RoyCo Roofing 3WF + A2P Console — Lead Form · Estimate

3 active workflows · A2P-ready · sequenced by dependency

The Build

RoyCo client info + website/brand pull + exact GHL build SOP. Expand each item for the no-sweat step list · click any title to see it in the plan →

0% completeStart with Phase 1

00 · CURRENT SCOPE

RoyCo Roofing — 3 active workflows

Where in GHL: Settings + Opportunities + Sites + Automation

This console is the full no-sweat build SOP for RoyCo Roofing. It preserves the deep dropdown checklist, client details, website/brand pull, fields, tags, form, workflow steps, QA, and A2P readiness — but only 3 workflows are active now.

Build only these now, in this order: WF04 New Lead Form Follow-Up, WF02 Estimate Sent Follow-Up, WF01 Future Completed Project Review Request. WF03 Missed Call Capture is parked in Future Expansion — content preserved, not deleted.

Email-first MVP. Customer SMS/Text stays OFF until A2P 10DLC is approved. The active workflows run on email + internal alerts + tasks. WF01 review requests fire when an opportunity reaches the Project Completed stage.

Every trigger must have a filter. Form Submitted must include Form = Sales – Lead Capture Form (WF04). Pipeline Stage Changed must include BOTH Pipeline = Sales Pipeline AND Stage = Estimate Sent (WF02), or BOTH Pipeline = Sales Pipeline AND Stage = Project Completed (WF01).

Client facts to verify

Client: RoyCo Roofing
Website: roycoroof.com
Email: info@roycoroof.com
Phone: (913) 730-7663
Address: 1142 Merriam Ln, Kansas City, KS 66103
Timezone: America/Chicago (Central Time)
Current MVP: Lead form follow-up, estimate follow-up sequences, and review requests for future completed projects (WF04 · WF02 · WF01)
Future / Optional: A2P approval → activate SMS versions; WF03 missed-call capture; past-customer reactivation; deeper job/delivery pipeline

What we need from RoyCo before launch

Verified business profile details: legal/business name, address, phone, website, business hours
Business email sender + access to DNS for SPF/DKIM on roycoroof.com
GHL phone number forwarding destination — the real RoyCo line
Internal alert recipient email(s) and default opportunity owner
Website edit access or embed destination for Sales – Lead Capture Form
Owner/signature preference: “The RoyCo Roofing Team” unless RoyCo confirms a named signer
A2P documents for SMS phase: EIN/CP-575 or tax document, legal name/address, authorized representative, Privacy Policy, Terms, consent language

00b · BUILDER ORIENTATION

How to use this console while learning HighLevel

Use this before building workflows. The left side is your checklist. The right side teaches why each piece exists and gives the exact right-panel values to enter inside GHL.

You can rely on this console even if you have not finished your HighLevel module yet. Do not try to memorize GHL first. Build one numbered step at a time: click the chart node, read the screen-value card, enter the values in GHL, save, then check it off.

TriggerThe event that starts the workflow. Example: a call is missed, a form is submitted, or an opportunity enters Estimate Sent.

FilterThe guardrail that stops the workflow from firing on the wrong event. Every trigger in this console has filters.

ActionThe thing GHL does after the trigger: find an opportunity, create/update a pipeline card, send an email, create a task, add a note, or wait.

If / ElseA branch point. GHL checks a condition, then sends the contact down one path or the None path.

Why every trigger has filters

A trigger without filters is too broad. For example, Call details could fire for answered calls, outbound calls, voicemails, or unrelated calls unless you filter it. That is why WF03 uses Call status contains any of no-answer and Call direction is Incoming. Same logic for Form Submitted and Pipeline Stage Changed.

Why Find Opportunity comes before Create/Update Opportunity

Find Opportunity checks whether the person already has an open card in the Sales Pipeline. Without it, returning leads can create duplicate pipeline cards. The rule here is: find first, then update if found, create/update if not found.

How to read every workflow section

Each active workflow follows the same learning order: purpose → settings → exact GHL screen values → clickable chart → action table → QA test. If the flowchart has number 07, there must be a matching 07 card or table row with the exact GHL panel fields.

Do not improvise inside GHL

If a field label in your account looks slightly different, pause and match the closest visible GHL label. Do not add extra filters, extra waits, or extra branches unless the console tells you to. Extra logic can stop leads from entering the pipeline or can make automations silently miss people.

The mental model for RoyCo

WF04 protects web form leads. It creates/updates the pipeline, sends the first email response, and alerts the team.
WF02 protects estimates. Once RoyCo moves someone to Estimate Sent, the workflow follows up until the estimate is won, lost, or completed.
WF01 protects reputation + repeat revenue. When a job hits Project Completed it asks the homeowner for a Google review, then reminds once if none is left.
A2P protects SMS compliance. Until it is approved, customer SMS stays off and email/internal alerts carry the build.
WF03 (Future) missed-call capture is parked in Future Expansion — fully documented, not active in this build.

01b · ROYCO BRAND KIT

Royco web brand pull

Source: roycoroof.com + contact-us page source. Use this as the working brand reference for GHL emails, forms, calendars, and handoff notes.

Royco presents as a premium Kansas City roofing and exteriors company: boutique service, high craftsmanship, reliable homeowner care, and certified roofing expertise. Keep the build clean, direct, and service-forward.

Positioning: Kansas City's Premium Roofing Experts
Core Offer: Full Service Roofing & Exteriors
Tile Proof: 50+ years of tile roofing experience; hundreds of tile roofs installed in Kansas City
Service Area: Kansas City Metro, Lawrence / Topeka, Lake of the Ozarks; examples include Leawood, Mission Hills, Overland Park, Olathe, Lee's Summit, Loch Lloyd

Color Tokens

Primary Navy#131A49 · rgba(19,26,73,1)

CTA Gold#BF985A · rgba(191,152,90,1)

White#FFFFFF · clean surface / dark hero text

Black#000000 · body text in source

Typography

Heading font: Cambria from Showit-hosted cambria.woff. Source uses serif display titles around 54px desktop / 36px mobile and 34px section headings / 26px mobile.
Body font: Montserrat regular. Source uses body around 17px desktop / 14px mobile with 1.6 line height.
Buttons: Montserrat 600, uppercase, 0.1em tracking, gold button treatment on navy/white contexts.

Brand Voice + Copy Bank

Hero lineKansas City's Premium Roofing Experts

ProofOver 140 Google Reviews - 4.9 Stars. Confirm the live count before publishing new ad/email copy.

Why chooseHigher standard of service and craftsmanship, reliable personalized roofing solutions, quality and customer care.

TonePremium, certified, local, calm, direct, homeowner-first. Avoid hypey storm-chaser language.

Services to Use in Forms, Tags, and Copy

Roof Inspection / Free Inspections
Roof Repair
Roof Replacement
Hail / Storm Damage Inspection
Gutter Install & Repair
Tile Roofing: Concrete, Clay, Slate

Trust Proof + Certifications

Fully Licensed & Insured
Factory Trained & Certified Installers
Premium Roofing Solutions
Locally-owned & Operated
Emergency Services
50+ Years of Experience
Certification / association logos found in source: Ludowici, Better Business Bureau, GAF Authorized Commercial Roofing Contractor, TRI Manual Certified, Home Builders Association of Greater Kansas City, Select ShingleMaster

