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Dialer and calling setup

Kixie and local presence numbers wired into HighLevel

Rob Eason, a HighLevel Certified Admin, and his team connect Kixie to your GoHighLevel (GHL) sub-account, load call lists the way Kixie reads them, and turn on HighLevel's local presence dialing. Our own setters place their calls through Kixie from HighLevel, so several traps on this page come from our own call records.

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What we set up

The connection, the lists and the caller ID

Built first on our own sales team's account, where each rep works a HighLevel list and dials through Kixie.

  • Kixie connected to your HighLevel sub-account, not the agency: a Kixie admin connects first, then every rep joins that same sub-account
  • One contact per phone number before anyone dials, because Kixie logs each call to the contact it finds by number and picks the newest one when there are duplicates
  • The number to call kept in HighLevel's standard phone field, since Kixie can't search custom phone fields and calls to a number stored there don't log
  • A HighLevel smart list per rep, filtered on the call-list tag, the outcomes that end calling, call do-not-disturb, and the rep as assigned user. Without that last filter, our own reps saw each other's leads and called them twice.
  • Kixie's HighLevel workflow actions where they fit, such as adding a contact to a PowerList or sending a text
  • Target Hours on every PowerList, so the dialer skips anyone outside their local calling window instead of leads being pulled and re-added by hand
  • Numbers checked before loading: a real US area code, a mobile line, no toll-free switchboard. Kixie's API refused unassigned area codes but took toll-free ones, so the check runs first.
  • Local presence numbers bought for the area codes your leads sit in, each named when it is bought, and local presence dialing switched on for the sub-account

How a calling setup runs

From your lead list to a rep's first dial

  1. A call with Rob

    Rob asks where your leads come from, how many reps dial, and whether they use a multi-line dialer or one call at a time, with your phone settings open.

  2. Every rule in the plan

    The plan document lists each smart list filter, each outcome that removes a lead, the area codes to buy and the name each number gets, plus any text a workflow sends, word for word. You approve it before anything is connected or bought.

  3. Connect, load a batch, test

    We connect Kixie, load a small batch, and call a test contact named QA to confirm the call lands on the right HighLevel contact with its recording and outcome note. The QA report keeps a screenshot of each check.

  4. Numbers bought, then switched on

    Buying local numbers doesn't switch local presence on. We buy them into the sub-account that dials, log any area code with nothing for sale, then turn local presence dialing on and check that a test call shows a local number.

  5. Changes once reps are dialing

    A new rep, outcome or area code gets a verdict first: inside the approved plan, or new scope. A new outcome also has to be added to every rep's smart list, since a list doesn't exclude a value it has never seen.

What you bring

What the calling setup needs from you

Your own Kixie account

Kixie seats are bought from Kixie on your account; we are not Kixie and don't resell it. One Kixie account connects to one HighLevel sub-account, so a second sub-account means a second Kixie account.

Your reps and their teams

Each rep's name, HighLevel user and Kixie login. Kixie shows a PowerList only to agents on a team assigned to it, so a rep left off the team sees an empty list, not an error.

Your call outcomes

The outcomes your team logs, in their own words, and which ones take a lead off the list for good, such as a request not to be called again.

Where your leads are

The states or cities you call into. The area codes we buy come from that, not from a list of every code in the country.

Where it stops

We don't promise more answered calls or fewer spam labels; carriers and phone apps decide how a number shows up. We don't make your calls, and this setup includes no AI dialing. Kixie's plans, settings and support stay with Kixie. Nothing on this page is legal advice.

By business

Where this gets set up

Lead routing and call lists

Facebook leads land on one daily call list, each loan type goes to its own partner, and one AI agent speaks for whoever owns the lead.

See Lead routing and call lists

AI voice agent for missed calls

When nobody on the team picks up, the agent asks the caller about the building and books a callback with your expert.

See AI voice agent

Guides

Read first

Local presence caller ID

How HighLevel picks a local number for each call, how to turn it on, and how to work out which numbers to buy.

Read the guide

HighLevel contacts into a Kixie PowerList

Why a tag doesn't fill a PowerList, the workflow that does, and how to read Queued and Deferred numbers.

Read the guide

Kixie speed-to-lead waterfall

How to chain Kixie PowerLists by Priority, feed the top one from HighLevel and keep new leads first in line.

Read the guide

Kixie answered vs connected

Why Kixie's Answered includes voicemail, how Connected and dispositions differ, and how to count real conversations.

Read the guide

Why HighLevel undercounts calls

Report filters, time zones and Kixie's synced call records can each open a gap between a rep's calls and HighLevel's totals.

Read the guide

Questions

What sales teams ask about Kixie and HighLevel

Can a Kixie PowerList follow a HighLevel tag or smart list?
No. Kixie's setup page lists the ways numbers get into a PowerList: a spreadsheet, a HubSpot static list, workflow actions in HighLevel, or its API. So a PowerList is a copy, and taking a lead off your HighLevel list does nothing to it. If your reps dial PowerLists, every removal has to be sent to Kixie as its own step.
Why does HighLevel show fewer calls for a rep than they made?
In the call records we pull from our own account, calls placed from HighLevel's own dialer carry the rep's user, while calls synced in from Kixie arrive as a separate record type with no HighLevel user on them. Counting one stream undercounts the rep. Our reports read both and make sure no call is counted twice.
Kixie marked a call as answered. Did the rep reach a person?
Not always. In our own call data, an answered status also covered voicemail greetings and call screeners. We judge a conversation by talk time and the recording, never by that flag alone.
Should reps log the call outcome in Kixie or in HighLevel?
In HighLevel, on our setups. Kixie's end-of-call event fires before the rep chooses an outcome, and on our own account outcomes picked in Kixie didn't reliably reach the HighLevel field our lists filter on. Logging the outcome in HighLevel keeps each rep's smart list and the reports right.
How does HighLevel choose which local number a contact sees?
HighLevel's help center gives the order: the lead's ZIP or postal code, area code, overlay code, nearest number by distance, same region, then the account default. Repeat calls to one contact show the same number. Matching by location covers the United States, Canada, the United Kingdom and Australia, and the setting covers the whole sub-account, not each user.
Do we need a local number in every area code?
No. HighLevel falls back to the nearest number and then the same region, so we buy where your leads cluster and let the fallback cover the rest. Each number is named at purchase, because we found no way to rename numbers through HighLevel's API later, and it belongs to the sub-account that bought it.
Rob Eason

Who you talk to

Rob Eason

Rob runs HLAI Experts and takes the 1:1 calls himself.

He is a HighLevel Certified Admin with the second-most reviews in HighLevel's Certified Admin Directory worldwide, all of them 5 out of 5.

He won HighLevel's Top New Subaccounts via AI Employee award in its 2025 Summer of AI Awards and taught HighLevel's official masterclass on its AI Employee.

Before HighLevel, he co-owned a 60-employee financial services firm and sold his share.

On the call he looks at your account, not a script.

5/5 across 83 reviews in HighLevel's Certified Admin Directory

Map your calling setup with Rob

Bring the states you call into and how your reps dial today. Rob tells you whether to work from HighLevel lists or Kixie PowerLists, and which area codes to buy first.

Book a 1:1 with Rob