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Portal Creation

This page walks you through the exact steps to create a new client's portal in GoHighLevel — a task that must be completed withinimmediately 24 hours ofupon payment and sets the foundation for their entire experience with us.

Portal Creation — Step-by-Step Guide

This guide walks Onboarding Specialists and other members of Customer Service through the complete process of creating a new client's portal in GoHighLevel (GHL). This must be completed within 24 hours of a client's payment being received.

⏱️ Time Requirement
Portal creation should take approximately 10–15 minutes per client. Complete this task immediately when you receive a new client notification — do not batch it or wait until "later in the shift." The 24-hour clock starts the moment payment is confirmed.

Before You Begin

Confirm you have the following information from the client's purchase record:

  • ✅ Client's full legal name
  • ✅ Client's email address
  • ✅ Client's phone number
  • ✅ Plan purchased (Basic setup fee/ Standard setup fee/ Premium premium setup fee)
  • ✅ Date of purchase / signup
  • ✅ Any notes from the sales process (if applicable)

Step-by-Step: Creating the Client Portal

Step 1 — LogVerify IntoPayment GHLin GoHighLevel (GHL)

Once you receive a portal creation request from the closer:

  1. NavigateCopy tothe client’s full name
Open app.gohighlevel.comGHL (GoHighLevel) andPaste logthe inclient’s name into the search bar Verify that the payment has been successfully processed Confirm the membership type purchased:
    Accelerated Essential Membership Momentum (6-Month Bundle)

    After verification:

        Mark the client with youra team⭐ credentials(star) Ensure you are in the correct Crowned Credit sub-account (check the top of the sidebar) If you are in the wrong account, click the account name and switch to the Crowned Credit workspace

        Step 2 — CheckOpen Client in DisputeFox (DF)

          Open DisputeFox (DF) Navigate to the Client Tab Locate the client under Active Clients Click on the client's name

          Step 3 — Verify Client Details

            Go to the Account Tab Copy the client’s First Name (this will be used for Existingthe Contactpassword) Navigate to Client Settings Confirm the membership status:
              Essentials (Slow Delete) Accelerated (Accelerated) Momentum (6-Month Bundle)
              ⚠️ Important  — Ensure this matches the membership purchased in GHL

              Step 4 — Update SMS Settings

                Locate SMS References Click Opt-Out

                Step 5 — Update Portal Password

                1. Go to ContactsPortal Settings in the left sidebar
                Search for the client by email address or phone number If a contact already exists (e.g., they were a lead before purchasing):
                • Click intothe 👁 (eye icon) to view the existingcurrent contactpassword
                • Update anythe outdatedpassword information
                using Proceedthe tofollowing Stepformat: 4 If no contact exists, proceed to Step 3FirstName123
                💡 ⚠️Rules Duplicate
                Prevention
                No Alwaysspaces searchUse beforeonly creatingthe a new contact. Duplicate contacts cause confused automations, split conversation history, and billing errors. When in doubt, merge duplicates using GHL'client’s mergefirst contactname functionAdd before“123” proceeding.immediately after E.g. Maria → Maria123

                Step 36 — CreateAssign New ContactAgent

                1. ClickUnder "+Assigned Add Contact"Agent button
                Fill in all required fields::
                • First Name / Last Name: Use legal name exactly as on purchase record
                Email: Primary email used at purchase Phone: Include country code (e.g., +1 for US clients) Address: Leave blank — will be collected during document intake Tags: Add tag: new-client, [plan-type] (e.g., standard-plan) Source: Select "Meta Ads" orIf the appropriateclient sourceis English-speaking → select MARJORIE MERCADERO Click Save ContactChanges

                Step 4 — Set Up Client Tags & Custom Fields

                  In the contact record, scroll to the Custom Fields section Fill in the following fields:
                    Client Start Date: Today's date Plan Type: Basic / Standard / Premium Onboarding Specialist: Your name Assigned CSR: Leave blank until handoff is complete SmartCredit Status: "Pending Setup" Documents Received: "No"

                    Step 5 — Add Client to Onboarding Pipeline

                      In the contact record, click "Add to Pipeline" Select the Onboarding Pipeline Set the stage to "New Client — Portal Creation" The pipeline card will now appear on the Onboarding board

                      Step 6 — Create Client Portal Access

                        Navigate to Sites → Client Portal (or the appropriate portal section in your GHL setup) Click "Invite Client" or "Send Portal Access" Select the client contact from the search GHL will automatically generate login credentials and send them to the client's email Note: The email will come from the Crowned Credit branded sender — confirm this before proceeding
                        📧 Portal Access Email Template
                        After sending portal access, follow up with this SMS:

                        "Hi {{contact.first_name}}, welcome to Crowned Credit! 🎉 We just sent your portal login to {{contact.email}}. Check your inbox (and spam folder) for an email from us. Once you're in, reply here and let us know — we'll schedule your welcome call right away!"

                        Step 7 — Log Access Confirmation

                        1. Once the client confirms portal access (via SMS reply, email, or call), log it in GHL:
                          • Go to the contact record → Activity/Notes section
                          • Add note: "Portal access confirmed by client on [date]. Client logged in successfully."
                        2. Update the Custom Field: Portal Status → "Active"
                        3. Update pipeline stage to "Portal Active — Awaiting SmartCredit Setup"

                        Step 8 — Create DisputeFox Profile

                        1. Log into DisputeFox
                        2. Click "Add New Client"
                        3. Enter the client's full name, email, phone, and start date
                        4. Select the appropriate dispute package (matches their plan)
                        5. Save the profile — do not add any dispute items yet (Dispute Team will do this after credit report pull)
                        6. Go back to GHL and note the DisputeFox client ID in the contact record

                        Step 9 — Trigger Automation (if not auto-triggered)

                        1. In the contact record, go to Automations / Workflows
                        2. Confirm the New Client Welcome Sequence has been triggered (automated email + SMS welcome series)
                        3. If it has NOT triggered, manually launch it by clicking "Enroll in Workflow" → select "New Client Welcome"
                        4. Verify the first email/SMS has been sent in the contact's Conversation tab

                        Step 10 — Final QA Check

                        Checkpoint Verified?
                        Contact record created with correct name, email, phone ☐ Tags applied: new-client, plan type ☐ Custom fields filled (start date, plan, specialist name) ☐ Added to Onboarding Pipeline at correct stage ☐ Portal access email sent to client ☐ SMS follow-up sent with portal instructions ☐ DisputeFox profile created and ID noted in GHL ☐ Welcome automation confirmed as triggered ☐ Orientation call scheduled (or outreach attempt logged) ☐
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