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HighLevel workflows

HighLevel workflows for nurtures, reminders and reactivation, built and tested

Rob Eason, a HighLevel Certified Admin, and his team build the workflows that follow up for you in GoHighLevel (GHL): the nurture after an opt-in, reminders after a booking, recovery after a no-show and reactivation for contacts who went quiet. Every message is approved word for word before a workflow goes live, and a test contact walks each path first.

Book a 1:1 with Rob30 minutes, free

What we set up

Four workflow families, each started by its own trigger

A nurture starts from a form, a tag or a stage. Reminders start from a booking. Reactivation starts from a smart list of quiet contacts.

  • An opt-in nurture in seven sets, on days 0, 3, 7, 14, 21, 26 and 30, each with a text and an email, and an AI call first only where you approve AI calling
  • Exits in every nurture: a reply, a booking, a do-not-disturb flag or a closed deal ends it, and re-entry stays off for opt-in leads
  • One reminder workflow per calendar: an email and a text at booking, then 24 hours, 1 hour and 5 minutes before the appointment. The 24-hour reminder carries the reschedule link; the last two carry the join link or address
  • No-show recovery on its own: a text 15 minutes after the missed slot, an email 4 hours later, then a follow-up task for the owner a day after that
  • A 90-day reactivation fed by a smart list that leaves out booked or missed appointments, won or lost deals and bad numbers
  • A catch-all workflow that gives every new contact an owner if it has none, so alerts reach a person before any deal exists
  • Every message stored as a snippet and every link as a custom value, so one corrected link fixes every message still queued
  • A send window on each workflow that texts or emails: the account time zone, 8 AM to 5 PM

How a build runs

From your lead sources to a workflow a test contact has walked

  1. A 1:1 with Rob

    Thirty minutes on where leads come from, which calendars they book and what your team does after a booking. Rob opens your Automation tab and says which workflows he would keep, fix or switch off.

  2. Every message, written out

    The plan document holds each text and email word for word, with its trigger, waits and exits in plain words. Nothing is built until you approve it.

  3. Fields first, workflows last

    Custom fields and custom values go in first, then the snippets, then the workflows that send them, so no customer gets a raw merge code where their name or a link belongs.

  4. Checked against what already runs

    We list every workflow on the same trigger before publishing. On a software company's account a lead alert fired twice per opportunity until we limited its trigger to the website pipelines. On a telehealth account, other workflows pulled contacts out before an attribution feed could send, and a short wait fixed it.

  5. A test contact walks every path

    A contact named QA enters each workflow, and we read what it receives: the greeting when a first name is blank, the reschedule link, the exit after a reply. The QA report shows each step with a screenshot. Texting stays off until your texting registration is approved.

  6. Changes after launch

    Each request gets a verdict first, a fix inside the approved plan or new scope. After the edit, the test contact walks that path again.

What you bring

What a workflow build needs from you

Your calendars and what follows a booking

Which calendars people book and what should happen after the meeting. HighLevel calendars can send their own confirmations and reminders, so we agree which one sends each message.

The words, or a yes to ours

We write each message in your voice for you to approve, or place your own copy word for word.

Each sub-account by name

A workflow lives in one sub-account. HighLevel can copy it to another, but the copy arrives as a draft with only some references kept, so each location's copy is checked and tested there.

Where it stops

We don't promise more bookings, fewer no-shows or any other result. We don't build workflows that text people without consent, and no nurture step waits on a person to finish a task: calls run beside the sequence, from a smart list. Nothing on this page is legal advice.

By business

Where this gets set up

Business and private lenders

Ad leads worked from one daily call list, routed by loan type, and handed to LendingWise once a deal is Pre-Qualified.

See Business lenders

Artificial turf installers

Inquiry forms that lead to a booked estimate, follow-up for anyone who doesn't book, and new contacts passed to Jobber, with AI that gathers details for your team.

