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GoHighLevel Complete Guide

This page is the complete guide to GoHighLevel (GHL) at Crowned Credit — covering CRM setup, pipeline management, automation workflows, reporting, and daily operations.

This page covers the essential guidelines and procedures for GoHighLevel Complete Guide at Crowned Credit. Use the sections below to quickly find the information you need.

GoHighLevel (GHL) — Complete Guide

GoHighLevel is Crowned Credit's CRM, automation engine, payment processor, and sales pipeline — all in one platform. Every lead, every client, every payment, and every communication flows through GHL. Mastering it is essential for every team member who interacts with clients.

⚠️ CRITICAL RULE — READ FIRST: GHL has 536 workflows, 402 of which are ACTIVE. Modifying, deleting, or pausing any workflow without explicit approval from Jethro can break client communications, billing automations, and sales processes. When in doubt — DON'T TOUCH IT. Ask first.

What GHL Does for Crowned Credit

GoHighLevel serves as the operational backbone of Crowned Credit. Here is a breakdown of every major function we use:

Function How We Use It CRM / Contacts All leads and clients stored here. Full contact history, notes, tags, pipeline stage. Pipeline / Opportunities Lead qualification → Consultation → Closed Won/Lost. Tracks every deal from first touch to payment. Automations / Workflows Welcome emails, SMS follow-ups, billing reminders, onboarding sequences (536 total, 402 active). Payments / Invoices All client invoices, setup fees, and recurring monthly subscriptions managed here. Calendar Appointment scheduling for sales consultations. Integrated with automated SMS confirmations and reminders. Calls (Closers) Closers use GHL's built-in dialer for ALL sales calls. NEVER use Aircall for outbound sales. SMS Automated and manual SMS to clients. Merge tags for personalization by rep name and client name. Reputation ManagementReview requests sent automatically via GHL after client milestones. Reporting Close rates, revenue tracking, appointment show rates, and call logs by rep.

Login & Navigation

GHL is a web-based platform. Access it from any browser — no download required for the desktop version.

How to Log In

  1. Go to app.gohighlevel.comhttps://hub.viewlinkmgt.com/
  2. Enter your assigned email and password
  3. If you see multiple sub-accounts, select "Crowned Credit"
  4. You will land on the Dashboard — this shows a summary of recent activity

     💡 If you don't have login credentials, contact your direct manager. Do not share login credentials with other team members — each person has their own account for tracking purposes.

Left Sidebar Navigation

Icon / Label What It Does Who Uses It 📋 Contacts Search, view, and manage all leads and clients All team members 🎯 Opportunities Pipeline view — kanban board or list view of all dealsleads (9 Wavv Calls), active clients (00 Dispute Round) and clients with processing issues (00 Processing Issues) Closers, Sales

Leads Managers- Sales, Appointment setters

Active client pipeline - CSR

Processing Issues - CSR

 

📅 Calendar View and manage appointments and consultation schedule Closers,Sales, SchedulersAppointment setters 🤖 Automations All 536 workflows — DO NOT edit without Jethro's approval Admin only 💰 Payments Invoices, subscriptions, payment history, failed charges Billing team, Managers 📣 Marketing Email and SMS campaigns for leads and existing clients Marketing team, Admin 📊 Reporting Close rates, revenue data, rep performance, call logs Management ⚙️ Settings Sub-account configuration — admin access only Jethro / Admin

Common Tasks: Step-by-Step

How to Search for a Client

  1. Click Contacts in the left sidebar
  2. Use the search bar at the top — you can search by name, phone number, or email address
  3. Click the contact name to open their full profile
  4. The profile shows: all activity, notes, tags, current pipeline stage, and full payment history
💡 Quick Tip: You can also search a client faster by clicking the magnifying glass icon on the left hand side while the Conversation tab is open. Be sure to select "Team Inbox" and click "All" to view all conversations. You can filter as well to view the Starred contacts for looking up active clients.

How to View Client History

  1. Open the client profile (Contacts → Search → Click name)
  2. The activity feed on the right panel shows all interactions: calls, emails, SMS, notes, pipeline moves
  3. Scroll down for the full conversation history in chronological order
  4. Click the "Appointments" tab to see their full consultation history
  5. Click the "Payments" tab to see all invoices and billing history

How to Add a Note to a Client

  1. Open the client profile
  2. Click the "Notes" tab in the profile menu
  3. Click "+ Add Note"
  4. Type your note — alwaysmake include:sure date,to yourbe name,clear andwith narrating the action you took or the outcomedetails of the interactionnote so it will be noted by team members for future interactions. No need to record date and name since it is automatically logged by the system.
  5. Example format: "2026-03-20Client |will Maria | Called clientsubscribe to follownew credit monitoring next month, hold off on following up onfor onboarding. Client confirmed SmartCredit is set up. No issues.now."
  6. Click Save

How to Check Payment Status

  1. Go to Payments in the left sidebar
  2. Click Invoices
  3. Search the client's name or email in the search bar
  4. View invoice status: Paid / Pending / Failed / Void
  5. Click any invoice to see full details: amount, date, payment method,details (last 4 digits and type of card used), and transaction ID
  6. For failed payments, escalate to the billing team (Khryzza or Regine) immediately
💡 Quick Tip: In order to view when a transaction was received, or to view the failed payment history, you can click the "Transactions" tab on the upper part of the Payments window. 

