{"slug":"sop-276-gohighlevel-crm-foundations","title":"GoHighLevel CRM Foundations","tags":["source:clickminded","type:sop","server:clickminded-sop","gohighlevel","crm","foundations"],"agent_summary":"SOP 276: GoHighLevel CRM Foundations This SOP covers adding/managing contacts, custom fields and tags, notes, tasks, and activity review in GoHighLevel. It helps small agencies keep CRM data clean and","trigger_phrases":["gohighlevel crm foundations","how to gohighlevel crm foundations"],"runnable":false,"markdown":"\r\nSOP 276: GoHighLevel CRM Foundations\r\n\r\nThis SOP covers adding/managing contacts, custom fields and tags, notes, tasks, and activity review in GoHighLevel. It helps small agencies keep CRM data clean and actionable without touching pipelines or automations.\r\n\r\n__Last Updated / Reviewed:__ 10/14/2025\r\n\r\n__Execution Time:__ 30-60 minutes (excluding CSV preparation)\r\n\r\n__🚀 Goal:__ Set up and run contact management in a GoHighLevel sub-account without pipelines or automations.\r\n\r\n__🤞 Ideal Outcome:__ Contacts are cleanly added/imported, deduped, tagged, and enriched with custom fields; notes and tasks are recorded; activity is visible.\r\n\r\n__🤔 Why this is important:__ Reliable contact hygiene and task capture enable small teams to execute consistently and avoid rework.\r\n\r\n__🧐 Where this is done__ GoHighLevel client sub-account.\r\n\r\n__🗓️ When this is done:__ During onboarding, list imports, and after any contact interaction.\r\n\r\n__👨 Who does this:__ Account manager or CRM operator with Contacts, Imports, Tasks, and Settings permissions.\r\n\r\n__⚠️Prerequisites or requirements: __\r\n\r\n• You need access to the client’s GoHighLevel sub-account with permissions to Contacts, Imports, Tasks, and Settings.\r\n\r\n• Download Template 149 ([web version](https://members.clickminded.com/template/149)) to use for the CSV contact import.\r\n\r\n• Refer to the SOP 272: GoHighLevel Whitelabeling & Custom Branding ([web version](https://members.clickminded.com/sop/272/)) to ensure your platform reflects correct agency branding.\r\n\r\n• Refer to the SOP 268: GoHighLevel Client Onboarding And Account Setup ([web version](https://members.clickminded.com/sop/268/)) to confirm client sub-accounts are established before applying CRM configurations.\r\n\r\n[__Click here to get the most up-to-date version of this SOP__](https://members.clickminded.com/sop/276)\r\n\r\n## Manage contacts and dedupe in Contacts\r\n\r\n### 01▸ Log in to the agency dashboard, go to \"Sub-Accounts,\" select the client account, and click \"Switch to Sub-Account\".\r\n\r\n### 02▸ From the main menu, click \"Contacts\" > click on the plus button to add a new contact.\r\n\r\n### \r\n\r\n### 03▸ Enter First name, Last name, Email, Phone, Contact Type, Time Zone, and click \"Save\".\r\n\r\n### \r\n\r\n### 04▸ After saving, look in the contact list and confirm the new contact appears with the details you entered. Use the search bar to find the contact by name, email, or phone. After searching, make sure the correct contact appears in the results with the right details.\r\n\r\n### 05▸ Next, click \"More Filter\" and set your filter criteria, e.g. Tag, Business Name, First Name, etc, and click \"Apply\" for each filter.\r\n\r\n### 06▸ After applying, click \"Save as smart list\". Then, name the smart list and click \"Save\".\r\n\r\n### \r\n\r\n### 07▸ Now, you'll see a direct filter tab next to \"All\" in your contacts list. Confirm the smart list tab appears. In this SOP, \"Business Name\" was created as a smart filter.\r\n\r\n### 08▸ Search for potential duplicates by entering the same name, email, or phone. Check the boxes and click on the merge icon.\r\n\r\n### 09▸ Click \"Merge Contacts\".\r\n\r\n### 10▸ After merging, refresh the contact list. Search again by the same name, email, or phone. Ensure only one contact entry shows in the results.\r\n\r\n\r\n## Import contacts via CSV in Contacts\r\n\r\nThis process helps you bring in a contact list from a CSV file. Imports will update existing records automatically, without creating duplicates. You can use Template 149 ([web version](https://members.clickminded.com/template/149)).\r\n\r\n### 01▸ Go to \"Contacts\" and click on the \"Import Contacts\" icon.\r\n\r\n### 02▸ Click \"Contacts\" > \"Next\".\r\n\r\n### 03▸ Next, upload your CSV contact list file and choose how to import. Click \"Next\".