See Artificial turf installers

Immigration law firms

An AI receptionist that answers every call and asks the caller's language, and intake that keeps each person in one case type.

See Immigration law firms

Consultants and advisory firms

An AI voice line on the firm's own number, a calendar for each advisor, and list sends that wait for the hours the firm chooses.

See Consultants

Telehealth and online prescription clinics

A prescription store inside your own HighLevel account, an approval stage every order passes through, and ad reporting that needs no pixel.

See Telehealth clinics

Chiropractors

A pipeline that moves each new patient inquiry from form to booked visit, alerts staff to missed visits, and leaves your scheduler and records alone.

See Chiropractors

Fencing contractors

Website estimate booking that lands in HighLevel, follow-up rebuilt beside the old version, and reporting that shows which sources get estimates booked.

See Fencing contractors

Lawn care companies

Voice and chat intake that asks about the property and the turf, follow-up on quote requests, and a campaign for customers who stopped service.

See Lawn care companies

Painting contractors

A lead sync with your estimating software, the estimate total on every deal, and accepted jobs handed to production on their own.

See Painting contractors

Credit repair companies

An AI backup for missed calls, intake from the first form to a booked consultation, and each new lead sent on to your credit repair software.

See Credit repair companies

LendingWise integration

A Pre-Qualified deal opens its loan file in LendingWise, matched on the loan ID. Built and tested on four loan types.

See LendingWise integration

Estimate booking and follow-up

A form placed ahead of the estimate calendar, then a text and an email 15 minutes after anyone leaves without booking, repeated weekly until they do.

See Estimate booking and follow-up

HighLevel to Jobber integration

Each inquiry form becomes a Jobber contact, and a paid Jobber invoice comes back into HighLevel through Zapier.

See Jobber integration

Case-type intake

Each contact filed under one case type, an email and a text in English or Spanish at every stage, and paid consultation booking. Built and tested, not live yet.

See Case-type intake

Lead intake to signed contract

Five stages from new lead to closed, each one starting or stopping a piece of follow-up, ending in an onboarding handoff.

See Lead intake to signed contract

Intro-call booking

A 30-minute intro call that reads the advisor's Google Calendar, reached from every booking button on a site rebuilt in HighLevel.

See Intro-call booking

Advisor calendars

A calendar for each chair or advisor, 1:1 calendars beside them, and a text to the advisor's phone when a meeting on any of them is cancelled.

See Advisor calendars

Purchase tracking without pixels

Each paid order sent from a HighLevel workflow to your ad-attribution tool, so your ads learn what sold while the store pages stay free of pixels.

See Purchase tracking without pixels

Online prescription store

A store built in your own HighLevel account where each paid order waits for a provider, with your product copy placed word for word.

See Online prescription store

New patient inquiry pipeline

Each inquiry moves itself along as the person fills in a form, replies, asks for a time and gets booked, and the team hears about it at the start.

See New patient inquiry pipeline

Missed visits and reactivation

After each visit the patient moves into internal follow-up. A short or missed appointment alerts staff, and reactivation starts from the stages where it fits.

See Missed visits and reactivation

Lead follow-up

Texts and emails rebuilt as a new workflow beside the old one, with waits, a reply check before every step, opt-out handling and branded emails.

See Lead follow-up

Quote request follow-up

Quote requests that arrive with the address and turf type, a welcome message that explains the estimate, and follow-up that mixes texts, emails and calls from staff.

See Quote request follow-up

Former customer reactivation

A campaign for people who stopped service, using texts, emails, staff calls and automated calls, each planned around who may be contacted and how.

See Customer reactivation

Accepted estimate to production job

The accepted estimate sets the deal's value, a ready job moves into production on its own, and a paid invoice closes it out in Payment Complete.

See Estimate to production handoff

Estimating software sync

Leads cross to your estimating software, deals keep their value from marketing into sales, and the estimate's total price fills the opportunity.

