GoHighLevel Local Lead System: A Simple, Beautiful Workflow

Goal

Turn strangers into booked calls while keeping your CRM clean and your sales team fast.

Who this helps

Local businesses and agencies that want more leads, faster replies, and higher show rates.

Quick Setup Checklist ✅

• [ ] Add sales users in GoHighLevel
• [ ] Create survey or form on your landing page
• [ ] Set up calendar for calls or visits
• [ ] Build pipeline stages: Cold → Engaged → Booked Call → Application → Won/Lost
• [ ] Connect phone number (use email while waiting for verification)
• [ ] Connect email domain for better deliverability

💡 Tip: Start with email only, then switch on SMS once your number is verified.

---

How the System Works ⚙️

1. Lead submits survey: A potential customer fills out your form.
2. Sales gets notified instantly: Your team gets an immediate alert.
3. Lead receives an SMS that invites a reply: An automated, friendly message starts the conversation.
4. Appointment booked with auto-confirmations + reminders: The system handles scheduling and reminders.
5. Any reply moves the deal forward and stops nurture: No more annoying your warm leads.
6. Missed calls trigger an automatic text: You never lose a lead who tried to call.

---

The Five Workflows (Simple View)

Here’s a high-level look at the five core automations that power this system.

| Workflow | Trigger | Purpose | | :--- | :--- | :--- | | 1. Client Notifications | Survey Submitted | Tag lead, open opportunity, assign rep, send alerts | | 2. Lead Follow Up | Survey Submitted | Wait 4 min, send smart SMS, follow up, notify rep | | 3. Appointment Reminders | Appointment Confirmed | Confirm + remind 1hr + 5min before | | 4. Move to Engaged | Customer Replied / Stage Changed | Stop nurture, advance to Engaged | | 5. Missed Call Text Back | Incoming Call Missed | Send quick SMS, set stage, assign rep |

---

Workflow 1: Client Notifications 📩

Trigger: Survey submitted

Actions:

1. Add tag (name after the action, e.g. Pre-Approval Survey)
2. Create/Update opportunity → Cold stage
3. Assign to user → keep assignee consistent
4. Add note with Name, Phone, Email
5. Send internal SMS + Email to rep with details

👉 Result: Sales sees a complete lead summary in seconds.

---

Workflow 2: Lead Follow Up 💬

Trigger: Survey submitted

Actions:

1. Wait 4 minutes
2. Send SMS (invite yes/no)
   • Example: Hi {{contact.first_name}}, this is {{user.first_name}} from {{location.name}}. Quick question: have you done this before?
3. Wait 1 hour for reply
4. If replied → notify rep + call connect
5. If no reply → send AI-written follow up (during business hours)
6. Wait 1 day → if replied, repeat notify steps

👉 Result: Two messages is enough before switching channel.

---

Workflow 3: Appointment Confirmation & Reminders 📅

Trigger: Appointment confirmed

Actions:

1. Tag: Booked Call
2. Update opportunity → Booked Call stage
3. Remove from Follow Up workflow
4. Send confirmation SMS (date + time)
5. Notify rep internally
6. Reminder SMS 1 hour before
7. Reminder SMS 5 minutes before + notify rep

👉 Result: Skip logic avoids sending wrong-time reminders for last-minute bookings.

---

Workflow 4: Move to Engaged on Reply 🔄

Trigger: Customer replied OR pipeline moved to Engaged

Actions:

1. Remove from nurture workflows
2. Update opportunity → Engaged stage
3. Tag: Engaged Lead

👉 Result: Works for SMS, email, or manual updates.

---

Workflow 5: Missed Call Text Back 📞

Trigger: Incoming call missed (busy, voicemail, no answer)

Actions:

1. Tag: Missed Call
2. If known contact → wait 1 min, move to Engaged, send SMS: Sorry we missed you. Can I call you back shortly?
3. If new contact → assign rep, create opportunity, wait 1 min, send SMS: Sorry we missed your call. Are you looking for help now?

👉 Result: Ensures you never lose a lead after a missed call.

---

Snippets You Can Copy ✂️

First SMS:

Hi {{contact.first_name}}, this is {{user.first_name}}. Quick question: have you done this before?

Follow-up SMS:

Just checking in. Want me to walk you through next steps?

Confirmation:

Your call is confirmed for {{appointment.start_date_time}}.

1 Hour Reminder:

Your call is in 1 hour. Please be ready.

5 Min Reminder:

Your call starts in 5 minutes.

Missed Call (known):

Sorry we missed you. Can I call back shortly?

Missed Call (new):

Sorry we missed your call. Are you looking for help now?

---

Check Your Setup 🔍

• [ ] Test survey → Tag + opportunity created
• [ ] Reply to SMS → Moves to Engaged + nurture stops
• [ ] Test appointment → Confirmations + reminders fire
• [ ] Test missed call → Auto text sent

Metrics to Track 📊

• Speed of first sales reply
• Reply rate to first SMS
• Call show-up rate
• Conversion by pipeline stage
• Missed calls recovered