\r\n\r\n### 04▸ Map fields to the correct columns. For example, match email to \"Email\", phone to \"Phone\", tags to \"Tags\". Click \"Next\".\r\n\r\n### 05▸ Set your preferences, then review the import summary, tick the box \"I confirm all contacts...\" and click \"Start Bulk Import\".\r\n\r\n When setting preferences, you can:\r\n\r\n- Create a smart list for new contacts.\r\n- Add the imported contacts to an existing workflow.\r\n- Add tags.\r\n\r\nTick the boxes to set it according to your preferences. When reviewing to verify, you should see counts: green for successful rows, yellow for updates, red for errors. Errors usually show missing required fields or invalid emails. Sometimes the summary may take a few minutes to load.\r\n\r\n## Configure contact custom fields and tags in Settings\r\n\r\nHere you’ll set up custom fields (specific data points you want to track and report on) and tags (flexible labels for broad grouping) in GoHighLevel. This helps keep contact profiles both structured and easy to segment. Tags are fast for segmentation, but use custom fields for any detail you may want to filter or report on.\r\n\r\n### 01▸ Click \"Settings\" in the left menu > click \"Custom Fields\" > click \"Add Field\".\r\n\r\n### 02▸ Choose a field type: \"Text\", \"Dropdown\", \"Date\", \"Number\", or \"Checkbox\". Click \"Next\".\r\n\r\n### 03▸ Enter the field name in \"Field Name\". Assign the object to \"Contact\" and select a \"Field Group\". Set the options and click \"Save\".\r\n\r\n A confirmation message, \"Field added successfully\", should appear at the bottom of the screen.\r\n\r\n### 04▸ Confirm the new field appears in the \"Custom Fields\" list.\r\n\r\n### 05▸ Click \"Tags\" under \"Settings\" and click \"+ Add New Tag\".\r\n\r\n### 06▸ Enter the tag name in the \"Tag Name\" field. Click \"Create\".\r\n\r\n### \r\n\r\n### 07▸ Confirm the tag appears in the \"Tags\" list under \"Settings\".\r\n\r\n## Apply and bulk manage tags in Contacts\r\n\r\nTags are quick, flexible labels you can attach to contacts so you can group them into broad categories like \"lead,\" \"customer,\" or \"partner.\" Use this process to add or remove tags on a single record or in bulk across many contacts. Tags give you fast segmentation, while custom fields are better for structured data you may want to report on.\r\n\r\n### 01▸ Go to \"Contacts\" and click on a contact.\r\n\r\n### 02▸ Scroll down to \"Tags\" under \"ACTIONS\" and add or remove tags as needed.\r\n\r\n### \r\n\r\n### 03▸ Return to the \"Contacts\" list.  Confirm the tag list updates right under the \"Tags\" section.\r\n\r\n### 04▸ Select multiple contacts via checkboxes. Choose \"Add Tags\" or \"Remove Tags\" by selecting the respective icon.\r\n\r\n### 05▸ Name the action, choose the tag and click \"Add Tags\" or \"Remove Tags\".\r\n\r\n\r\n Check a few of the selected contacts in the detail view. The chosen tag should now appear (or be removed) under \"Tags.\"\r\n\r\n## Work a contact record: notes, activity, and tasks\r\n\r\nHere you’ll capture key context on a contact (through notes), check their past interactions, and add tasks for follow-up. This ensures every team member can see the full history and next steps in one place, keeping work consistent and avoiding lost details.\r\n\r\n### 01▸ Open a contact from the \"Contacts\" list.\r\n\r\n### 02▸ Go to \"Notes\" and click \"Add Note\".\r\n\r\n### \r\n\r\n### 03▸ Enter a concise description and click \"Save\".\r\n\r\n\r\n After saving, the new note appears in the \"Notes\" section under the contact record.\r\n\r\n### 04▸ Open \"Activity\" and review recent emails, SMS, calls, forms, and appointments.\r\n\r\n### \r\n\r\n### 05▸ Open \"Tasks\" and click \"Add Task\".\r\n\r\n### \r\n\r\n### 06▸ Enter the title name, the description, set a due date, assignee, and click \"Save\".\r\n\r\n\r\n Fill in all relevant fields so the task is actionable and clearly owned. Once saved, the new task appears under \"Tasks\" with the details you've just entered.\r\n\r\n## Manage tasks in the Tasks view\r\n\r\n### 01▸ Go to \"Contacts\" → \"Tasks\" and apply the \"Assignee\" filter and select your user.\r\n\r\n### 02▸ Apply the \"Due Date\" filter to set a date range.\r\n\r\n### 03▸ Mark status as \"Complete\".\r\n\r\n### 04▸ Click the pencil icon to edit and set a new due date if needed.","html":"