See Estimating software sync

Seller lead screening and buy-box AI

Do Not Call and litigator records set aside first, then an AI check against your buy box, with a note for the caller on each property that fits.

See Seller lead screening

Lead intake and consultation booking

Forms that create the contact and alert your team, consultation reminders and a confirmation email, and each new lead sent on to your credit repair software.

See Lead intake and consultation booking

Guides

Read first

Adding an If/Else above existing steps

Why the steps below jump into the first branch, how to keep the old flow intact, and how to get back if it goes wrong.

Read the guide

Merge field fallbacks that don't break

Why '| default:' fails a HighLevel send, and the fallbacks that work in email and snippets.

Read the guide

Blank SMS snippets from the API

Why a HighLevel text snippet created by code arrives with no message, and how to write and check the body.

Read the guide

A 30-day nurture cadence

Seven sets over a month, the Wait steps that build them, and how a reply ends the sequence.

Read the guide

Appointment reminders and their links

When to remind, which link each reminder carries, and how to keep the calendar and a workflow from both sending.

Read the guide

Following up a no-show

Start recovery from the No-show status, keep it apart from reminders, and check why a trigger didn't enroll.

Read the guide

Who gets a 90-day reactivation

The contacts we enroll in reactivation, the ones we leave out, and the two clocks HighLevel can measure quiet by.

Read the guide

Workflows across sub-accounts

Why each location runs its own automations, and how to copy a workflow or a contact from one to another.

Read the guide

Fixing a wrong contact time zone

Find which time zone a workflow used, fix the settings behind send times, and check the contact data last.

Read the guide

Workflows and pipelines through the API

Which parts the HighLevel API can create now, the beta gate on workflows, and how to change a live workflow safely.

Read the guide

Email API gotchas

Reply threading, scheduled sends, cancelling them, and the sender name in HighLevel's conversations API.

Read the guide

Transactional email from HighLevel

Sending a single email to an existing contact through HighLevel's own email setup, from provider check to stored ids.

Read the guide

Questions

What owners ask about HighLevel workflows

How many messages should a nurture send, and how far apart?
Our standard opt-in nurture sends seven sets over 30 days. The gaps run 3, 4, 7, 7, 5 and 4 days: tight while the lead is fresh, wider in the middle, tighter at the end. Contacts quiet for 90 days move to a separate reactivation workflow.
Can you build our workflows through HighLevel's API?
Not on most accounts yet. HighLevel's changelog describes a Workflows API that creates, publishes and deletes workflows, but it is a private beta for selected sub-accounts, and the rest get a 403 error. Until yours is switched on, we build in the workflow builder.
Will people get two reminders for one appointment?
Only if two parts of HighLevel send them. Calendars have their own confirmation and reminder notifications, apart from workflows. When a workflow carries the reminders, the calendar keeps only its confirmation, and a test booking proves each message arrives once.
Why did a text go out with a blank where the name should be?
Usually the merge field had no fallback, or the field was never filled in. In our testing, HighLevel snippets rejected a default filter with a parser error, so we write the fallback as an if and else block: the first name when there is one, a plain greeting when there isn't.
Our follow-up keeps going after the lead replies. Can you stop that?
Yes. HighLevel's Stop on Response setting ends a workflow for a contact who replies to it, and we add exits for a booking, a do-not-disturb flag and a closed deal. Reminders differ: HighLevel lets an appointment-triggered workflow run again for every booking, whatever its re-entry setting says.
Have you built follow-up like this before?
Yes. For an artificial turf installer we built the follow-up for people who filled in the lead form but didn't book: a 15-minute wait, then an email and a text, repeated weekly until they book. A booking switches them to reminders, and the team gets a show or no-show alert after the slot.
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

Walk through your follow-up with Rob

Thirty minutes with your Automation tab open. Rob traces what a new lead receives today and which workflow he would build or repair first.

Book a 1:1 with Rob