GoHighLevel workflow examples worth copying

Most GoHighLevel accounts run four workflows and could reasonably run twelve. These are the ten we build into almost every kit, with the timings we actually use rather than the round numbers that look tidy in a tutorial.

Two rules apply to every one of them. Every workflow needs an exit condition, so a contact who acts stops being chased. And every wait window should be a business-hours window, unless the workflow is specifically an out-of-hours one.

1. Speed to lead, under five minutes

The single highest-return automation in any service business. A form submission triggers an SMS inside sixty seconds and an email at five minutes, then notifies the assigned user.

The number that matters is not the first message, it is the gap before a human replies. Automate the acknowledgement, then make the internal notification loud enough that somebody actually picks it up.

Exit on: reply received, or appointment booked.

2. Missed call text back

An inbound call that goes unanswered fires an SMS within thirty seconds: who you called, that you were missed, and one question that starts a conversation.

The mistake is making it a voicemail transcript announcement. It should read like the person who missed the call typed it, and it should ask something answerable in four words.

Exit on: inbound reply, or outbound call connected.

3. Appointment reminder set

Not one reminder. Three, with different jobs.

• Twenty-four hours before: confirmation plus what to bring or prepare.
• Two hours before: short, SMS only, with the address.
• Fifteen minutes before: only for video calls, with the link.

The two-hour message is the one that moves no-show rates, and it is the one most accounts skip.

Exit on: appointment cancelled or rescheduled.

4. No-show recovery

Fires ninety minutes after a missed appointment, not immediately. Immediately reads as automated and slightly cross.

One SMS offering a one-tap reschedule, then an email the next morning with two specific slots rather than a booking link. Specific times convert roughly twice as well as a calendar link, because choosing is work.

Exit on: rebooked.

5. Quote or estimate follow-up

The sequence most businesses abandon after two touches. Ours runs fourteen to twenty-one days depending on ticket size, and it varies the message type rather than repeating the same nudge:

Day 1 confirmation. Day 3 answer the objection you actually hear most. Day 7 a relevant example of similar work. Day 14 a plain question about whether it is still live. Day 21 a close-the-file message, which reliably produces more replies than any other message in the sequence.

Exit on: won, lost, or reply.

6. Review request, timed properly

Not immediately after the job. After the moment the customer knows it worked, which is a different date in every industry: three days for a home service, two weeks for a treatment plan, thirty days for a system installation.

Ask a filtering question first. Route the happy answers to a review link and the unhappy ones to a person.

Exit on: review left, or negative response routed.

7. Database reactivation

The campaign that finds money already in the account. Filter to contacts with no activity in ninety or a hundred and eighty days, exclude anyone with an open opportunity, and send something with an actual reason to reply.

Cap the send rate. A thousand-contact reactivation sent in one hour looks exactly like spam to a carrier and can put your number in trouble.

Exit on: reply, booking, or unsubscribe.

8. Membership or agreement renewal

Reads a renewal date custom field and sends at sixty, thirty and seven days. The sixty-day message is informational, the thirty-day one carries the offer, and the seven-day one is a plain reminder with a payment link.

Add a fourth branch for payment failure, because a failed card is a cancellation that nobody chose.

Exit on: renewed.

9. Onboarding for a new customer

The first thirty days decide retention in almost every recurring business. Four to six touches, spaced wider as they go: welcome and what happens next, a first check-in at day three, something useful at day ten, and a satisfaction check at day thirty.

The purpose is not information delivery, it is making the customer feel like the process is being handled.

Exit on: cancellation, or transfer to the standard nurture.

10. Internal alerts that are actually read

The workflow nobody builds. A high-value lead, a negative review response, a payment failure or a stalled opportunity should notify the right person by SMS, not by adding another email to a full inbox.

Be strict about the threshold. An alert that fires forty times a day is not an alert, it is background noise, and it trains the team to ignore the one that matters.

Where these live

All ten of these are already built, named and copy-written inside the industry kits, with the wait windows tuned to that industry rather than copied between them. That is the difference between reading a list of workflows and having them.