GoHighLevel Best Practices & Maintenance

Before you start

You need admin access to the GoHighLevel sub-account to manage pipelines, opportunities and contacts

Key steps 24 steps

1. 1 Go to "Opportunities" → "Pipelines" and click "+ Create Pipeline".
2. 2 Edit the pipeline name to “Sales – [Offer/BU]” and click "Create".
3. 3 Add and rename stages with numeric prefixes: 01 Lead In; 02 Discovery; 03 Qualified; 04 Proposal Sent; 05 Negotiation; 06 Closed Won; 07 Closed Lost.
4. 4 Confirm each stage shows the prefix and correct sequence from left to right in the "Opportunities" board view.
5. 5 Click on "Opportunities", then click the "List View" icon (it looks like three horizontal lines). This gives you a spreadsheet-style table with columns for deal name, stage, owner, amount, etc.
6. 6 Next, click "Advanced Filters" (funnel icon). Use the available options to narrow down your view. You can filter by:
7. 7 If you want to change the view, click the "Advanced Filter" button again and hit "clear all filters" or modify the conditions.
8. 8 Go to "Contacts" and click on "Columns". Tick "Name", "Created", “Email”, "Last Activity", “Phone”, and “Tags".
9. 9 Confirm that the columns are visible in the table.
10. 10 Now, click on "More Filters" and sort by “Email”. Enter the business domain, e.g. llmdecode.com. Click "Apply".
11. 11 Name the smart list as “potential duplicate” and click "Save".
12. 12 Confirm that the “potential duplicates” tap appears on the smart list.
13. 13 Select 2–3 suspected duplicates and click the "Merge" icon.
14. 14 In the merge contacts window, keep the record with the most recent activity, the correct owner, and the correct opportunity stage. Click "Merge Contact".
15. 15 After merging, search for the contact’s name or email in "Contacts". You should find only one record with the correct owner and linked opportunity.
16. 16 Go to "Opportunities" and open the "Unassigned (Weekly)" board. Select the opportunities and click "Edit".
17. 17 Set the default owner and click "Save".
18. 18 Refresh the page. Each selected opportunity now displays the chosen owner.
19. 19 Now, click "Advanced Filters", select "Last change stage date", then "Last 7 Days" (or x days you want) and click "Apply".
20. 20 Select these opportunities and move to stage "Closed Lost" for items with no stage change after 7 days.
21. 21 Now, change the filter to "Last status change date", then "Last 30 Days" (or x days you want) and click "Apply".
22. 22 Select these opportunities and move to stage "Closed Lost" for items with no status change after 30 days.
23. 23 Move opportunities to "Closed Won" only with a signed agreement/payment confirmed.
24. 24 Confirm pipeline shows zero "Unassigned" and reduced stale count.

What is inside 28 headings

The document DOC

Related resources