Each workflow defines the trigger, actions, exit conditions, required data, measurement and safety checks. Adapt the timing and copy to your business, consent rules and operating hours.
Acknowledge an unanswered call quickly and create a clear human follow-up task.
Low complexityPhone + SMSKPI: replies
Trigger
Inbound call status becomes missed or unanswered on the tracked business number.
Actions
Check contactable hours and SMS consent or applicable relationship.
Send a brief acknowledgment identifying the business.
Create an owner callback task and notify the assigned user.
If the contact replies, stop automated reminders and route to Conversations.
Exit conditions
Reply received, callback completed, opt-out, invalid number or lead marked closed.
Measure
Missed calls, messages delivered, replies, callbacks completed and qualified appointments. Do not label every reply as recovered revenue.
Safety check
Honor STOP requests, quiet hours and local messaging rules. Never imply a human has already reviewed the request.
Lead response
New web-lead acknowledgment
Confirm a form submission, assign ownership and prevent duplicate sales messages.
Low complexityForm + CRMKPI: contact rate
Trigger
Approved website form submitted with consent fields and service context.
Actions
Create or update the contact using email and phone deduplication.
Set source, service and location fields.
Send confirmation through the consented channel.
Create a timed owner task and escalation if untouched.
Exit conditions
Sales reply, appointment booked, disqualified lead, duplicate or opt-out.
Measure
Median human response time, contact rate, appointment rate and duplicate rate by source.
Safety check
Do not pass sensitive job details into notifications that are visible to unintended users.
Sales follow-up
Estimate follow-up
Maintain helpful contact after an estimate without creating an endless pressure sequence.
Medium complexityPipelineKPI: decisions
Trigger
Opportunity moves to Estimate Sent and the estimate date is present.
Actions
Wait until the next appropriate business window.
Ask whether questions or scope clarification are needed.
Create a call task for high-value estimates.
Send one final close-the-loop message, then move to long-term nurture only with consent.
Exit conditions
Reply, Won, Lost, estimate expired, opt-out or manual pause.
Measure
Decision rate, time to decision and Won value by estimate cohort. Separate automation-assisted wins from total wins.
Safety check
Do not state scarcity, deadlines or discounts unless they are genuine and documented.
Sales follow-up
Longer lead nurture
Educate undecided leads with useful proof and a clear path back to a conversation.
Medium complexityEmail firstKPI: re-engagement
Trigger
Qualified lead is not ready now and explicitly remains subscribed.
Actions
Tag by service, timeframe and objection.
Send one relevant guide or decision aid at a time.
Branch only on observable actions, not inferred personal attributes.
Create a task when the lead replies or books.
Exit conditions
Reply, booking, Won, Lost, unsubscribe or inactivity limit reached.
Measure
Replies, bookings and unsubscribes by entry cohort; avoid using opens as the primary metric.
Safety check
Use accurate sender identity and a working unsubscribe route in every marketing email.
Appointments
Appointment confirmation and reminders
Give customers the information they need and a simple way to reschedule.
Medium complexityCalendarKPI: kept rate
Trigger
New confirmed appointment with valid timezone and contact details.
Actions
Send immediate confirmation with date, time, location and reschedule link.
Send a reminder at a business-appropriate interval.
Notify the assigned team member of changes.
Stop remaining reminders when cancelled or rescheduled.
Exit conditions
Appointment completed, cancelled, rescheduled, opt-out or invalid contact route.
Measure
Confirmed, rescheduled, cancelled and completed appointments by cohort.
Safety check
Keep messages factual. Avoid exposing sensitive service details on shared devices.
Appointments
No-show recovery
Offer a respectful rebooking path after a missed appointment.
Low complexityCalendarKPI: rebook rate
Trigger
Appointment status is explicitly set to No Show by an authorized user or integration.
Actions
Wait long enough to avoid messaging someone who is merely late.
Send a neutral message acknowledging that plans change.
Include a direct rebooking link or reply option.
Create a manual task for high-value consultations.
Exit conditions
Rebooked, replied, declined, opt-out or lead closed.
Measure
No-shows, rebookings and subsequently completed appointments. Report the denominator.
Safety check
Do not shame the contact or claim a fee unless it is part of an accepted written policy.
Retention
Policy-safe review request
Ask every eligible customer for an honest review without sentiment filtering.
Medium complexityCompleted jobKPI: review rate
Trigger
Every eligible completed job under a documented rule that excludes tests, duplicates and conflicts.
Actions
Wait until an appropriate post-service time.
Send the same neutral review invitation to every eligible customer.
Offer everyone a separate support option in addition to the public review link.
Stop reminders after reply, opt-out or known review completion.
Exit conditions
Reply, review completion when reliably detectable, opt-out or reminder cap reached.
Measure
Eligible jobs, requests delivered and published reviews over comparable periods.
Safety check
Never show the public link only to satisfied customers, suppress negative feedback or offer incentives.
Retention
Seasonal customer reactivation
Reach past customers with a relevant service reminder and measurable suppression rules.
High complexitySegmentationKPI: booked jobs
Trigger
Scheduled campaign to a consented segment matched to season, geography and prior service.
Actions
Exclude active opportunities, recent complaints, opt-outs and invalid contacts.
Send a factual reminder with a clear service and response path.
Route replies to an owner and stop promotional follow-up.
Tag the campaign and preserve the original audience count.
Exit conditions
Reply, booking, active job, opt-out, invalid route or campaign end.
Measure
Delivered contacts, replies, booked jobs, completed revenue and opt-outs using the original eligible audience as denominator.
Safety check
Confirm marketing consent, sender registration and quiet-hour rules for each region.
Implementation note: These are platform-agnostic specifications expressed in GoHighLevel terms. Menu labels and available triggers can change. Test with internal contacts before publishing and maintain a manual pause control.