Never ask what your agency is doing. Open your phone.
Spend, inquiries, speed to lead, enrollment status and review velocity, by location, updated as it happens. No monthly PDF. No waiting for the call. The portal is the product; the campaigns feed it.
Five screens, one question: what did an enrollment cost?
Health by location
Green, yellow or red per center, program or community, driven by speed to lead and cost per enrollment against target. The executive sees the roll-up; the director sees their building.
- Inquiries, enrollments, cost per enrollment
- Pipeline value from enrollments at your lifetime figure
- Health flips automatically, no one has to notice
Every inquiry has a clock
Form submitted, routed, first call, benefits verified, assessment or tour booked. Timestamped per inquiry, per coordinator, per shift.
- Average and worst-case first-touch time
- Per-coordinator view for the intake manager
- Alerts when the 15-minute standard slips
The monthly loop
Once a month, someone at each location marks every inquiry: enrolled, waitlisted, out-of-network, lost. Five minutes. It's what turns leads into a cost-per-enrollment number you can defend to ownership.
- Outcome dropdown per inquiry
- Reasons tracked, so we know what to fix
- Feeds the budget decision for next month
Digital and referral side by side
Google Ads, organic search, Google Business Profile, pediatricians, discharge planners, paid referral sites. Cost per enrollment for each, so spend goes where enrollments come from.
- Source tagging on every inquiry
- Referral-source trends by month
- Direct vs. paid-referral cost comparison
Rating and review velocity
Rating per location, reviews this quarter, requests sent, responses pending. Below 4.7, the location goes yellow.
- Per-location rating trend
- Review request and response queue
- Response drafts for approval
What we spent and where
Ad spend by campaign and location, our retainer, and the all-in number. No surprises at invoice time.
- Daily spend by location
- Budget shifts logged with the reason
- Export anything, anytime
Why we built it.
Every agency report we'd ever seen was a deck of clicks, impressions and "leads" with no way to check what became of them. Clinical directors were being asked to trust. We'd rather be audited. The portal shows the number that matters, the number that produced it, and the time every inquiry waited for a human. If we're not earning the retainer, you'll see it before we tell you.
Works alongside
- •GoHighLevel, HubSpot, Salesforce
- •CentralReach and other ABA practice systems
- •Kipu and behavioral health EHR-connected CRMs
- •Sherpa, Enquire, Yardi Senior CRM, WelcomeHome
- •CallRail and call tracking, Google Ads, GA4, GBP
Questions about the portal
Is the portal a separate product we pay for?
No. Every Lukrah client gets it as part of the retainer. It's how we report, and it's how you hold us to the numbers.
Who in our organization gets access?
As many logins as you want. Executives see the roll-up across locations. Center, program or community directors see their own location. Intake coordinators see their own inquiries and response times.
Does the portal replace our CRM?
No. It sits alongside it. The portal is the scoreboard for marketing and intake performance; your CRM (GoHighLevel, HubSpot, Sherpa, Enquire, Salesforce, CentralReach, Kipu) stays the system of record. We push inquiries into your CRM and pull outcomes back where integrations allow; otherwise outcomes come from the monthly loop.
How is cost per enrollment calculated?
All-in marketing cost for the period (our retainer plus ad spend) divided by the number of inquiries you marked enrolled, admitted or moved in. It's only as accurate as the monthly outcome loop, which is why that loop is one of our four standards.
What happens to the data if we leave?
It's yours. We export everything (inquiries, timestamps, outcomes, call logs) and hand it over. Tracking numbers port to you.
See the portal on a live account.
Fifteen minutes. We'll walk through a real scoreboard (names blurred), look at your intake, and tell you whether we're a fit.
- You answer the phone live during business hours
- You can call or text a web lead back within 15 minutes
- You will mark each inquiry's outcome once a month
- Your rating is 4.7 or you want help getting there
Prefer email? hello@lukrah.com