Official Asset Library

Asset	Use	URL / Notes
Horizontal logo, dark transparent	GHL Business Profile, email header, form header	https://static.showit.co/200/S8Mk5x9zTC5KUJRCIa4h_g/shared/royco-roofing_horizontal_dark-transparent.png
Circle light logo / favicon	Favicon, small avatar, snapshot notes	https://static.showit.co/200/b_8_r1oy3KguDYNT6P_oIA/310077/royco-roofing_circle-light.png
Share photo / OG image	Social sharing reference, hero backup	https://static.showit.co/1200/qsRlMu9FIpE6M9KVpcjLDg/310077/royco-share_photo.jpg
Hero / full-service roofing image	Landing pages, form thank-you pages	https://static.showit.co/800/eteNm0qRDQhsnm-GQmvgFQ/310077/royco-roofing-kansas-city-best-roofing-contractor-4.jpg
Tile experts image	Tile roofing service section	https://static.showit.co/800/JzyBIz4e0mzYyktO_RbzaA/shared/royco-april-42.jpg
Contact page truck image	Contact / get-estimate page reference	https://static.showit.co/800/xItG9tECDC-qw9kq63DGLQ/shared/royco-april-48.jpg
Trusted by KC background image	Project/community proof section	https://static.showit.co/800/MMlGbZV3EH9DipA2-WEzSQ/shared/royco-april-05.jpg
KC service area map graphic	Service area section	https://static.showit.co/800/3fWagGVY8SuErHCvz_AUlA/shared/kansas-city-royco-roofing.png
Project card: Mission Hills	Proof/project gallery	https://static.showit.co/400/fHcKY2NFmDjHKFMaUjVTDQ/shared/royco-april-52.jpg
Project card: Leawood	Proof/project gallery	https://static.showit.co/400/wrN64W26IJUkf86BTd3CVQ/shared/royco-april-04.jpg
Project card: Loch Lloyd	Proof/project gallery	https://static.showit.co/400/C57Ryzx0xsW62WqVdJZ2tQ/shared/royco-april-35.jpg
Project card: Lee's Summit	Proof/project gallery	https://static.showit.co/400/l7tscJ-N-vFyysLbqbA2XA/shared/royco-april-01.jpg
Gutter icon	Service list	https://static.showit.co/200/60mELJWH8TBynRHNs0jo2A/310077/gutter-icon.png
Free inspection house icon	Service list	https://static.showit.co/200/XjBdapsXqJXzuucgajv0OA/shared/house-icon.png
Roof repair icon	Service list	https://static.showit.co/200/h2azjsiYJ5V5xvkuvt5_kg/shared/roof-icon.png
Roof replacement icon	Service list	https://static.showit.co/200/_P-foGxK-wxDHoFcfV4DYg/shared/roof-replaced-icon.png
Concrete tile icon	Tile roofing section	https://static.showit.co/200/XVXk2PwT8Yk3uky_nAtKDA/shared/concrete-tile.png
Clay tile icon	Tile roofing section	https://static.showit.co/200/9U8xgJ_V1cd_bS77gpXPEg/shared/clay-tile.png
Slate tile icon	Tile roofing section	https://static.showit.co/200/1-o-YtTcuDHb_AUPCJ8FJA/shared/slate-tile.png
Ludowici logo	Certification strip	https://static.showit.co/200/VUdAOJHYaEOcdyEDumv_sw/shared/ludowici-logo.png
Better Business Bureau logo	Certification strip	https://static.showit.co/200/riZYzOIlTeTEjzGy8Ek2qQ/shared/bbb-logo.png
GAF Authorized Commercial Roofing Contractor logo	Certification strip	https://static.showit.co/200/vuZ488c8tpxJwN1BIj1L9w/shared/gaf-logo.png
TRI Manual Certified logo	Certification strip	https://static.showit.co/200/1R7Nm4zgqoQKtd12Id3ssw/shared/tri-certified-logo.png
Home Builders Association of Greater KC logo	Certification strip	https://static.showit.co/200/gBmeZMWCuWZlCJCAxXISEA/shared/home-builders-logo.png
Select ShingleMaster logo	Certification strip	https://static.showit.co/200/zeid0Dp8HnQmcMqxabk_BQ/shared/select-shingle-logo.png
Cambria webfont	Heading font source	https://static.showit.co/file/0x_-vr6c85ckC1KSFECzLg/shared/cambria.woff

Video asset referenced in source: Royco Roofing expert roofer Kansas City MP4 key IF14rb1SEZ1kbK_S3Zz3IQ/310077/royco-roofing-expert-roofer-kansas-city.mp4. Confirm direct media URL before using in GHL or ads.

Social Links Found

Facebook: https://www.facebook.com/RoyCoRoof/
Instagram: https://www.instagram.com/roycoroofing/
LinkedIn: Confirm before use. Source shows a LinkedIn-style footer icon but the href observed pointed to Instagram.
TikTok: Not found on the official site in this scan. Confirm directly with Royco before adding.

02 · SETTINGS

Account settings & the easy-to-forget pieces

Where in GHL: Settings → Business Profile / Phone Numbers / Calendars / My Staff

Business profile, timezone, phone, calendars, team, and compliance footer. Skip these and emails hit spam, alerts go nowhere, and timers fire at the wrong time.

Business Profile

Business info — name, address, phone, website (Settings → Business Profile). Address feeds the email footer.
Timezone → America/Chicago (Central Time). Set before building workflows.
Business hours — keep automated emails in working hours.
Logo — email headers + booking pages.
Enable Contact Timezone — for Wait Until time-based steps; prevents timing issues if Royco expands beyond one timezone.

Business Profile Details — Verify Before Client Handoff

Verify before launch. These details should be manually verified before client presentation. Do not label ratings, license details, address, phone, social links, or business claims as verified unless source links are attached.

Provided / research draft — verify before launch

Name: RoyCo Roofing
Website: roycoroof.com
Email: info@roycoroof.com
Phone: (913) 730-7663
Address: 1142 Merriam Ln, Kansas City, KS 66103
Hours: 24/7 Live Answering (official contact page). Confirm office hours if needed for calendars.
Owner: Confirm preferred owner/signature name with Royco before publish
Reputation: Official site says Over 140 Google Reviews - 4.9 Stars. Confirm live Google count before publishing.
Social: Facebook: https://www.facebook.com/RoyCoRoof/ · Instagram: https://www.instagram.com/roycoroofing/ · LinkedIn/TikTok: confirm

Phone & Calling

Provision a GHL number — voice only, no A2P needed for calls.
Forward to Royco's real line so calls still ring through.
Powers the WF03 Missed Call Follow-Up trigger.

Calendars

Sales – Roof Inspection Calendar · Sales – Estimate Appointment Calendar
Set availability + buffers, confirmation & reminder emails; save link as Custom Value Booking Link.

Team & Notifications

Add Royco staff as users.
Set the internal-alert recipient (where missed-call / new-lead alerts land) and the default opportunity owner.

Compliance & Deliverability

CAN-SPAM footer on every template: physical address + one-click unsubscribe.
Without it, emails land in spam and hurt the sending domain.

03 · PIPELINE

Sales Pipeline — active stages

Where in GHL: Opportunities → Pipelines

One sales pipeline that captures leads, tracks follow-up, gives estimates a clear won/lost destination, and marks finished jobs so review requests can fire. Project Completed is an active stage because moving an opportunity into it triggers WF01. Reactivation stages can be added later.

Build steps:

Go to Opportunities → Pipelines
Click Create Pipeline
Name: Sales Pipeline
Add stages in exact order: New Lead → Contacted → Estimate Sent → Project Won → Project Completed → Closed Lost
Save. Copy these names exactly into workflow filters.

Critical: Workflow filters must match the pipeline and stage names exactly. Pipeline Stage Changed triggers must include BOTH Pipeline Name and Stage Name.

New Lead — auto-created/updated by WF04 after Find Opportunity
Contacted — RoyCo manually moves after first successful conversation
Estimate Sent — RoyCo manually moves after estimate is sent; this fires WF02
Project Won — RoyCo manually moves when job is accepted/booked
Project Completed — RoyCo manually moves when the roof is finished; this fires WF01 review requests
Closed Lost — RoyCo manually moves when the lead or estimate is not proceeding

Figure — Active MVP Pipeline

Visible flowchart — Pipeline

Mermaid source (optional)

flowchart LR
ST1["New Lead"] --> ST2["Contacted"] --> ST3["Estimate Sent"]
ST3 -->|Accepted| ST4["Project Won"]
ST4 -->|Job Done| ST6["Project Completed"]
ST6 -->|Triggers WF01| ST7["Review Request"]
ST3 -->|Not Proceeding| ST5["Closed Lost"]
classDef oppStage fill:#001f3f,color:#ffffff,stroke:#001f3f,font-weight:bold;
class ST1,ST2,ST3,ST4,ST6 oppStage

04 · FOLDERS

Workflow folder structure — active build only

Where in GHL: Automation → Workflows → Folders

No orphan workflows. Only create folders needed for the 3-workflow MVP plus A2P readiness.