SOP 276: GoHighLevel CRM Foundations

\n

This SOP covers adding/managing contacts, custom fields and tags, notes, tasks, and activity review in GoHighLevel. It helps small agencies keep CRM data clean and actionable without touching pipelines or automations.

\n

Last Updated / Reviewed: 10/14/2025

\n

Execution Time: 30-60 minutes (excluding CSV preparation)

\n

🚀 Goal: Set up and run contact management in a GoHighLevel sub-account without pipelines or automations.

\n

🤞 Ideal Outcome: Contacts are cleanly added/imported, deduped, tagged, and enriched with custom fields; notes and tasks are recorded; activity is visible.

\n

🤔 Why this is important: Reliable contact hygiene and task capture enable small teams to execute consistently and avoid rework.

\n

🧐 Where this is done GoHighLevel client sub-account.

\n

🗓️ When this is done: During onboarding, list imports, and after any contact interaction.

\n

👨 Who does this: Account manager or CRM operator with Contacts, Imports, Tasks, and Settings permissions.

\n

__⚠️Prerequisites or requirements: __

\n

• You need access to the client’s GoHighLevel sub-account with permissions to Contacts, Imports, Tasks, and Settings.

\n

• Download Template 149 (web version) to use for the CSV contact import.

\n

• Refer to the SOP 272: GoHighLevel Whitelabeling & Custom Branding (web version) to ensure your platform reflects correct agency branding.

\n

• Refer to the SOP 268: GoHighLevel Client Onboarding And Account Setup (web version) to confirm client sub-accounts are established before applying CRM configurations.

\n

Click here to get the most up-to-date version of this SOP

\n

Manage contacts and dedupe in Contacts

\n

01▸ Log in to the agency dashboard, go to \"Sub-Accounts,\" select the client account, and click \"Switch to Sub-Account\".

\n

02▸ From the main menu, click \"Contacts\" > click on the plus button to add a new contact.

\n

\n

03▸ Enter First name, Last name, Email, Phone, Contact Type, Time Zone, and click \"Save\".

\n

\n

04▸ After saving, look in the contact list and confirm the new contact appears with the details you entered. Use the search bar to find the contact by name, email, or phone. After searching, make sure the correct contact appears in the results with the right details.

\n

05▸ Next, click \"More Filter\" and set your filter criteria, e.g. Tag, Business Name, First Name, etc, and click \"Apply\" for each filter.

\n

06▸ After applying, click \"Save as smart list\". Then, name the smart list and click \"Save\".

\n

\n

07▸ Now, you'll see a direct filter tab next to \"All\" in your contacts list. Confirm the smart list tab appears. In this SOP, \"Business Name\" was created as a smart filter.

\n

08▸ Search for potential duplicates by entering the same name, email, or phone. Check the boxes and click on the merge icon.

\n

09▸ Click \"Merge Contacts\".

\n

10▸ After merging, refresh the contact list. Search again by the same name, email, or phone. Ensure only one contact entry shows in the results.

\n

Import contacts via CSV in Contacts

\n

This process helps you bring in a contact list from a CSV file. Imports will update existing records automatically, without creating duplicates. You can use Template 149 (web version).

