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🎯 GoHighLevel snapshot · Coaches & Consultants

Coaching snapshot walkthrough

A guided tour of every pipeline, form and automation, with the actual messages your client’s customers will receive.

OverviewSetup guideWalkthroughMini-coursePDF guide ↓
1 · The big picture

How a lead flows through the system

  1. Capture: the quote form, a missed call or an imported list starts a workflow.
  2. Respond in seconds: SMS and email go out instantly and the team gets an alert.
  3. Book: the Free Discovery Call calendar confirms and reminds automatically.
  4. Close: estimates and proposals get a 13-day follow-up so nothing slips.
  5. Deliver and delight: the Customer Journey pipeline handles feedback, reviews and referrals.
  6. Reactivate: past customers come back through service-due, seasonal and niche campaigns.
  Dashboard
Dashboard
2 · Pipelines

Three pipelines, named for coaching

Sales Pipeline

Every new inquiry from first touch to signed job.

New Lead / ApplicantContactedDiscovery Call BookedDiscovery Call CompletedOffer SentEnrolledNot a Fit / DeclinedLong-Term Nurture

Customer Journey

Delivery, feedback, reviews and referrals after the sale.

OnboardingIn ProgramProgram CompletedFeedback Requested5-Star ReviewedReferral Partner

Reactivation

Turns your old list into booked work with the reactivation campaign.

Campaign SentReplied - InterestedBookedNot Interested
  Opportunities → Pipelines
Opportunities → Pipelines
3 · Forms & fields

Capture the right details the first time

01 · Request a Quote / Booking Request

Main lead form for the website, funnels, ads and QR codes. Starts workflow 01.

02 · Customer Feedback

Private 1-5 rating. Happy customers get the review link; unhappy ones trigger service recovery.

03 · Refer a Friend

Captures referrals and alerts the team to call the new lead the same day.

Coaching fields included

  • Program Interest (1:1 Coaching, Group Program, Mastermind, VIP Day, Consulting)
  • Biggest Challenge Right Now
  • Timeline to Start (Ready now, Within 30 days, Within 90 days, Just exploring)
  • Lead Source Event (Webinar, Challenge, Podcast, Social media, Referral)
  • Event Attendance (Attended live, Watched replay, Registered, did not attend)
  • Application Status (Not started, Submitted, Approved for call, Not a fit)
  • Program End Date

Plus 13 core fields: timeline, budget, preferred contact method, feedback rating, referral details and service dates.

  Sites → Forms
Sites → Forms
4 · Automations

All 21 workflows, step by step

Open any workflow to see its trigger, every step and a sample message. Each one is installed and fully written.

01 · New Lead → Speed-to-Lead + 7-Day Follow-Up

Sends a personal-feeling text and email to every new lead and nudges them for a week toward a discovery call.

Trigger

Form 01 submitted, or tag 'start lead nurture' added

Steps
  1. Tag new lead
  2. Create opportunity in Sales Pipeline → New Lead
  3. Instant SMS reply with booking link
  4. Instant email: what happens next
  5. Text + email alert to the team
  6. Day 1 SMS follow-up
  7. Day 2 email: why customers choose you
  8. Day 4 SMS: quick question
  9. Day 7 email: close the loop
  10. Move to Long-Term Nurture

Stops when the lead replies

Sample text message:
Hi first name, it's owner name from business name. Thanks for reaching out! What's the one thing you most want to change in the next 90 days? Reply here, I read these myself. Reply STOP to opt out.
02 · Missed Call → Instant Text-Back

Texts missed callers while you're in a session and offers your booking link.

Trigger

Inbound call is busy, no-answer or voicemail

Steps
  1. Text-back within seconds
  2. Create opportunity → New Lead (source: missed call)
  3. Text alert to the team

Runs every time

Sample text message:
Hi, this is business name. Sorry I missed your call! I'm likely with a client. What can I help with? Reply here, or book a discovery call anytime: booking link Reply STOP to opt out.
03 · Customer Replied → Hot Lead Alert

Notifies you when a lead replies so you can respond while they're engaged.