Sales Pipeline

Sales – New Lead Form Follow-Up Workflow – v1
Sales – Estimate Sent Follow-Up Workflow – v1

Missed Call Automation

Calls – Missed Call Capture + Alert Workflow – v1

Internal Notifications

Used inside WF03/WF04/WF02 as Send Internal Notification actions

A2P / SMS Readiness

A2P checklist lives in the console first. Build SMS workflows only after approval.
Future: Compliance – DND Opt Out Handler – v1 when SMS is turned on.

05 · NAMING

Naming convention — active build

Where in GHL: Automation → Workflows, Marketing → Emails, Sites → Forms

Use short names that tell the builder exactly what the asset does. Do not create review/reactivation assets in this first build.

Workflow: Calls – Missed Call Capture + Alert Workflow – v1
Workflow: Sales – New Lead Form Follow-Up Workflow – v1
Workflow: Sales – Estimate Sent Follow-Up Workflow – v1
Form: Sales – Lead Capture Form
Email: Email – New Lead Welcome
Email: Email – Estimate Sent Day 0
Email: Email – Estimate Follow Up Day 2
Email: Email – Estimate Follow Up Day 5
Email: Email – Estimate Follow Up Day 10

Future naming after A2P: duplicate tested workflows, add SMS actions, and save as v2. Never edit live production workflows directly.

06 · TAG TAXONOMY

Tags SOP — exact names, usage, and blockers

Where in GHL: Settings → Tags

Tags are case-sensitive. Copy-paste exact names and do not create duplicate variations.

Build steps:

Go to Settings → Tags
Click Add Tag
Copy-paste exact tag name
Save
Do not create duplicates
Tags are case-sensitive

Active pipeline + review tags: New Lead, Contacted, Estimate Sent, Project Won, Project Completed, and Closed Lost are active now. review-request-sent, review-left, and stage-project-completed are active because WF01 review requests run off the Project Completed stage. WF03 / missed-call tags remain only as Future references.

Tag Name	Required or Optional	Used In	What Breaks If Missing
lead-source-website-form	Required	WF04 source attribution	Website form leads lose source reporting
lead-source-missed-call	Future Optional	WF03 source attribution	Missed-call leads lose source reporting
lead-source-database-reactivation	Future Optional	WF05 source attribution	Reactivation contacts lose source reporting
compliance-dnd-active	Required	Workflow guards, estimate tracking, reporting	compliance-dnd-active logic/reporting breaks if referenced
sequence-estimate-follow-up-active	Required	Workflow guards, estimate tracking, reporting	sequence-estimate-follow-up-active logic/reporting breaks if referenced
sequence-estimate-follow-up-won	Required	Workflow guards, estimate tracking, reporting	sequence-estimate-follow-up-won logic/reporting breaks if referenced
sequence-estimate-follow-up-lost	Required	Workflow guards, estimate tracking, reporting	sequence-estimate-follow-up-lost logic/reporting breaks if referenced
sequence-estimate-follow-up-no-reply	Required	Workflow guards, estimate tracking, reporting	sequence-estimate-follow-up-no-reply logic/reporting breaks if referenced
stage-new-lead	Required	Workflow tagging and stage reporting	stage-new-lead segment cannot be reported cleanly
stage-contacted	Required	Workflow tagging and stage reporting	stage-contacted segment cannot be reported cleanly
stage-estimate-sent	Required	Workflow tagging and stage reporting	stage-estimate-sent segment cannot be reported cleanly
stage-project-won	Required	Workflow tagging and stage reporting	stage-project-won segment cannot be reported cleanly
stage-project-completed	Required	WF01 review request (Project Completed stage)	WF01 cannot tag/segment completed jobs
review-left	Required	WF01 Review Left? branch	WF01 cannot detect a completed review
stage-closed-lost	Required	Workflow tagging and stage reporting	stage-closed-lost segment cannot be reported cleanly
lifecycle-prospect	Required	Lifecycle segmentation and campaign targeting	lifecycle-prospect segment cannot be targeted reliably
lifecycle-active-lead	Required	Lifecycle segmentation and campaign targeting	lifecycle-active-lead segment cannot be targeted reliably
lifecycle-customer	Required	Lifecycle segmentation and campaign targeting	lifecycle-customer segment cannot be targeted reliably
lifecycle-past-customer	Required	Lifecycle segmentation and campaign targeting	lifecycle-past-customer segment cannot be targeted reliably
lifecycle-lost-opportunity	Required	Lifecycle segmentation and campaign targeting	lifecycle-lost-opportunity segment cannot be targeted reliably
event-form-submitted	Required	Workflow event audit trail	event-form-submitted cannot be audited by tag
event-missed-call	Future Optional	Workflow event audit trail	event-missed-call cannot be audited by tag
event-estimate-sent	Required	Workflow event audit trail	event-estimate-sent cannot be audited by tag
review-request-sent	Required	WF01 already-asked guard + status	WF01 can double-ask the same homeowner
event-review-reminder-sent	Required	Workflow event audit trail	event-review-reminder-sent cannot be audited by tag
event-reactivation-sent	Future Optional	Workflow event audit trail	event-reactivation-sent cannot be audited by tag
event-reactivation-reply	Future Optional	Workflow event audit trail	event-reactivation-reply cannot be audited by tag
campaign-estimate-recovery	Required	Campaign reporting	campaign-estimate-recovery performance cannot be segmented
campaign-past-customer-reactivation	Future Optional	Campaign reporting	campaign-past-customer-reactivation performance cannot be segmented
lead-source-google-business	Optional	Optional reporting/routing only if used	Nothing breaks unless a workflow or report references it
lead-source-referral	Optional	Optional reporting/routing only if used	Nothing breaks unless a workflow or report references it
lead-source-manual-add	Optional	Optional reporting/routing only if used	Nothing breaks unless a workflow or report references it
priority-urgent	Optional	Optional reporting/routing only if used	Nothing breaks unless a workflow or report references it
priority-normal	Optional	Optional reporting/routing only if used	Nothing breaks unless a workflow or report references it
priority-storm-damage	Optional	Optional reporting/routing only if used	Nothing breaks unless a workflow or report references it
routing-sales-team	Optional	Optional reporting/routing only if used	Nothing breaks unless a workflow or report references it
routing-estimator	Optional	Optional reporting/routing only if used	Nothing breaks unless a workflow or report references it
routing-owner-follow-up	Optional	Optional reporting/routing only if used	Nothing breaks unless a workflow or report references it
service-roof-repair	Optional	Optional reporting/routing only if used	Nothing breaks unless a workflow or report references it
service-roof-replacement	Optional	Optional reporting/routing only if used	Nothing breaks unless a workflow or report references it
service-storm-damage	Optional	Optional reporting/routing only if used	Nothing breaks unless a workflow or report references it
campaign-google-review-push	Optional	Optional reporting/routing only if used	Nothing breaks unless a workflow or report references it

Verification Checklist

Apply each workflow-used tag to a test contact
Confirm workflows using tags fire only when intended
Confirm no duplicate versions exist

07 · CUSTOM FIELDS

Custom fields — one row per field, in GHL screen order

Where in GHL: Settings → Custom Fields

Build each field top-to-bottom in this exact order: Field type → Object → Field name → Folder name → Description → Options → Placeholder. Contact = person data; Opportunity = job / property / estimate. Review Link is a Custom Value, not a field.

Path: Settings → Custom Fields → Add Field. Rule: Contact fields = person-level data; Opportunity fields = job / project / property / estimate / review data. Property Street Address, City, State & ZIP are Opportunity fields — they belong to the roofing job, not the person. Verify: create a test contact + test opportunity and confirm each field lands on the right object with exact dropdown options.

