How I launched a group with a single email

I’ll be honest—my first couple of attempts to launch a group were a mess. I was digging through old, deleted emails trying to piece together a list of people who had shown interest. It felt disorganized and frustrating, and I could never quite get enough momentum to get a group off the ground.

But this time? I launched a group in just a few weeks—with a single email.

In this blog (and video), I’m going to show you exactly how I did it—and the tools I used to make it happen. No gatekeeping here.

Launching a Group

Launching a group is one of the more challenging things you can do in private practice. If you can fill a group, you can definitely bring in individual clients. The biggest hurdle? Getting people who are interested.

Generating leads for individual therapy is tough enough—now imagine needing multiple people, all available at the same time, to commit to an ongoing group. You’re coordinating around day, time, topic, price, insurance, and more. Just getting one person to commit can be tricky—let alone a group.

But here’s the good news: with the right tools and strategy, launching a group can take half the effort it used to. What I’m about to show you works not just for groups, but for attracting individual clients, too. This can truly level up your marketing and practice growth.

The Tools

Let’s start with the tool, and then I’ll walk you through the strategy behind how to use it.

The tool I’m referring to is an all-in-one marketing platform. It includes features like a CRM, text and email automation, form builders, ad tracking, and more. I actually offer my own version of this software—fully customized for therapists—along with DIY, Done-With-You, and Done-For-You marketing services. If you're interested in this book a free 10 minute chat with me!

CRM: The Secret Weapon

The main feature I used was the CRM—think of it as an EHR for leads and marketing.

Every referral we get is tracked through this system. What makes it powerful is tagging. Every lead is tagged by their interests. So when someone inquires about group therapy, they’re tagged for that.

For a while, we had put our groups on hold. But when we decided to relaunch, I already had a HIPAA-compliant database of warm leads—people who had previously expressed interest. That made the hardest part—finding participants—so much easier.

Email Campaign

Next, I used the built-in email campaign tool to send out a personalized message to everyone tagged as interested in groups.

It was just one email, with slight customizations depending on the recipient. No complicated setup—just a targeted message to the right people at the right time.

The Results

The response was strong enough that we were able to launch the group.

Of course, we’ll continue to market and build it out—but that first email was all it took to get started.

And honestly, this is just scratching the surface. Many of the steps I took can be fully automated. The potential for simplifying your marketing and lead management with these tools and strategies is huge.

Conclusion

As I mentioned earlier, I now offer marketing services for therapists—ranging from DIY to fully Done-For-You options. All of them include access to the exact software I used to launch this group. I am bringing together the tools and strategies you need. I am not just preaching from the sidelines. I am an active therapist myself.

If you’re curious, I’d love to chat. You can book a free 10-minute call with me to learn more.