\n

01▸ Go to \"Contacts\" and click on the \"Import Contacts\" icon.

\n

02▸ Click \"Contacts\" > \"Next\".

\n

03▸ Next, upload your CSV contact list file and choose how to import. Click \"Next\".

\n

04▸ Map fields to the correct columns. For example, match email to \"Email\", phone to \"Phone\", tags to \"Tags\". Click \"Next\".

\n

05▸ Set your preferences, then review the import summary, tick the box \"I confirm all contacts...\" and click \"Start Bulk Import\".

\n

When setting preferences, you can:

\n\n

Tick the boxes to set it according to your preferences. When reviewing to verify, you should see counts: green for successful rows, yellow for updates, red for errors. Errors usually show missing required fields or invalid emails. Sometimes the summary may take a few minutes to load.

\n

Configure contact custom fields and tags in Settings

\n

Here you’ll set up custom fields (specific data points you want to track and report on) and tags (flexible labels for broad grouping) in GoHighLevel. This helps keep contact profiles both structured and easy to segment. Tags are fast for segmentation, but use custom fields for any detail you may want to filter or report on.

\n

01▸ Click \"Settings\" in the left menu > click \"Custom Fields\" > click \"Add Field\".

\n

02▸ Choose a field type: \"Text\", \"Dropdown\", \"Date\", \"Number\", or \"Checkbox\". Click \"Next\".

\n

03▸ Enter the field name in \"Field Name\". Assign the object to \"Contact\" and select a \"Field Group\". Set the options and click \"Save\".

\n

A confirmation message, \"Field added successfully\", should appear at the bottom of the screen.

\n

04▸ Confirm the new field appears in the \"Custom Fields\" list.

\n

05▸ Click \"Tags\" under \"Settings\" and click \"+ Add New Tag\".

\n

06▸ Enter the tag name in the \"Tag Name\" field. Click \"Create\".

\n

\n

07▸ Confirm the tag appears in the \"Tags\" list under \"Settings\".

\n

Apply and bulk manage tags in Contacts

\n

Tags are quick, flexible labels you can attach to contacts so you can group them into broad categories like \"lead,\" \"customer,\" or \"partner.\" Use this process to add or remove tags on a single record or in bulk across many contacts. Tags give you fast segmentation, while custom fields are better for structured data you may want to report on.

\n

01▸ Go to \"Contacts\" and click on a contact.

\n

02▸ Scroll down to \"Tags\" under \"ACTIONS\" and add or remove tags as needed.

\n

\n

03▸ Return to the \"Contacts\" list.  Confirm the tag list updates right under the \"Tags\" section.

\n

04▸ Select multiple contacts via checkboxes. Choose \"Add Tags\" or \"Remove Tags\" by selecting the respective icon.

\n

05▸ Name the action, choose the tag and click \"Add Tags\" or \"Remove Tags\".

\n

Check a few of the selected contacts in the detail view. The chosen tag should now appear (or be removed) under \"Tags.\"

\n

Work a contact record: notes, activity, and tasks

\n

Here you’ll capture key context on a contact (through notes), check their past interactions, and add tasks for follow-up. This ensures every team member can see the full history and next steps in one place, keeping work consistent and avoiding lost details.

\n

01▸ Open a contact from the \"Contacts\" list.

\n

02▸ Go to \"Notes\" and click \"Add Note\".

\n

\n

03▸ Enter a concise description and click \"Save\".

\n

After saving, the new note appears in the \"Notes\" section under the contact record.

\n

04▸ Open \"Activity\" and review recent emails, SMS, calls, forms, and appointments.

\n

\n

05▸ Open \"Tasks\" and click \"Add Task\".

\n

\n

06▸ Enter the title name, the description, set a due date, assignee, and click \"Save\".

\n

Fill in all relevant fields so the task is actionable and clearly owned. Once saved, the new task appears under \"Tasks\" with the details you've just entered.

\n

Manage tasks in the Tasks view

\n

01▸ Go to \"Contacts\" → \"Tasks\" and apply the \"Assignee\" filter and select your user.

\n

02▸ Apply the \"Due Date\" filter to set a date range.

\n

03▸ Mark status as \"Complete\".

\n

04▸ Click the pencil icon to edit and set a new due date if needed.

\n"}