Field Type	Object	Field Name	Folder Name	Description	Options	Placeholder Text
Dropdown	Contact	Preferred Contact Method	Royco – Contact Profile	How the customer prefers to be contacted.	Email, Phone Call, Text, Any	— (dropdown)
Single line	Contact	Lead Source Detail	Royco – Contact Profile	Extra detail on where the lead came from, beyond the source tag.	—	e.g., Google - metal roof
Single line	Opportunity	Property Street Address	Royco – Property Details	Street address of the property needing roofing work.	—	e.g., 1142 Merriam Ln
Single line	Opportunity	Property City	Royco – Property Details	City where the project is located.	—	e.g., Kansas City
Dropdown	Opportunity	Property State	Royco – Property Details	State, for service-area filtering.	KS, MO	— (dropdown)
Single line	Opportunity	Property ZIP Code	Royco – Property Details	ZIP / postal code of the project.	—	e.g., 66103
Single line	Opportunity	Property County	Royco – Property Details	County (optional - territory / permit reporting).	—	e.g., Wyandotte
Dropdown	Opportunity	Service Interest	Royco – Roofing Job Details	Which roofing service the lead needs.	Roof Inspection, Roof Repair, Roof Replacement, Hail / Storm Damage Inspection, Gutter Install & Repair, Tile Roofing, Not Sure	— (dropdown)
Multi line	Opportunity	Roofing Issue	Royco – Roofing Job Details	The customer's description of the roofing problem.	—	e.g., Active leak over kitchen; shingles missing
Dropdown	Opportunity	Project Type	Royco – Roofing Job Details	Residential, commercial, or multi-family / HOA.	Residential, Commercial, Multi-Family/HOA	— (dropdown)
Number	Opportunity	Roof Age	Royco – Roofing Job Details	Approx. age of the current roof, in years.	—	e.g., 18
Dropdown	Opportunity	Insurance Claim Status	Royco – Roofing Job Details	Claim stage if insurance is involved.	Not Applicable, Claim Started, Claim Approved, Claim Denied, Unknown	— (dropdown)
Dropdown	Opportunity	Preferred Inspection Window	Royco – Roofing Job Details	Preferred time of day for roof inspection scheduling.	Morning, Afternoon, Evening, Flexible	— (dropdown)
Monetary	Opportunity	Estimate Amount	Royco – Estimate Tracking	Dollar value of the estimate sent.	—	e.g., 12500
Date picker	Opportunity	Estimate Sent Date	Royco – Estimate Tracking	Date the estimate was sent (drives WF02).	—	— (date picker)
Date picker	Opportunity	Inspection Date	Royco – Estimate Tracking	Scheduled roof inspection date.	—	— (date picker)
Date picker	Opportunity	Project Start Date	Royco – Project Tracking	Date the crew is scheduled to start.	—	— (date picker)
Date picker	Opportunity	Project Completed Date	Royco – Project Tracking	Active. Records when the job finished; the Project Completed stage move triggers WF01 review requests.	—	— (date picker)
Dropdown	Opportunity	Google Review Status	Royco – Review Tracking	Review request status for the completed job.	Not Requested, Requested, Reminder Sent, Review Left	— (dropdown)

Rule: Contact = person data. Opportunity = job / project / property / estimate data. Custom Value = reusable business info.

Opportunity field warning: Property ZIP Code, Street Address, City, State, County, Service Interest, Estimate Amount, Project Completed Date, and Google Review Status must be Opportunity fields because they belong to the roofing job, not the person.

Verification Checklist

Create a test contact
Create a test opportunity
Confirm Contact fields appear on Contact
Confirm Opportunity fields appear on Opportunity
Confirm dropdown options match exactly
Confirm Review Link is not created as a field

08 · CUSTOM VALUES

Custom Values — step-by-step (matches the GHL screen)

Where in GHL: Settings → Custom Values

Custom Values are account-wide reusable merge values. They are not tied to one contact or one opportunity. Use them for business info and links that repeat across emails, workflows, forms, and templates.

Path: Settings → Custom Values → Add Folder / Add Custom Value. Create the folder first, then add the values inside it.

Rules

Create the folder first.
Do not include the folder name inside the Custom Value name.
Use clean names like Business Name, not "Royco - Business Name." The folder organizes the value.
GHL auto-generates the merge key from the Name field.
After creating each value, copy the actual merge key from GHL and confirm it matches your templates.
Correct GHL merge format examples are {{custom_values.business_name}} and {{custom_values.review_link}}. Do not use the singular custom_value format.
If GHL generates a slightly different key, use the key shown inside GHL and update the templates to match.

Create these folders first

Folder: Royco - Business Info
Folder: Royco - Links
Folder: Royco - Social Links (optional)

Values to create

#	Where in GHL	Name to Type	Value to Type	Folder	Expected Merge Key	Used In	Verify Before Publish	Snapshot Action
1	Settings → Custom Values → Add Custom Value	Business Name	RoyCo Roofing	Royco - Business Info	{{custom_values.business_name}}	Email copy, signatures, templates	Send test email and confirm RoyCo Roofing displays correctly	Clear value before reusable snapshot
2	Settings → Custom Values → Add Custom Value	Business Phone	(913) 730-7663	Royco - Business Info	{{custom_values.business_phone}}	Missed call follow-up, email body, signatures	Confirm phone number with Royco	Clear value before snapshot
3	Settings → Custom Values → Add Custom Value	Business Email	info@roycoroof.com	Royco - Business Info	{{custom_values.business_email}}	Email footer, contact info, templates	Confirm sender email and domain match	Clear value before snapshot
4	Settings → Custom Values → Add Custom Value	Business Address	1142 Merriam Ln, Kansas City, KS 66103	Royco - Business Info	{{custom_values.business_address}}	CAN-SPAM footer, email footer	Confirm physical business address	Clear value before snapshot
5	Settings → Custom Values → Add Custom Value	Website URL	https://roycoroof.com	Royco - Business Info	{{custom_values.website_url}}	Email templates, footer, links	Click test link	Clear value before snapshot
6	Settings → Custom Values → Add Custom Value	Business Hours	24/7 Live Answering	Royco - Business Info	{{custom_values.business_hours}}	Email copy, customer expectations	Confirm hours with Royco	Clear value before snapshot
7	Settings → Custom Values → Add Custom Value	Service Area	Kansas City Metro, Lawrence / Topeka, Lake of the Ozarks	Royco - Business Info	{{custom_values.service_area}}	Lead qualification copy, templates	Confirm service area with Royco	Clear value before snapshot
8	Settings → Custom Values → Add Custom Value	Owner Signature Name	The RoyCo Roofing Team (confirm if Drew / Andrew should sign)	Royco - Business Info	{{custom_values.owner_signature_name}}	Email signatures, closing lines	Confirm preferred sign-off	Clear value before snapshot
9	Settings → Custom Values → Add Custom Value	Review Link	Add Royco Google review URL here	Royco - Links	{{custom_values.review_link}}	Review Request Workflow (WF01)	Click test link; opens Google review page	Clear value before snapshot
10	Settings → Custom Values → Add Custom Value	Booking Link	Add GHL calendar booking URL here	Royco - Links	{{custom_values.booking_link}}	Lead Form / Estimate Follow-Up, appointment CTAs	Click test link; opens calendar	Clear value before snapshot
11	Settings → Custom Values → Add Custom Value	Facebook URL	https://www.facebook.com/RoyCoRoof/	Royco - Social Links	{{custom_values.facebook_url}}	Email footer, future campaigns, brand links	Click test link	Clear value before reusable snapshot
12	Settings → Custom Values → Add Custom Value	Instagram URL	https://www.instagram.com/roycoroofing/	Royco - Social Links	{{custom_values.instagram_url}}	Email footer, future campaigns, brand links	Click test link	Clear value before reusable snapshot
13	Settings → Custom Values → Add Custom Value	LinkedIn URL	Confirm actual Royco LinkedIn URL before use	Royco - Social Links	{{custom_values.linkedin_url}}	Email footer, credibility links, future campaigns	Click test link	Clear value before reusable snapshot
14	Settings → Custom Values → Add Custom Value	TikTok URL	Confirm actual Royco TikTok URL before use; not found on official site in this scan	Royco - Social Links	{{custom_values.tiktok_url}}	Email footer, future campaigns, brand links	Click test link	Clear value before reusable snapshot

Launch blocker: Review Link missing = WF01 Review Request cannot launch. Booking Link missing = appointment CTAs cannot be used.

Snapshot: For reusable snapshots, keep the Custom Value names and folders, but clear the Royco-specific values before export.