Trigger

Customer replies (SMS, email, chat)

Steps
  1. Tag hot lead
  2. Text the team the reply so nobody waits

Runs every time

04 · Appointment Booked → Confirm + Reminders

Confirms discovery calls and sends prep questions so calls start with clarity.

Trigger

Customer books on the calendar

Steps
  1. Tag appointment booked
  2. Move deal → Appointment Booked
  3. Confirmation SMS + email with reschedule link
  4. Team alert
  5. 24-hour reminder SMS
  6. 2-hour reminder SMS

Runs for every booking

Sample text message:
Hi first name, you're booked for your appointment type with business name on only start date at start time. Looking forward to it! Need to move it? reschedule link
05 · No-Show → Reschedule Recovery

Recovers missed discovery calls with friendly reschedule messages.

Trigger

Appointment status changes to No-show

Steps
  1. Tag no-show
  2. Sorry-we-missed-you SMS + email with booking link
  3. Team alert
  4. Day 1 rebook SMS
  5. Day 3 final SMS

Stops when they reply

Sample text message:
Hi first name, looks like we missed each other for our call today. No worries! Want to pick a new time? booking link
06 · Appointment Completed → Proposal Prep

Thanks the lead after the call and reminds you to send program details.

Trigger

Appointment status changes to Showed

Steps
  1. Move deal → Appointment Completed
  2. Thank-you SMS
  3. Team alert: send the proposal within 24 hours

Runs every time

Sample text message:
Thanks for a great conversation today, first name. As promised, I'm putting together the details on how we'd work together. Watch your inbox, and reply here with any questions.
07 · Proposal Sent → Follow-Up Sequence

Follows up on sent offers and answers common pre-enrollment questions.

Trigger

Deal moves to Proposal Sent

Steps
  1. Day 1 SMS check-in
  2. Day 3 email: questions?
  3. Day 6 SMS: hold your spot
  4. Day 13 final email
  5. Team alert if still no answer

Stops when they reply

Sample text message:
Hi first name, I just sent the details on working together to your email. Take a look, and reply here with any questions. Happy to hop on a quick call too.
08 · Deal Won → Welcome + Customer Journey

Welcomes new clients with onboarding steps and starts their client journey.

Trigger

Deal moves to Won

Steps
  1. Tag customer, remove lead tags
  2. Create Customer Journey deal → Scheduled
  3. Welcome SMS
  4. Welcome email: what happens next
  5. Team alert

Runs every time

Sample text message:
Welcome aboard, first name! I'm excited to work with you. Check your email for your onboarding steps and first session link. Save this number. You can reach me here anytime.
09 · Deal Lost → 30/60/90-Day Nurture

Stays in touch with leads who weren't ready with helpful, low-pressure messages.

Trigger

Deal moves to Lost

Steps
  1. Tag lost
  2. Day 30 check-in email
  3. Day 60 SMS
  4. Day 90 email with comeback offer
  5. Move to Long-Term Nurture

Stops when they reply

10 · Job Completed → Feedback Request

Asks graduates for feedback when they complete a program.

Trigger

Customer Journey deal moves to Completed

Steps
  1. Move → Feedback Requested
  2. Tag review requested
  3. SMS + email asking for a private rating
  4. Day 2 reminder SMS

Runs every time

Sample text message:
Hi first name, congrats on completing the program! I'd love your honest feedback on the experience. It takes about a minute: feedback link
11 · Feedback Submitted → Review Ask or Service Recovery

Sends happy clients to your review page and alerts you privately to concerns.

Trigger

Form 02 submitted

Steps
  1. If rating is 4-5: tag promoter, send Google review link, move → 5-Star Reviewed
  2. If rating is 1-3: tag detractor, apology message, urgent team alert to fix it privately

Runs every time

12 · Happy Customer → Referral Request

Asks happy clients to introduce friends who are ready for a change.

Trigger

Tag promoter added

Steps
  1. Wait 3 days
  2. Referral SMS with reward
  3. Referral email with reward

Once per contact

Sample text message:
Hi first name, I've loved working with you! Know someone who's ready to make a change like you did? Send them my way here: referral link
13 · Referral Received → Thank You + Team Alert

Thanks the referrer and alerts you to reach out to the new lead.

