SOP 267: Create A Lean Baseline Snapshot In GoHighLevel For An Agency
This SOP guides you to build a lightweight, universal GoHighLevel baseline and package it as a snapshot for rapid client deployments.
Last Updated / Reviewed: 10/06/2025
Execution Time: 60–90 minutes (initial build)
🚀 Goal: Build a clean baseline sub-account and package it into a reusable GoHighLevel snapshot.
🤞 Ideal Outcome: A versioned snapshot (Lean Baseline v1) that restores a working CRM, calendar, templates, workflows, form, funnel, chat, and reputation setup in minutes.
🤔 Why this is important: Standardize client launches, cut setup time, and keep logic centralized for easy updates.
🧐 Where this is done GoHighLevel (agency and location views).
🗓️ When this is done: When creating or updating your agency’s default client baseline.
👨 Who does this: Agency ops or marketing technologist with GoHighLevel agency access.
__⚠️Prerequisites or requirements: __You need agency admin access to GoHighLevel.
Refer to the SOP 272: GoHighLevel Whitelabeling & Custom Branding (web version) to ensure your agency account is correctly branded before creating a snapshot.
Refer to the SOP 268: GoHighLevel Client Onboarding And Account Setup (web version) to confirm all necessary base elements exist in the client environment.
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Create baseline sub-account (agency view)
You’ll set up a clean GoHighLevel sub-account that becomes the foundation for your “Lean Local” snapshot. This ensures every client launch starts from the same lightweight, universal setup, which saves time and keeps logic centralized.
01▸ Sign in to GoHighLevel and switch to agency view.
02▸ Go to "Account Snapshots" and click "Create New Snapshot".
03▸ Name it "Baseline – Lean Local", select the correct sub-account, and click "Next".
04▸ Select all assets linked with the sub-account and then click "Proceed".
05▸ Confirm the snapshot name "Baseline – Lean Local" appears in the list.
Configure core CRM (pipeline, fields, values)
You’ll create the core sales pipeline and basic contact fields that every client launch will use. This lightweight setup keeps the CRM universal, while still covering the essentials — lead tracking, key service interest, and reusable values like review links that flow into workflows later.
01▸ If you are under agency view, go to "Sub-Accounts" and click "Switch to Sub-Account".
02▸ Go to "Opportunities" → "Pipelines" → "Create Pipeline" and name it as "Sales".
Tip: "Sales" is a recommended convention. You can rename it if another term fits better.
03▸ Add stages in order: New Lead, Contacted, Booked, No Show, Won, Lost, then click "Create".
These are common starter stages. Adjust them if your team uses a different language. After saving, confirm under "Pipelines" that "Sales" appears with the six stages in the right order.
04▸ Open "Settings" → "Custom Fields" → "+ Add Field".
05▸ Create a "Dropdown (Multiple)" with "Website", "Ads", "Referral", and "Other" by adding them as options. Click "Save".
06▸ Similarly, also create a dropdown "Service / Interest" with "General Inquiry", "Consultation", "Quote", and "Other", then click "Save".
07▸ Next, create "Notes" as "Multi Line" and then click "Next" > "Save".
After saving, confirm under "Custom Fields" that "Notes" appears as type long text.
08▸ Go to "Settings" → "Custom Values" → "+ Add New Custom Value" and create values: google_review_link, facebook_review_link, booking_link, business_name. Click "Create".
After creating these, confirm under "Custom Values" that all four are listed and ready to be reused in templates and workflows.
Create consultation calendar
01▸ Go to "Calendars" in "Settings" and click "+ New Calendar" → "Personal Booking".
02▸ Name the calendar "Consultation Calendar", assign team member(s), set meeting durations and booking availability. Click "Confirm".
03▸ Open "Calendars" and check that "Consultation Calendar" appears with the correct hours and slots. Copy the booking link.
04▸ Now, go to "Custom Values", create a new custom value, name it "Booking Link" and paste the link into "Value". Click "Create".
Create templates, form, funnel, chat, and reputation assets
You’ll now add basic communication templates, a contact form, a lightweight funnel, a chat widget, and default review request content. These give every client a functional starting point for email, SMS, lead capture, and reputation follow‑up, while keeping the setup lean and universal for any service business.
01▸ Go to the main dashboard and click "Marketing" → "Emails" → "Templates" → "New" and select "Email Marketing Template". Choose a template and create "Generic Intro – Email" with the standard subject and body, then "Save Template".
02▸ Next, create individual email templates with the correct names: "Appt Confirm – Email" and "Review Request – Email".
03▸ Open "Sites" → "Forms" → "Builder" → "+ Create New" and build "Basic Contact Form" with fields: Name, Email, Phone, Service/Interest, and Message.
04▸ On the same form, go to "Custom Fields" and ensure that a contact is added. Click "Save" when you're satisfied with the form you've built.
05▸ Open "Sites" → "Funnels" → "+ New Funnel" → "From templates" and choose a template to create "Lead Capture Funnel" with a Lead Capture step (form embedded) and a Thank You step linking to {{custom_values.booking_link}}, then click "Publish" when ready.
A "Lead Capture Funnel" should show two steps, and the Thank You page should include the booking link.
06▸ Open "Sites" → "Chat Widget", click "+ New" and then "Live Chat".
07▸ Click "Chat Window" to adjust the introduction message to "Hi! How can we help you today?", then click "Save".
08▸ Go to "Reputation" → "Settings" and toggle on email requests. Click "+ Create New" to set review request template bodies to match your review request email/SMS, then click "Save".