Social links are optional for the Email-first MVP. Do not block launch if missing — unless the email templates use social links.

08b · LEAD FORM BUILD

Sales – Lead Capture Form

Where in GHL: Sites → Forms → Create New Form. This is the GHL form Royco needs before WF04 can be tested.

The official site currently uses a Showit contact form area. For the GHL build, create this form inside HighLevel, then embed or connect it to the website later. WF04 must filter to Form = Sales – Lead Capture Form.

Get a Roofing Estimate

Premium roofing help for Kansas City homeowners. Required fields are marked.

GHL FORM

First Name

Contact field · required

Last Name

Contact field · required

Phone

Contact field · required

Preferred Contact

Phone Call, Text, Email, Any

Service Interest

Roof Inspection, Repair, Replacement, Hail / Storm, Gutter, Tile Roofing, Not Sure

Roofing Issue

Multi-line description of leak, storm damage, roof age, timing, or insurance context

Property Street Address

Opportunity field · project address

City

Opportunity field

State

KS or MO

ZIP Code

Opportunity field

Roof Age

Number / text

Insurance Claim

Not Applicable, Started, Approved, Denied, Unknown

Inspection Window

Morning, Afternoon, Evening, Flexible

How Did You Hear About Us?

Lead Source Detail · optional

Field Build Table

#	Field Label	GHL Field / Object	Type	Required	Options / Notes
1	First Name	Contact standard	Text	Yes	Native GHL contact field
2	Last Name	Contact standard	Text	Yes	Native GHL contact field
3	Email	Contact standard	Email	Yes	Used for Email-first MVP follow-up
4	Phone	Contact standard	Phone	Yes	Required for calls and future SMS only after consent/A2P
5	Preferred Contact Method	Contact custom field	Dropdown	No	Phone Call, Text, Email, Any
6	Service Interest	Opportunity custom field	Dropdown	Yes	Roof Inspection, Roof Repair, Roof Replacement, Hail / Storm Damage Inspection, Gutter Install & Repair, Tile Roofing, Not Sure
7	Roofing Issue	Opportunity custom field	Multi line	No	Ask: “Tell us what is going on with the roof.”
8	Property Street Address	Opportunity custom field	Single line	Yes	Project address, not contact mailing address
9	Property City	Opportunity custom field	Single line	Yes	Project city
10	Property State	Opportunity custom field	Dropdown	Yes	KS, MO
11	Property ZIP Code	Opportunity custom field	Single line	Yes	Used for service-area reporting/routing
12	Roof Age	Opportunity custom field	Number	No	Approximate years old
13	Insurance Claim Status	Opportunity custom field	Dropdown	No	Not Applicable, Claim Started, Claim Approved, Claim Denied, Unknown
14	Preferred Inspection Window	Opportunity custom field	Dropdown	No	Morning, Afternoon, Evening, Flexible
15	How did you hear about us?	Lead Source Detail · Contact custom field	Single line	No	Optional free text or dropdown later
16	SMS Consent	Consent checkbox / Contact record note	Checkbox	Future SMS only	Keep present but do not activate SMS until A2P approval and consent handling are verified.

Hidden Values, Tags, and Submit Behavior

Hidden/source: Source = Website Form; Form Name = Sales – Lead Capture Form
Tags added by WF04: lead-source-website-form, event-form-submitted, stage-new-lead, lifecycle-prospect
Opportunity: Create/update in Sales Pipeline → New Lead after Find Opportunity branch
Thank-you: Show: “Thanks — RoyCo Roofing received your request and will follow up shortly.” Optional redirect to booking link only after calendar is ready.
Test: Submit one real test form; confirm Contact fields, Opportunity fields, tags, internal notification, welcome email, and WF04 enrollment logs.

SMS consent wording for Phase 2: “I agree to receive text messages from RoyCo Roofing about my roofing request. Message and data rates may apply. Reply STOP to opt out.” Do not send SMS until A2P 10DLC is approved and opt-out handling is tested.

09 · WORKFLOW SETTINGS

Workflow settings at a glance — 3 active workflows

Where in GHL: Automation → Workflows → Settings

Every workflow must show name, folder, trigger, filter, execution type, stop-on-response, re-enrollment, guards, actions, and exits.

Workflow	Trigger	Mandatory Filter	Execution	Stop on Response	Re-enroll	Folder
WF04 — New Lead Form Follow-Up	Form Submitted	Form = Sales – Lead Capture Form	Execute Once	ON	OFF	Sales Pipeline
WF02 — Estimate Sent Follow-Up	Pipeline Stage Changed	Pipeline = Sales Pipeline AND Stage = Estimate Sent	Execute Once	ON	OFF	Sales Pipeline
WF01 — Future Completed Project Review Request	Pipeline Stage Changed	Pipeline = Sales Pipeline AND Stage = Project Completed	Execute Once	ON	OFF	Reviews

Parked / Future (not active — do not build now):

Workflow	Trigger	Mandatory Filter	Execution	Stop on Response	Re-enroll	Folder
WF03 — Missed Call Capture + Alert (PARKED)	Call Details	Call status contains any of no-answer AND Call direction is Incoming	Always	ON	ON	Future / Optional

SMS lock: Do not add or publish Send SMS actions until A2P approval is confirmed, consent is captured, and opt-out handling is tested.

Find Opportunity rule: WF03 and WF04 must run Find Opportunity before creating/updating the pipeline card. In the right-side GHL panel set Action Name = Find Opportunity, Opportunity To Be Found = Most recently created opportunity, and Fields = Pipeline | Is | Sales Pipeline. Found → Update Opportunity. Not Found → Create/Update Opportunity.

WF · BUILDER ORIENTATION

How to Build Workflows in GHL

Where in GHL: Automation → Workflows

Use this before touching any workflow canvas. The left checklist tells you what to finish; each Builder Steps table tells you the exact order to build inside HighLevel.

Builder Area	Used For
1. Top Bar	Workflow name, Save, Test Workflow, Draft / Publish toggle, Settings
2. Trigger Panel	Click Add Trigger, search trigger name, select trigger, add required filters
3. Canvas	Add actions in order from top to bottom, add If/Else branches, waits, emails, tags, opportunity actions
4. Right-Side Settings Panel	Configure each trigger/action, set branch conditions, select tags, fields, pipeline, stage, email templates, waits
5. Workflow Settings	Execution Type, Stop on Response, Re-enrollment
6. Testing / Logs	Test Workflow, Enrollment History, Execution Logs

When inside GHL, always build in this order: Trigger → Filter → Workflow Settings → Guard Conditions → Main Actions → Waits → If/Else → Cleanup → Save → Test → Publish.

Confirm exact label in this GHL account before publishing when a GHL trigger/action/operator label may vary by account.

WF · SCREEN-EXACT MODE

Match the exact GHL builder screen

Use this section when the canvas does not look like the chart. The chart is the logic. These cards tell you what to click in the right-side HighLevel panel.

What your screenshot shows

Trigger panel: Choose a Workflow Trigger → Call details
Trigger name field: Workflow Trigger Name = Call Details
Filters: Call status contains any of no-answer AND Call direction is Incoming
If / else panel: Action Name → Scenario Recipe → Branches → None branch

Important translation: in the console, “no-answer + Incoming” means the exact fields you see in your account: Call status contains any of no-answer and Call direction is Incoming.

AHow to add the first If / else guard

On the canvas, click the blue + under the trigger.
Search If / else and select it.
In the right panel, set Action Name to Check Do Not Contact.
For Scenario Recipe, choose Has tag. Do not choose Build your own for this guard.
Under Branches, rename the first branch to Has DNC Tag.
Select the tag compliance-dnd-active.
Leave the None branch as the continue path.

Has DNC Tag branch
Add Remove From Workflow. This exits the contact.

None branch
Add the next real action, normally Find Opportunity or Create/Update Opportunity.

No fake “End” action: HighLevel does not need an End box. Use Remove From Workflow only when you intentionally stop the contact. If the path is complete, simply stop adding actions.

