GoHighLevel CRM
CRM setup guide, pipeline configuration, and automation workflows for Axle Towing lead management.
GHL Setup Checklist
8-step implementation plan — complete in order
GHL Account Setup
Pending- Create GHL account at app.gohighlevel.com
- Set up Location: 'Axle Towing & Impound'
- Add business details: address, phone, logo
- Set timezone to America/Phoenix
- Upload Axle Towing branding (logo, colors #1B2A3F and #DC2626)
Pipeline Configuration
Pending- Create pipeline: 'Property Manager Acquisition'
- Add all 8 stages (New Lead → Active Account + Lost)
- Set stage-based automation triggers
- Configure deal value tracking (estimated monthly revenue)
Custom Fields
Pending- Property Name (text)
- Property Type (dropdown: apartment/HOA/commercial/retail/industrial)
- Number of Units (number)
- Current Towing Provider (text)
- Monthly Revenue Potential (currency)
- Lead Score (number — auto-calculated)
- Contract Start/End/Renewal Date (date)
- Signage Status (dropdown: not started/ordered/installed/compliant)
- TowBook Portal Setup (checkbox)
- Authorized Contacts (long text)
Tag System (58 Tags)
Pending- Source tags: src-website-form, src-phone-call, src-referral, src-outreach-*
- Property type: type-apartment, type-hoa, type-commercial, type-retail
- Pipeline stage: stage-new-lead, stage-contacted, stage-won, stage-active
- Sequence tags: seq-new-lead-nurture, seq-re-engagement, seq-onboarding
- Priority tags: priority-hot, priority-warm, priority-cold
- Flag tags: flag-vip, flag-do-not-call, flag-referral-partner, flag-high-value
Email & SMS Templates
Pending- New lead confirmation email (from Elliott — warm and local tone)
- Day 1 SMS follow-up template
- Value nurture emails (Days 3, 7, 14)
- Final outreach email (Day 21)
- Welcome email for new accounts
- Monthly check-in email
- Google review request email + SMS
- Referral request email
Website Form Integration
In Progress- ✓ Homepage lead capture form → /api/leads endpoint
- ✓ /api/leads endpoint built with email + SMS + Supabase storage
- ✓ GHL sync library created (src/lib/ghl.ts)
- ✓ /api/leads updated to sync leads to GHL via API
- Pending: Add GHL API Key + Location ID to the website environment configuration
- Pending: Test form-to-GHL flow end-to-end
- Pending: Add UTM parameter tracking to form submissions
Phone & Call Tracking
Pending- Set up GHL phone number for call tracking (Phoenix area code)
- Configure call recording (for training + compliance)
- Set up missed call text-back automation
- Route calls: office → Elliott's cell if unanswered
- Add tracking number to website header + footer
Elliott Training & Go-Live
Pending- 60-minute training session with Elliott (recorded)
- Quick-reference card for daily CRM tasks
- Mobile app setup on Elliott's phone (GHL app)
- Test all automations with a real lead
- Go-live and monitor first 30 days
Environment Variables Required
Add these to the website environment configuration to activate GHL sync
| Variable | Where to Find | Required |
|---|---|---|
GHL_API_KEY | GHL > Settings > API Keys > Create New Key | Required |
GHL_LOCATION_ID | GHL > Settings > Business Profile > Location ID | Required |
GHL_PIPELINE_ID | GHL > CRM > Pipelines > (click pipeline) > URL contains pipeline ID | Optional |
GHL_STAGE_NEW_LEAD_ID | GHL API: GET /v1/pipelines/{pipelineId}/stages | Optional |
Sales Pipeline Stages
8 stages from new lead to active account — each with automated actions
Contact form submitted, phone inquiry, or manual entry
Auto-assign to Elliott + send confirmation email + start nurture sequence
Initial outreach made to the lead
Start 21-day follow-up sequence (email + SMS)
Site visit or discovery call booked
Send calendar invite + reminder at 24h and 1h before
Contract or quote delivered to prospect
Follow-up at day 2, 5, and 10 if no response
Discussing terms, pricing, or special conditions
Manual follow-up reminders to Elliott every 3 days
Contract signed — getting service started
Trigger onboarding checklist + welcome email sequence
Property is live and being serviced
Monthly activity report + review request at 30 days
Did not close — not interested or went with competitor
Enter 30/60/90-day re-engagement campaign
Lead Scoring Rules
Score thresholds: 0–24 = Cold | 25–49 = Warm | 50+ = Hot (triggers immediate Elliott notification)
| Signal | Points | How Detected |
|---|---|---|
| Website form submission | +20 | Form trigger on /api/leads |
| Phone call inquiry | +25 | GHL call tracking |
| Visited pricing page | +10 | Website pixel / GHL tracking |
| Downloaded guide/resource | +15 | Gated content form |
| Opened 3+ emails | +10 | GHL email engagement tracking |
| Property 200+ units | +15 | Custom field: Number of Units |
| Property 500+ units | +25 | Custom field: Number of Units |
| No current towing provider | +20 | Custom field: Current Provider |
| Referral from existing client | +30 | Tag: src-referral |
| HOA board member | +15 | Tag: role-board-member |
| Replied to email or SMS | +20 | GHL reply detection |
| Booked consultation | +30 | Calendar booking trigger |
New Lead Nurture
Trigger: Any website form submission
Thank you email + property assessment confirmation
SMS: 'Got your inquiry — when is a good time to chat?'
Value email: How Parking Enforcement Protects Property Values
Internal reminder to Elliott to call the lead
Case study email relevant to their property type
SMS follow-up: 'Still interested in parking enforcement?'
Email: What Other Phoenix Properties Are Doing
Final outreach email + move to re-engagement
Post-Onboarding (New Clients)
Trigger: Contact moved to 'Active Account' stage
Welcome email with key contacts and dispatch process
Check-in call: 'How is the first week going?'
Tips for communicating towing policy to residents
First month review call + request Google review
Referral request email
Quarterly business review
Website to GHL Integration Flow
How leads from axletowing.com flow into GoHighLevel
GHL API Key and GHL Location ID to the website environment configuration. Until then, leads are still captured via email, SMS, and our database.