How to Move a Contact in the Pipeline

  1. Go to Opportunities in the left sidebar
  2. Find the contact — you can switch between Kanban view (drag cards) or List view
  3. In Kanban: drag the card from one column to the next
  4. In List: click the contact → select the new stage from the dropdown
  5. Moving to "Closed Won" automatically triggers the onboarding workflow — do not do this unless payment has been confirmed

How to Send a Manual SMS

Sending SMS.png

  1. OpenGo to Conversations in the clientleft profilesidebar
  2. ClickSearch Sendfor SMSthe (speechclient's bubblename, icon)email or number in the actionsearch bar (You can select "All" to view all conversations.)
Make sure that you are using the appropriate number (Main company number for CSR, Sales will have direct numbers assigned to them.) Type your messagemessage. —Make keepsure itto professionalmaintain professionalism and on-branduphold the company's communication standards. Do NOT send SMS that contradict or override automated sequences without checking with your manager Your message will appear in the conversation thread automatically

Pipeline Stages Explained

The pipeline tracks every prospect from first contact to enrolled client. Understanding each stage helps ensure the right actions happen at the right time.

Stage Meaning Who's Responsible Next Action New Lead Lead came in from Meta ad, form submission, or referral System / Scheduler Closer calls within 5 minutes of appointment being booked Consultation Booked Appointment confirmed in GHL calendar Closer Automated confirmation SMS + reminder sequence fires automatically Consultation Complete Call happened — verified by call record over 60 seconds Closer Send follow-up email + proposal same day Proposal Sent Pricing/offer sent to the prospect Closer Follow up same day via SMS, and again next morning Follow-Up No decision made after proposal was sent Closer + Automation Automated + manual follow-up sequence (multiple touchpoints over 7–14 days) Closed Won ✅ Payment received — setup fee confirmed Closer Onboarding workflow triggers automatically. DO NOT move here without confirmed payment. Closed Lost ❌ No purchase, no response after full follow-up sequence System Contact enters long-term nurture sequence (30/60/90-day touchpoints)

Key Workflows (Do Not Modify Without Approval)

GHL runs 402 active workflows. These power nearly every automated communication Crowned Credit sends. Touching the wrong workflow can break client onboarding, billing, or sales follow-up at scale.

Workflow Purpose Risk Level Notes Initial Payment Automation Sends welcome email and onboarding instructions when a new client pays their setup fee 🔴 Critical — DO NOT touch Triggers immediately on payment Monthly Billing Reminders Notifies clients 3 days before their billing date 🔴 Critical Reduces failed payments and chargebacks No-Show Follow-Up (25+ versions) Sends follow-up from rep's individual phone number after missed appointment 🟡 Medium — per-rep, intentional See note below on why there are 25+ versions Lead Nurture Sequence Email + SMS follow-up for leads who didn't convert 🟡 Medium Multi-week cadence Onboarding Checklist Guides new client through portal setup and SmartCredit sign-up 🔴 Critical First impression for every new client Review Requests Sends Google and BBB review requests after key milestones 🟢 Low risk Drives 4.9★ rating Referral Program Triggers when a client sends a referral 🟢 Low risk Tracks referral commissions Long-Term Nurture (Closed Lost) Keeps in touch with unconverted leads over 6–12 months 🟢 Low risk Brings back cold leads

     💡 Why 25+ No-Show Workflows?
Each closer sends follow-up messages from their individual phone number. GHL cannot dynamically send from different numbers in one workflow, so each rep has their own dedicated workflow. These are intentional — do NOT consolidate them.

Reporting: What to Track

GHL's Reporting section gives management full visibility into sales and operational performance. Key reports include:

Report Where to Find It What It Shows Appointment Report Reporting → Appointments Total appointments booked, showed, no-showed, and cancellation rate by closer Opportunity Report Reporting → Opportunities Pipeline conversion rates, revenue won, deals in progress by stage Call Report Reporting → Calls Call volume, duration, connected rate per closer — used for performance reviews Revenue Report Payments → Transactions Total revenue, recurring subscription revenue, setup fee revenue by time period

Troubleshooting Common Issues

Issue Likely Cause Fix Can't find a contact Wrong spelling or contact is in another sub-account Try searching by phone number or partial name. Check that you're in the correct Crowned Credit sub-account. Workflow not firing Contact missing a required tag or trigger condition not met Check the workflow trigger conditions. Do NOT manually re-trigger without checking with admin first. Payment showing as failed Client's card expired or insufficient funds Escalate to billing team. Do NOT manually charge from the client profile — follow the billing escalation process. Client not receiving SMS Phone number invalid, opted out, or SMS credits exhausted Verify phone number format in the contact. Check if the client has opted out (look for "Unsubscribed" tag). If opt-out, do not send manual SMS. Wrong pipeline stage Contact was moved accidentally Move it back to the correct stage. Add a note explaining the correction. Never move to "Closed Won" without confirmed payment. Calendar appointment missing Booking confirmation didn't save or was deleted Check under the contact's activity feed. If the appointment is gone, have the client rebook via their confirmation link.

Rules & Etiquette

  • Never edit or pause workflows without explicit written approval from Jethro.
  • Never move a contact to Closed Won without confirmed payment receipt.
  • Always add a note after any significant client interaction —when call,the SMS,information oris email.
needed Neverfor deletefuture ainteraction, contactthis —helps archiveother orteam tagmembers instead.with Deletedadditional contactscontext cannotand behelps recovered.improve consistency in communications. Closers mainly use GHL dialer for ALL outbound sales callscalls. — never Aircall for sales. Do not share your GHL login. Each rep has individual tracking tied to their account. When in doubt about any action in GHL — ask before clicking.
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