WF · IF / ELSE

How to Fill Out GHL If/Else Conditions

Where in GHL: inside any workflow → Add Action → If/Else

Action Name: The question you are checking (e.g., Check Do Not Contact)
Branch Name: The Yes/condition result (e.g., Do Not Contact)
Select: The tag, field, stage, or result being checked
Operator: Is / Equals / Contains / Has Tag / Exists (use what GHL shows)
Value: The exact tag, stage, or field value
None branch: The No path — runs when the condition is NOT met

Every If/Else must have both a Yes/condition branch and a None/else branch. Every path must continue intentionally or end cleanly.

Filled examples

Action Name	Select	Operator	Value	Yes branch	None branch
Check Do Not Contact	Contact Tag	Has Tag / Contains	compliance-dnd-active	Exit / Remove From Workflow	Continue
Opportunity Found?	Find Opportunity result	Exists / Found	—	Update Opportunity	Create Opportunity
Already In Estimate Follow Up?	Contact Tag	Has Tag / Contains	sequence-estimate-follow-up-active	Exit	Continue
Won or Closed Lost?	Opportunity Stage	Is	Project Won OR Closed Lost	Remove sequence-estimate-follow-up-active + Exit	Continue follow-up
Review Left?	Opportunity Field: Google Review Status	Is	Review Left	End	Send reminder

Confirm exact operator labels in this GHL account before publishing — GHL wording for operators can vary by account/version.

WF · FIND OPPORTUNITY

How to fill out the Find opportunity panel

Where in GHL: Inside a workflow branch → click + → search Find opportunity → right-side panel opens.

Use this exact setup every time the console says Find Opportunity. This matches the right-side GHL panel you are seeing.

Find opportunity — exact right-panel values

FORight-side panel

Panel header: Find opportunity
Action Name: Find Opportunity
Opportunity To Be Found: Most recently created opportunity
Fields · Row 1: Pipeline Is Sales Pipeline

WHEREWhere this goes

Do not add this as a second trigger at the top of the workflow.
For WF03, add it under the None branch of Check Do Not Contact.
For WF04, add it under the None branch of Check Do Not Contact.
After this step, add the branch/condition that separates Found from Not Found / None, then create/update the Sales Pipeline opportunity.

Do not click Add field unless needed. For this MVP, one field is enough: Pipeline | Is | Sales Pipeline. Extra filters can make the workflow fail to find an existing lead.

WF · OPPORTUNITY PANEL

Create / Update Opportunity panel — build it field by field

Where in GHL: Inside a workflow branch → click + → Actions → Create/Update Opportunity.

Follow the fields below from top to bottom. Each instruction matches the order shown in RoyCo's HighLevel panel and tells you exactly what to enter for WF03 or WF04.

Create / Update Opportunity — right-side panel values

HighLevel notice shown on this screen: Create/Update Opportunity is being deprecated. Existing workflows remain unaffected, but HighLevel directs new builds toward its separate Create Opportunity and Update Opportunity actions. This card mirrors the panel currently open in RoyCo's account.

OPPComplete the panel from top to bottom

Panel header: Confirm the panel header says Create opportunity.
Action Name: Click the field and type Update Existing Opportunity → New Lead on a Found branch or Create Opportunity → New Lead on a Not Found branch.
In Pipeline: Open the dropdown and select Sales Pipeline.
In Pipeline Stage: Open the dropdown and select New Lead.
Opportunity Name: Click the tag-shaped merge-field picker → select Contact > Full Name. HighLevel inserts {{contact.name}}. Type - Missed Call immediately after it for WF03. For WF04, type - Roofing Lead.
Opportunity Source: Click inside the field and type Missed Call for WF03 or Website Form for WF04.
Opportunity Value: Leave this field blank. RoyCo has not supplied a default job value.
Status: Open the dropdown. Select Open.
Add field: Do not click Add field for this RoyCo MVP. No additional opportunity field is required here.
Allow opportunity to move to any previous stage in pipeline: Keep this toggle OFF.
Allow duplicate opportunities: Keep this toggle OFF. Find Opportunity checks for an existing Sales Pipeline card first.
Save: Click Save Action after checking every value above.

Builder check: Opportunity Name is dynamic because it uses the contact's Full Name merge field. Opportunity Source is fixed text for this workflow. The tag-shaped icon is a merge-field picker, not a Contact Tag control.

Tag matching rule: whenever the console shows a green tag pill, click it to jump to the Tags section and verify that the tag exists with the exact same spelling/case before using it in a workflow.

WF 03FUTURE / PARKED

Missed Call Capture + Alert — Future Expansion (parked)

Not in the active build. WF03 is preserved here as a complete, ready-to-build reference. It is parked in Future Expansion (PHASE 8) and is not part of the active WF04 → WF02 → WF01 sequence. Build it later if RoyCo wants missed-call capture.

Where in GHL: Automation → Workflows → Missed Call Automation

Name: Calls – Missed Call Capture + Alert Workflow – v1Trigger: Call DetailsFilter: Call status contains any of no-answer AND Call direction is IncomingExecution: AlwaysStop on Response: ONRe-enroll: ON

Not a text-back yet. Until A2P is approved, this workflow captures the missed call, creates/updates the opportunity, alerts RoyCo, and creates a callback task. SMS action stays OFF.

Flowchart first: Start with this map. Click any numbered node to jump to the matching exact GHL screen-value card below.

Numbered Flowchart — WF03. Match every number to the GHL action table below.

WF03 Missed Call Capture + Alert — exact GHL canvas order

WF03 — EXACT GHL SCREEN VALUES, IN ORDER

Build rule: Every numbered canvas/action step below matches a numbered flowchart node. Click the node, then build the matching screen card. Do not skip branches; build the Yes branch and the None branch exactly where shown.

01Workflow Trigger screen — Call Details

Automation → Workflows → Missed Call Automation → Create Workflow → Start From Scratch → Add New Trigger

Choose trigger: Call details
Workflow Trigger Name: Call Details
Filter 1: Call status contains any of no-answer
Filter 2: Call direction is Incoming
Save: Click Save Trigger

This is the only trigger in WF03. Do not click Add New Trigger again inside the workflow.

02Add Action → If / else: Check Do Not Contact

Click + under the trigger → Actions → If / Else

Action Name: Check Do Not Contact
Scenario Recipe: Has tag
Branch Name: Has DNC Tag
Condition / Tag: compliance-dnd-active
None branch: Leave as the default None branch; this is where the workflow continues.

Has DNC Tag branch
This branch means the contact should not be contacted. Add Step 03 here.

None branch
This branch means no DNC tag was found. Add Step 04 here.

03Has DNC Tag branch → Remove From Workflow

Inside the Has DNC Tag branch → Click + → Actions → Remove From Workflow

Action Name: Remove From Workflow — DNC Exit
Workflow: This workflow / current workflow
After saving: Do not add more actions on this branch.

There is usually no separate End action in GHL. Removing from workflow is the clean stop for the DNC path.

04None branch → Find Opportunity

Inside the None branch after Check Do Not Contact → Click + → Actions → Find Opportunity

Action Name: Find Opportunity
Opportunity To Be Found: Most recently created opportunity
Fields: Pipeline | Is | Sales Pipeline
Save: Click Save Action

This is an action inside the None branch. Do not click Add New Trigger.

05Branch after Find Opportunity → Opportunity Found?

Directly below Find Opportunity → use the Find Opportunity result branches

Found branch: Use this path when the contact already has an opportunity in Sales Pipeline.
Not Found / None branch: Use this path when there is no matching opportunity yet.

Found / Opportunity Found
Add Step 06A here.

Not Found / None
Add Step 06B here.

06AFound branch → Create/Update Opportunity

Inside the Found / Opportunity Found branch → Click + → Actions → Create/Update Opportunity

Action Name: Click the field and type Update Existing Opportunity → New Lead.
In Pipeline: Open the dropdown and select Sales Pipeline.
In Pipeline Stage: Open the dropdown and select New Lead.
Opportunity Name: Click the tag-shaped merge-field picker → select Contact > Full Name. After {{contact.name}}, type - Missed Call.
Opportunity Source: Click inside the field and type Missed Call.
Opportunity Value: Leave this field blank. RoyCo has not supplied a default job value.
Status: Open the dropdown and select Open.
Add field: Do not click Add field for this action.
Allow opportunity to move to any previous stage in pipeline: Keep this toggle OFF.
Allow duplicate opportunities: Keep this toggle OFF.
Save: Click Save Action after checking every value above.