Trigger

Form 03 submitted

Steps
  1. Move referrer → Referral Partner
  2. Tag referral partner
  3. Thank-you SMS
  4. Team alert with the friend's name and phone

Runs every time

14 · Database Reactivation Campaign

Re-engages past leads and alumni with a strategy reset session offer.

Trigger

Tag 'start reactivation' added (bulk-tag an imported list)

Steps
  1. Create Reactivation deal → Campaign Sent
  2. SMS 1: still looking for help?
  3. Day 2 SMS: past-customer offer
  4. Day 5 email offer
  5. Day 10 last-call SMS
  6. Remove the campaign tag

Stops when they reply

Sample text message:
Hi first name, it's owner name from business name. It's been a while! How are things going with your goals? I'm offering reactivation offer. Want one? Reply YES. Reply STOP to opt out.
15 · Invoice Sent → Payment Reminders

Sends polite reminders for missed payment-plan installments.

Trigger

Invoice sent

Steps
  1. Wait 3 days
  2. Friendly SMS reminder
  3. Day 6 email reminder
  4. Day 10 team alert for a personal call

Payments workflow (16) stops it when the invoice is paid

16 · Payment Received → Thank You

Confirms payments and thanks clients for their investment.

Trigger

Payment received

Steps
  1. Tag customer, remove past-due tag
  2. Thank-you SMS
  3. Team alert

Runs every time

17 · Birthday → Gift Offer

Sends a birthday note with a bonus session offer.

Trigger

Contact's birthday (date of birth on file)

Steps
  1. Birthday SMS with gift offer
  2. Birthday email

Yearly

18 · Stale Deal Alert (7 Days No Movement)

Flags leads and offers that haven't moved so you can follow up personally.

Trigger

Sales Pipeline deal idle 7+ days

Steps
  1. Text + email alert to the team

Runs every time

19 · Service Due → Rebook Reminder

Invites clients to a progress review before their program ends to set up renewals.

Trigger

Tag 'service due' added

Steps
  1. Service-due SMS with offer
  2. Day 3 email
  3. Day 7 final SMS
  4. Remove the tag

Stops when they reply

In coaching: Program completion and renewal. Set the Program End Date field and trigger 2-4 weeks before it so every client gets a progress review that leads naturally to continuing, moving to a next-level program, or a referral ask.

Sample text message:
Hi first name, your program is wrapping up soon! Let's look at how far you've come and map out what's next. Book service due offer: booking link Reply STOP to opt out.
20 · Seasonal Promo Campaign

Runs a planning-season enrollment push for your next program round.

Trigger

Tag 'seasonal promo' added

Steps
  1. Offer SMS
  2. Day 2 email
  3. Day 5 last-call SMS
  4. Remove the tag

Stops when they reply

In coaching: A '90-day planning season' enrollment campaign for the next program round or cohort. Best run late December through January (New Year planning) and mid-August through September (back-to-business planning).

Sample text message:
Hi first name, it's business name. Planning season is here, the perfect time to set your next 90 days on purpose. We're opening seasonal offer. Want the details? Reply YES. Reply STOP to opt out.
21 · Webinar & Challenge → Application Follow-Up

Turns webinar and challenge registrants into discovery calls, with messages tailored to attendance.

Trigger

Tag 'niche campaign' added

Steps
  1. Niche SMS
  2. Day 2 email
  3. Day 5 follow-up SMS
  4. Remove the tag

Stops when they reply

In coaching: Turns webinar, masterclass, and challenge registrants into discovery calls or applications. Trigger on a registration tag or form, and branch by the Event Attendance field (attended live, watched replay, or no-show) so the message fits. Use it after every live event and on evergreen webinar funnels.

Sample text message:
Hi first name, it's owner name. Thanks for signing up for the training! If you want help applying it to your situation, book a free discovery call here: booking link Reply STOP to opt out.
  Workflow 01 · Speed-to-Lead
Workflow 01 · Speed-to-Lead
Workflow 01 in the builder
  Workflow 14 · Reactivation
Workflow 14 · Reactivation
Workflow 14 · reactivation campaign

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