Four locations · two countries · one record
14
Languages of communication
152
Automations
85
Deluge functions
12
Months · aftercare follow-up
4
Locations · 2 countries
2003
Hair transplants since founding
Hairtime is an organization operating in the Netherlands and Türkiye that has provided hair transplantation and complementary treatments since 2003. Today it works with four locations across two countries and communicates with patients in 14 languages; operations take place mainly in the Netherlands.
In this setup the core difficulty is always the same: keeping the entire history of a patient moving between two countries and fourteen languages in a single record.
In the organization's own words, the real problem was this: because data was kept in more than one system, it was hard to see the full picture. Pulling a report, or understanding where a patient or a period really stood, meant gathering pieces from different places every time.
On top of that came coordinating four locations in two countries, assigning leads from different countries and languages to the right person, and keeping aftercare follow-up running without depending on any one person.
“Because data was kept in more than one system, it was hard to see the full picture.”
Hairtime Istanbul
A Zoho One backbone was built, and the entire patient journey, from first contact to one year after the operation, was made manageable from a single record. Sales, operations, medical processes and aftercare all sit on the same backbone.
- 152
- Automations
- 85
- Deluge functions
- 14
- Languages
- 4
- Locations
This is the backbone of the system. The moment the operation date is entered, the tasks, reminders and follow-up sequence tied to it set themselves up. If the date changes, the whole chain shifts with it; nobody has to fix the calendar by hand.
Before, this depended on a person: it happened if the person who knew the date remembered. Now the date itself starts the process.
Aftercare reminders go out in the patient's own language and run automatically. Because results in hair transplantation take months to show, the follow-up window is not short: it continues up to 12 months after the operation.
Whether the patient comes from the Netherlands or from Türkiye, and whichever location they were treated at, the follow-up runs from the same calendar.
The four locations in two countries share the same system. Which location a patient is at and which stage they are in is visible on a single screen; there is no need to ask who is carrying which file.
Leads from different countries and languages are assigned to the right person; if a lead goes unanswered for a set period, the system reassigns it automatically.
Operation tasks, reminders, appointment sync and aftercare follow-up are no longer done by hand; the system sets them up. When a call is missed, the system catches it; if a lead goes unanswered for a set period, it is reassigned automatically.
Doing the same job twice and memory that depends on one person have largely disappeared.
Since the day we started working with İsa, we have gone from being a company that merely uses Zoho CRM to an organization that manages its processes with technology.
30+
projects
99%
client satisfaction
3 channels
post-implementation support
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