Use the same Create/Update Opportunity action GHL provides. This updates the existing opportunity instead of creating a duplicate card. The tag-shaped icons in the Opportunity panel are merge-field pickers, not Contact Tags.

06BNot Found branch → Create/Update Opportunity

Inside the Not Found / None branch → Click + → Actions → Create/Update Opportunity

Action Name: Click the field and type Create Opportunity → New Lead.
In Pipeline: Open the dropdown and select Sales Pipeline.
In Pipeline Stage: Open the dropdown and select New Lead.
Opportunity Name: Click the tag-shaped merge-field picker → select Contact > Full Name. After {{contact.name}}, type - Missed Call.
Opportunity Source: Click inside the field and type Missed Call.
Opportunity Value: Leave this field blank. RoyCo has not supplied a default job value.
Status: Open the dropdown and select Open.
Add field: Do not click Add field for this action.
Allow opportunity to move to any previous stage in pipeline: Keep this toggle OFF.
Allow duplicate opportunities: Keep this toggle OFF.
Save: Click Save Action after checking every value above.

This creates the pipeline card because no existing Sales Pipeline opportunity was found. The tag-shaped icons in the Opportunity panel are merge-field pickers, not Contact Tags.

07After both opportunity paths → Add Contact Tag

After 06A and after 06B, continue to the shared next action → Click + → Actions → Add Contact Tag

Action Name: Add Missed Call Tags
Tags: lead-source-missed-call event-missed-call stage-new-lead
Save: Click Save Action

If GHL canvas keeps the two branches separate, add the same tag action on both branches or reconnect both branches to the shared next step if your builder supports it.

08Send Internal Notification

Click + → Actions → Send Internal Notification

Action Name: Click the field and type Internal Alert — Missed Roofing Call.
Type of Notification: Open the dropdown and select Email.
From Name: Leave this field blank.
From Email: Leave this field blank. Leave both fields blank to use RoyCo's Default Values.
To User Type: Open the dropdown and select Particular Users. In the user selector that appears, choose RoyCo's confirmed owner/admin alert recipient.
Notify followers: Keep Contact followers OFF. Keep Opportunity followers OFF.
Cc / Bcc: Leave Cc and Bcc blank.
Subject: Click the field and type Missed roofing call — call back now. Subject is typed directly; it is not a saved asset. The tag-shaped icon beside Subject is the merge-field picker, not a Contact Tag.
Templates: Leave Select template blank. Use the custom Message below. WF03 does not require a saved email template.
Message: MISSED ROOFING CALL — CALLBACK NEEDED

Name: {{contact.name}}
Phone: {{contact.phone}}
Source: Missed Call
Pipeline: Sales Pipeline
Stage: New Lead

Open the contact and call back immediately.
Save: Click Save action.

Client-input blocker: replace “RoyCo's confirmed owner/admin alert recipient” with the exact HighLevel user before publishing. This email is the live MVP alert while customer SMS is blocked.

09Add Task

Click + → Actions → Add Task

Action Name: Create Callback Task
Task Title: Call back missed roofing lead
Assigned To: Default owner / RoyCo owner/admin
Due Date: Today / immediately
Description: Missed inbound call captured by WF03. Call back ASAP.

10Add To Notes

Click + → Actions → Add To Notes

Action Name: Log Missed Call Note
Note: Missed inbound call captured by WF03. Callback task created. SMS not sent because A2P is not approved yet.
Save: Click Save Action

11Workflow end / expected result

No more actions after Add To Notes

Do not add: Do not add Send SMS yet.
Expected result: Contact is captured, opportunity is in New Lead, RoyCo is notified, callback task exists, note is logged.
Publish rule: Test with a real missed call before publishing.

The workflow naturally ends when there are no more actions. This is normal inside GHL.

Builder Steps — build top to bottom in the GHL canvas

Step	Builder Action	What to enter / settings
1	Create Workflow	Automation → Workflows → Missed Call Automation → Create Workflow → Start From Scratch → rename to Calls – Missed Call Capture + Alert Workflow – v1
2	Trigger — Call Details	Filters: Call status contains any of no-answer AND Call direction is Incoming
3	Workflow Settings	Execution Type = Always; Stop on Response = ON; Re-enrollment = ON
4	If / Else — Check Do Not Contact	Condition: Contact Tag contains `compliance-dnd-active`. Yes → Remove From Workflow / End. None → continue.
5	Find Opportunity	Right panel: Action Name = Find Opportunity; Opportunity To Be Found = Most recently created opportunity; Fields = Pipeline \| Is \| Sales Pipeline.
6	If / Else — Opportunity Found?	Found branch → Update Opportunity. Not Found/None branch → Create/Update Opportunity.
7A	Found branch — Create/Update Opportunity	Pipeline = Sales Pipeline; Stage = New Lead; Opportunity Name = `{{contact.name}} – Missed Call`
7B	None branch — Create/Update Opportunity	Pipeline = Sales Pipeline; Stage = New Lead; Opportunity Name = `{{contact.name}} – Missed Call`
8	Add Contact Tag	`lead-source-missed-call`, `event-missed-call`, `stage-new-lead`
9	Send Internal Notification	To internal alert recipient. Subject: Missed roofing call — call back now. Body includes name, phone, source, and pipeline link.
10	Add Task	Task title: Call back missed roofing lead. Due: today/immediate. Assigned to default owner.
11	Add To Notes	Note: Missed inbound call captured by WF03. Callback task created.
12	SMS placeholder	Do NOT add/publish Send SMS until A2P approval. Add a note in workflow description: SMS Phase 2 after A2P.
13	Save → Test → Publish	Publish only after the missed-call test passes.

Why WF03 is built this way

A missed call usually gives GHL a phone number first, not a full lead record with email. Because SMS is not live until A2P approval, this workflow is not a true text-back yet. Its job is to capture the caller, avoid duplicates with Find Opportunity, put the lead in New Lead, notify RoyCo, create a callback task, and leave a note so no missed call disappears.

Assets Required: GHL phone number, call forwarding, internal alert recipient, Sales Pipeline, New Lead stage, tags
If/Else Checks: Check Do Not Contact; Opportunity Found?
Exit Conditions: DND exits; both opportunity branches continue to alert/task; SMS remains OFF
Test: Call the GHL number from another phone and hang up; confirm workflow enrollment, opportunity, tags, internal notification, task

WF03 exact GHL workflow-builder map

# on chart	Click this inside GHL	Exact value / branch
00	Create Workflow	Automation → Workflows → Folder: Missed Call Automation → Create Workflow → Start From Scratch → Name: Calls – Missed Call Capture + Alert Workflow – v1
01	Workflow Trigger = Call Details	Filters: Call status contains any of no-answer AND Call direction is Incoming. Settings: Always \| Stop on Response ON \| Re-enrollment ON.
02	If/Else	Name it: Check Do Not Contact. Condition: Contact Tag contains compliance-dnd-active.
03	Remove From Workflow	Put this on the Yes branch from step 02. This is the DNC exit.
04	Find Opportunity	Put this on the No/None branch from step 02. Right panel: Action Name = Find Opportunity; Opportunity To Be Found = Most recently created opportunity; Fields = Pipeline \| Is \| Sales Pipeline.
05	If/Else	Name it: Opportunity Found?. Found path goes to 06A. None/Not Found path goes to 06B.
06A	Create/Update Opportunity	Found branch. Pipeline = Sales Pipeline; Stage = New Lead; Opportunity Name = `{{contact.name}} – Missed Call`.
06B	Create/Update Opportunity	None/Not Found branch. Same settings as 06A. This creates the missed-call opportunity.
07	Add Contact Tag	Add: `lead-source-missed-call`, `event-missed-call`, `stage-new-lead`.
08	Send Internal Notification	Recipient = RoyCo internal alert email. Subject: Missed roofing call — call back now. Include `{{contact.name}}` and `{{contact.phone}}`.
09	Add Task	Title: Call back missed roofing lead. Due: Immediately / Today. Assigned to default owner.
10	Add To Notes	Note: Missed inbound call captured by WF03. Callback task created.
11	No action needed	The workflow naturally ends after Add To Notes. Do not add Send SMS until A2P approval.