Build core automations (workflows)
You’ll create the core workflows that bring your baseline CRM to life, handling lead nurture, appointment reminders, review requests, and intake from forms or Facebook. These save time, keep actions consistent, and make snapshots easy to manage.
Once complete, your workflow dashboard should show:
1. Lead Nurture Workflow
01▸ Go to "Automations" → "Create Workflow" → "Start from scratch".
02▸ Name it "LN: Lead Nurture – Quick Start" and click "+ Add New Trigger".
03▸ Search and click on "Opportunity Changed".
04▸ Set the pipeline to "Sales" and the pipeline stage to "New Lead". Click "Save Trigger".
05▸ Next, add a new trigger, “Contact Created”, and add filters such as email or phone. To make sure it only sends if the contact has a phone number/email, click "Add filters" and enter the phone numbers/emails. Click "Save Trigger".
06▸ Once all actions are added, click "Test Workflow", add the owner contact, run the test, then click "Save".
07▸ Confirm review workflow. Check that "LN: Lead Nurture - Quick Start" is active.
08▸ Switch the workflow toggle to "Publish" so it starts running.
2. Appointment Workflow
01▸ Next, create (new) appointment workflow from scratch. Name it "APT: Confirm + Remind + Stage + Follow-up". Set trigger as "Appointment Status" = "Confirmed". Name the workflow "Consultation Calendar". Click "Save Trigger".
02▸ Add action and set the "Create or Update Opportunity" = "Sales" → "Booked". Click "Save Action".
03▸ Once the trigger and action are added, click "Test Workflow", add the owner contact, run the test, then click "Save".
04▸ Confirm review workflow. Check that "APT: Confirm + Remind + Stage + Follow-up" is active.
05▸ Switch the workflow toggle to "Publish" so it starts running.
3. Review Request Workflow
01▸ Create (new) review workflow from scratch. Name it "REV: Request Reviews on Won". Set trigger as "Pipeline Stage Changed" and add defaults: pipeline to "Sales" and pipeline stage to "Won". Click "Save Trigger".
02▸ Add two actions: "Send Review Request" to "SMS" and "Email". Click "Save Action".
03▸ Once all actions are added, click "Test Workflow", add the owner contact, run the test, then click "Save".
04▸ Confirm review workflow. Check that "REV: Request Reviews on Won" is active and includes both SMS and email actions.
05▸ Switch the workflow toggle to "Publish" so it starts running.
4. Web Form Lead Workflow
01▸ Create (new) web form lead workflow from scratch. Name it "WEB: Form → New Lead". Set trigger as "Form Submitted" (name it "Basic Contact Form").
02▸ Add web form actions. Create/update opportunity and set the pipeline to "Sales" and the pipeline stage to "New Lead" and click "Save Action".
03▸ Confirm web form workflow. You should see "WEB: Form → New Lead" as Active with the trigger tied to "Basic Contact Form".
04▸ Once added, click "Test Workflow", add the owner contact, run the test, then click "Save".
05▸ Switch the workflow toggle to "Publish" so it starts running.
5. Facebook Lead Workflow
01▸ Create a (new) Facebook lead workflow from scratch. Name it "FB: Lead Ad → New Lead". Set trigger as "Facebook Lead Form Submitted". Click "Save Trigger".
02▸ Add Facebook lead actions. Create/update opportunity and set the pipeline to "Sales" and pipeline stage to "New Lead". Click "Save Action".
03▸ Confirm Facebook lead workflow. Check "Workflows". "FB: Lead Ad → New Lead" should appear as Active. It will only run when Facebook is connected.
04▸ Once all actions are added, click "Test Workflow", add the owner contact, run the test, then click "Save".
05▸ Switch the workflow toggle to "Publish" so it starts running.
6. Missed Call Workflow
01▸ Create a (new) missed call workflow from scratch. Name it "MC-TB: Missed Call Text Back". Set trigger as "Call Status" and add filter as no-"answer". Set the "Call Direction to "Incoming". Click "Save Trigger".
02▸ Add a missed call action. Add "Send SMS" and create the message. Click "Save Action". Leave this workflow in Draft (Off) for client enablement.
03▸ Confirm missed call workflow. Open "Workflows". You should see "MC-TB: Missed Call Text Back" with the status = "Draft".
04▸ Once all actions are added, click "Test Workflow", add the owner contact, run the test, then click "Save".
05▸ Switch the workflow toggle to "Publish" so it starts running.
7. Payment Placeholder (Optional as an action)
01▸ Add payment placeholder. In the appropriate workflow, add an action to send an SMS payment link: "Stripe One Time Charge". Leave it as a placeholder.
Why Add a Payment Placeholder?
- Keeps workflow ready for upsells or invoices
- If you ever want to send clients a Stripe payment link (deposit, consultation fee, final invoice), the action is already built.
- Instead of editing a live workflow later (risking errors), you just enable the step.
- Streamlines client enablement
- If you’re building snapshots for clients, the placeholder shows them where a payment step could be plugged in.
- Clients who don’t want payments can ignore it. Those who do just drop in their Stripe link.
- Prevents disruption
- Workflows with payment actions often need testing. By adding it disabled, you don’t accidentally send a “pay now” SMS during early testing.
- Later, you just flip it on instead of rebuilding from scratch.
- Consistency in templates/snapshots
- Many agencies ship GoHighLevel snapshots with placeholders (review requests, payments, upsells).
- It makes the workflow “future-ready” without confusing new users.
When to Enable It?
- If you start charging for:
- Booking fees/consultation deposits
- Service payments via SMS/email
- Automated upsells (e.g., “Thanks for booking, secure your slot with a $50 deposit here”)
At that point, you edit the placeholder → add the real Stripe customer ID.