The Lead Magnet System

Overview

The Lead Magnet System is the first system you should activate in ClinicMonk™ — every other system eventually funnels leads back through it. Before turning on anything else, make sure this system is live and properly configured.

This article explains what the Lead Magnet System is, how it works behind the scenes, and how to make sure it's set up correctly before you go live.

1. Your Lead Magnet Link

Your Lead Magnet link is the entry point for this system. It takes the following format:

https://connect.yourclinicwebsite.com/3-simple-ways-to-feel-better

Replace yourclinicwebsite.com   with your actual clinic domain. Your unique link is already configured inside ClinicMonk.

This link is built into many of ClinicMonk's automated workflows — it's used to re-engage leads who haven't yet booked a Free Consult Call, or who booked a call but didn't convert to a client, regardless of how they originally entered the system (contact form, manual entry, etc.).

You can also share this link directly across your marketing channels:

• Your Website — Link it to buttons or banners on your clinic's main website.
• Digital Marketing — Include it in email campaigns, newsletters, and social media profiles or posts.
• Print & Physical Media — Generate a QR code pointing to this link and print it on brochures, business cards, or in-clinic signage.

2. Before You Activate: Required Setup

⚠️ Important: Both of the requirements below must be completed before activating this system. Skipping either one will result in emails failing to deliver, links appearing unbranded, or your PDF not being attached.

If you purchased the Done-For-You Tech Setup, both of these have already been completed for you.

Requirement 1 — Domain & DNS Setup

This system relies on your clinic's custom domain being properly configured. Two critical things depend on it:

• Email deliverability — Your DNS records (SPF, DKIM, and DMARC) must be set up correctly so that emails sent from ClinicMonk land in inboxes, not spam folders.
• Branded links — Your Lead Magnet link and all links inside your emails use your clinic's domain name. Without the DNS setup, these links will not work correctly.

This setup is completed once and applies across all ClinicMonk systems. If you are unsure whether your domain is configured, check with your ClinicMonk support team before proceeding.

Requirement 2 — Lead Magnet PDF

Your Lead Magnet PDF must be created and attached to the two delivery emails in this workflow — one for existing clients and one for new leads.

Use the provided template and training resources to build your PDF, then follow the instructions to attach it to both emails inside ClinicMonk.

3. The Client Experience

When a lead clicks your Lead Magnet link, here's what they experience:

1. The Form Page — They fill out a short form with their contact details.
2. The Thank You Page — After submitting, they're redirected to a thank you page where they're invited to book a Free Consult Call.

From there, everything else is handled automatically.

4. What Happens Automatically (Workflow & Follow-Ups)

Once the form is submitted, ClinicMonk immediately checks whether the contact is already an existing client or a new lead, and responds differently depending on the answer.

Path A — Existing Clients

If the contact is already marked as a client in your system:

• They receive a Welcome Resource email — a warm, supportive message that normalizes starting or continuing therapy, and delivers your lead magnet resource.
• They are tagged "Nurture" so they remain in your audience for future campaigns.

No further automated follow-up is sent to existing clients through this workflow.

Path B — New Leads (Non-Clients)

This is the primary path for most contacts coming through your Lead Magnet link.

💡 Good to know — How leads exit this automation:

There are two ways a contact is automatically removed from this follow-up sequence before it completes:

• They book a Free Consult Call — The system recognises they've taken action and stops sending follow-up reminders.
• They are marked as Won (become a client) — When an opportunity is marked as Won, ClinicMonk immediately removes the contact from all active workflows, updates their contact type to "Client," and hands them off to the Lead Won / New Client workflow.

Step 1 — Instant Delivery

As soon as the form is submitted:

• Any UTM campaign tracking data is captured automatically (this helps you see which marketing efforts are driving submissions).
• The contact receives an email — "Your Guide" — delivering your lead magnet resource along with an invitation to book a Free Consult Call.
• The contact is tagged "Lead Magnet Sent".

Step 2 — First Follow-Up (3 Days Later)

Three days after the form submission, a follow-up email is sent — "Start Small". This message encourages the lead not to feel overwhelmed, and gently invites them to take one small step by booking their Free Consult Call.

Step 3 — Second Follow-Up (5 Days After Submission)

Two days after the first follow-up (five days total from submission), a final email is sent — "You Don't Have to Do This Alone". This message acknowledges that many people try to manage things on their own, and warmly encourages them to reach out and book their call.

Step 4 — Moved to Nurture

After the follow-up sequence completes, the contact is tagged "Nurture". This keeps them in your audience for future email campaigns without any further automated messages from this workflow.

Quick Reference: Automation Timeline

What's Next — The Consult Booking System

Before you activate this system, there is one more step to complete first. Your Lead Magnet PDF contains a link to your clinic's booking calendar, and that calendar needs to be fully set up and ready to receive appointments before you go live. Without it, leads who are ready to take action will have nowhere to book.

The next step is to set up the calendar for the team member who will be conducting Free Consult Calls. This is covered in The Consult Booking System article, and both systems should be activated together once that setup is complete.

Need Help?

If you have questions about setting up your Lead Magnet PDF or activating this system, contact the ClinicMonk support team.