well — expanding review reach without requiring any additional effort from Kincaid.
| Condition | 'Google Review Received' tag is NOT present |
| Subject | [FirstName], how did we do? We'd love your honest feedback. |
Captures any negative sentiment privately. Offers two paths: share publicly on Google, or reply privately. This branch prevents dissatisfied clients from going straight to a public 1-star review.
| Subject | A few things we thought you'd find helpful, [FirstName] |
| Preview | A quick check-in — and if you have a minute, we'd love your feedback too. |
Final touch. Shares helpful tips about preventive care, open enrollment timing, and referrals. Includes a soft final review reminder before the client moves to the low-frequency Newsletter list.
When a client or prospect checks "Dental" or "Vision" on a form, this campaign takes over. Instead of you needing to remember to send them the Cigna link, it goes out automatically — within minutes — followed by a text, two follow-up emails, and a graceful exit if they enroll.
| Subject | Your dental & vision options are ready to review, [FirstName] |
| Preview | Take a look at the Cigna dental & vision plans available in your area. |
| CTAs | 🦷 View Dental & Vision Options 📅 Book an Appointment |
Delivers the Cigna referral link immediately. Explains what's available: individual/family dental, individual/family vision, local pricing, and simple online enrollment. Includes a secondary CTA to book a call if they want help.
Sent one hour after Email 1. Delivers the Cigna plan browser link directly to the client's phone so they have it handy when they're ready to browse.
| Subject | Need a hand choosing dental or vision coverage, [FirstName]? |
| Preview | If comparing plans feels like a lot, we're happy to talk it through — no pressure. |
Offers human help for those who feel overwhelmed by plan comparison. Guides them through key decision factors: family size, preferred providers, usage frequency, monthly budget.
| Subject | Still thinking it over, [FirstName]? Here's your link. |
| Preview | One last friendly reminder — the dental & vision plan link is still here whenever you're ready. |
Clear, no-pressure final reminder. Explicitly states this is the last email in the series. Ends warmly regardless of whether the client enrolls or not.
These 7 emails aren't a nurture sequence — they're event-based responses to what happens with the client's calendar. Each email fires based on a specific calendar event in GoHighLevel: booking, reminder times, rescheduling, cancellation, no-show, or appointment completion.
| Subject | You're confirmed, [FirstName] — here are your appointment details. |
| Includes | Date, time, timezone, appointment type, meeting link, advisor name, prep checklist |
| CTAs | 📅 Add to Calendar 🔄 Reschedule ❌ Cancel |
Complete confirmation with everything the client needs: date/time, Zoom/phone link, assigned advisor, and a checklist of what to prepare (budget info, current coverage, prescriptions, questions).
| Subject | See you tomorrow, [FirstName] — your appointment is almost here. |
| Preview | Your meeting details are inside — including your Zoom link or call-in number. |
Day-before reminder with all appointment details. Includes reschedule option so the client can easily move the appointment without calling.
| Subject | Your appointment is in 2 hours, [FirstName] |
| Preview | Quick reminder — your appointment with Kincaid Solutions is in just 2 hours. |
Short, focused reminder with the meeting link prominent. Includes a direct phone number to call if there are any connection issues.
| Subject | Your appointment has been updated, [FirstName]. |
| Preview | Your appointment has been rescheduled. Here are your updated date, time, and meeting details. |
Sends new date, time, and meeting details. Old reminders are cancelled automatically; new 24-hour and 2-hour reminders schedule for the new time.
| Subject | Your appointment has been cancelled, [FirstName]. |
| Preview | Your appointment has been cancelled. We're here whenever you'd like to reconnect. |
| CTA | 📅 Schedule a New Appointment |
Warm, non-judgmental cancellation confirmation. Emphasizes no rush and no pressure, with an easy path to rebook when ready.
| Subject | We missed you today, [FirstName] — let's find another time. |
| Preview | Life gets busy — we completely understand. Here's how to easily reschedule at your convenience. |
| CTA | 📅 Reschedule My Appointment |
Empathetic no-show follow-up. No lecture, no pressure — just understanding and an easy reschedule button. Fires automatically 30–60 min after the missed appointment time.
| Subject | Thank you for your time today, [FirstName]. |
| Preview | It was a pleasure speaking with you. We're here if you have any questions. |
Post-meeting thank-you that goes out 1–2 hours after the appointment completes. Expresses genuine appreciation, invites follow-up questions, and mentions any follow-up information that will be sent separately.
Seven campaigns working together to cover every stage of the client journey — automatically.
New prospects receive an immediate, professional 7-email sequence the moment they fill out a form — even at 2am on a Sunday.
Active clients receive 6 personal check-ins over a full year — making them far more likely to renew, refer, and cross-buy.
Instead of silently losing past clients, a warm 5-email sequence gives them multiple graceful opportunities to return.
ELITENP and HRT Specialties members are greeted as high-value concierge clients from their very first email.
Every completed enrollment triggers a review campaign — with a smart branch that captures private feedback before negative sentiment goes public.
Interest in dental/vision auto-triggers the Cigna referral flow — earning passive commissions with zero manual work from Kevin or Joy.
Confirmations, reminders, reschedules, cancellations, no-shows, and thank-yous — all branded, all automatic, all consistent.
All 41 emails pull business identity from a single set of GoHighLevel Custom Values. Update any field once and every email in the library updates automatically.
{{business.name}}. Editing the custom value once instantly updates all 41 emails — no need to open a single email template.
| Custom Value | Current Setting | Status |
|---|---|---|
| Business Name | Kincaid Solutions | ✓ Confirmed |
| Tagline | "Insurance As It Should Be" | ✓ Confirmed |
| Service Area | Ohio | ✓ Confirmed |
| Website | kincaidsolutions.com | ✓ Confirmed |
| Support Email | info@kincaidsolutions.com | ✓ Confirmed |
| Display Phone | (937) 787-5082 | ✓ Confirmed |
| Combined Owner Name | Kevin and Joy | ✓ Confirmed |
| Owner 1 — Individual Name | Kevin | ⚠ Needs to be set in GHL |
| Owner 2 — Individual Name | Joy | ⚠ Needs to be set in GHL |
| Booking Calendar Link | GHL Calendar (routed to available advisor) | ✓ Confirmed |
| Google Review Link | Kincaid Solutions Google Business page | ✓ On file — please confirm URL is current |
| Facebook Review Link | Kincaid Solutions Facebook Reviews | ✓ On file — please confirm URL is current |
| Dental Referral Link | Cigna Dental & Vision plan browser | ✓ Confirmed |
Before workflows can be built, we need confirmation on the items below. Click each item as you review it — nothing gets wired up until this list is complete.
All 41 emails and 5 SMS messages are written and ready. Once Kevin and Joy approve the content, the next phase is wiring up the GoHighLevel workflows that fire them at exactly the right moments.
Once approved, each campaign's workflow will be built inside GoHighLevel with:
Reply to any email in this project or reach BeTechky directly. We're happy to walk through any campaign in a screen-share call.
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