WF 04

New Lead Form Follow-Up

Where in GHL: Automation → Workflows → Sales Pipeline

Name: Sales – New Lead Form Follow-Up Workflow – v1Trigger: Form SubmittedFilter: Form = Sales – Lead Capture FormExecution: Execute OnceStop on Response: ONRe-enroll: OFF

Flowchart first: Start with this map. Click any numbered node to jump to the matching exact GHL screen-value card below.

Numbered Flowchart — WF04. Match every number to the GHL action table below.

WF04 New Lead Form Follow-Up — exact GHL canvas order

WF04 — EXACT GHL SCREEN VALUES, IN ORDER

Build rule: Every numbered flowchart node has a matching screen card. Build from 01 to 10. Do not publish until a real test form submission creates/updates the opportunity correctly.

01Workflow Trigger screen — Form Submitted

Automation → Workflows → Sales Pipeline → Create Workflow → Start From Scratch → Add New Trigger

Choose trigger: Form Submitted
Workflow Trigger Name: Form Submitted — Sales Lead Capture
Filter: Form | Is | Sales – Lead Capture Form
Save: Click Save Trigger

This must be filtered to the exact form. Do not leave Form Submitted unfiltered.

02Add Action → If / else: Check Do Not Contact

Click + under the trigger → Actions → If / Else

Action Name: Check Do Not Contact
Scenario Recipe: Has tag
Branch Name: Has DNC Tag
Condition / Tag: compliance-dnd-active
None branch: Continue to Find Opportunity

Has DNC Tag branch
Add Step 03 here.

None branch
Add Step 04 here.

03Has DNC Tag branch → Remove From Workflow

Inside the Has DNC Tag branch → Click + → Actions → Remove From Workflow

Action Name: Remove From Workflow — DNC Exit
Workflow: This workflow / current workflow
After saving: No more actions on this branch.

04None branch → Find Opportunity

Inside the None branch → Click + → Actions → Find Opportunity

Action Name: Find Opportunity
Opportunity To Be Found: Most recently created opportunity
Fields: Pipeline | Is | Sales Pipeline
Save: Click Save Action

05Branch after Find Opportunity → Opportunity Found?

Directly below Find Opportunity → use the result branches

Found branch: Existing Sales Pipeline opportunity found.
Not Found / None branch: No Sales Pipeline opportunity found.

Found / Opportunity Found
Add Step 06A here.

Not Found / None
Add Step 06B here.

06AFound branch → Create/Update Opportunity

Inside Found branch → Click + → Actions → Create/Update Opportunity

Action Name: Click the field and type Update Existing Opportunity → New Lead.
In Pipeline: Open the dropdown and select Sales Pipeline.
In Pipeline Stage: Open the dropdown and select New Lead.
Opportunity Name: Click the tag-shaped merge-field picker → select Contact > Full Name. After {{contact.name}}, type - Roofing Lead.
Opportunity Source: Click inside the field and type Website Form.
Opportunity Value: Leave this field blank. RoyCo has not supplied a default job value.
Status: Open the dropdown and select Open.
Add field: Do not click Add field for this action.
Allow opportunity to move to any previous stage in pipeline: Keep this toggle OFF.
Allow duplicate opportunities: Keep this toggle OFF.
Save: Click Save Action after checking every value above.

06BNot Found branch → Create/Update Opportunity

Inside Not Found / None branch → Click + → Actions → Create/Update Opportunity

Action Name: Click the field and type Create Opportunity → New Lead.
In Pipeline: Open the dropdown and select Sales Pipeline.
In Pipeline Stage: Open the dropdown and select New Lead.
Opportunity Name: Click the tag-shaped merge-field picker → select Contact > Full Name. After {{contact.name}}, type - Roofing Lead.
Opportunity Source: Click inside the field and type Website Form.
Opportunity Value: Leave this field blank. RoyCo has not supplied a default job value.
Status: Open the dropdown and select Open.
Add field: Do not click Add field for this action.
Allow opportunity to move to any previous stage in pipeline: Keep this toggle OFF.
Allow duplicate opportunities: Keep this toggle OFF.
Save: Click Save Action after checking every value above.

07After both opportunity paths → Add Contact Tag

After 06A and after 06B → Click + → Actions → Add Contact Tag

Action Name: Add New Lead Tags
Tags: lead-source-website-form stage-new-lead lifecycle-prospect
Save: Click Save Action

08Send Internal Notification

Click + → Actions → Send Internal Notification

Action Name: Internal Alert — New Roofing Lead
Recipient: Internal alert recipient / RoyCo owner/admin
Subject: New roofing lead submitted form
Body: Include {{contact.name}}, {{contact.phone}}, {{contact.email}}, service requested, address, and GHL contact/opportunity link.

09Send Email

Click + → Actions → Send Email

Action Name: Send New Lead Welcome Email
From Name: RoyCo Roofing
From Email: info@roycoroof.com or verified sender
Template: Email – New Lead Welcome
Subject: We received your roofing request
Footer: CAN-SPAM footer / unsubscribe enabled

SMS is still OFF until A2P. Email is the safe MVP auto-response.

10Workflow end / expected result

No more actions after welcome email and internal alert

Expected result: Form lead becomes a contact, fields are mapped, opportunity is in New Lead, tags are added, RoyCo is notified, welcome email is sent.
Publish rule: Submit the embedded form as a test lead before publishing.

Builder Steps — build top to bottom in the GHL canvas

Step	Builder Action	What to enter / settings
1	Create Workflow	Automation → Workflows → Sales Pipeline → Create Workflow → Start From Scratch → rename to Sales – New Lead Form Follow-Up Workflow – v1
2	Trigger — Form Submitted	Filter: Form = Sales – Lead Capture Form
3	Workflow Settings	Execution Type = Execute Once; Stop on Response = ON; Re-enrollment = OFF
4	If / Else — Check Do Not Contact	Condition: Contact Tag contains `compliance-dnd-active`. Yes → Remove From Workflow / End. None → continue.
5	Find Opportunity	Right panel: Action Name = Find Opportunity; Opportunity To Be Found = Most recently created opportunity; Fields = Pipeline \| Is \| Sales Pipeline.
6	If / Else — Opportunity Found?	Found branch → Update Opportunity. Not Found/None branch → Create/Update Opportunity.
7A	Found branch — Create/Update Opportunity	Pipeline = Sales Pipeline; Stage = New Lead; Opportunity Name = `{{contact.name}} – Roofing Lead`; Opportunity Source = Website Form
7B	None branch — Create/Update Opportunity	Pipeline = Sales Pipeline; Stage = New Lead; Opportunity Name = `{{contact.name}} – Roofing Lead`; Opportunity Source = Website Form
8	Add Contact Tag	`lead-source-website-form`, `event-form-submitted`, `stage-new-lead`, `lifecycle-prospect`
9	Update Contact Field	Lead Source Detail = Website Form; Last Contacted Date = current date if available
10	Send Internal Notification	Notify internal alert recipient with name, phone, email, service interest, roofing issue, address, preferred window.
11	Send Email	Email template: Email – New Lead Welcome
12	SMS placeholder	SMS OFF until A2P approval and consent checkbox are live/tested.
13	Save → Test → Publish	Submit real test form. Publish only after form, opportunity, alert, email, and logs pass.

Why WF04 is built this way

Form leads have more complete information than missed calls, so this workflow can create/update the Sales Pipeline and send the first email response immediately. The DND check stays first so opted-out contacts are protected. Find Opportunity prevents duplicate cards if the same homeowner submits the form twice.

Assets Required: Sales – Lead Capture Form, mapped fields, Sales Pipeline, New Lead stage, tags, Email – New Lead Welcome, internal alert recipient
If/Else Checks: Check Do Not Contact; Opportunity Found?
Exit Conditions: DND exits; both opportunity branches create/update New Lead intentionally
Test: Submit the actual embedded form and confirm contact, fields, opportunity, tags, alert, email, and logs

WF04 exact GHL workflow-builder map

# on chart	Click this inside GHL	Exact value / branch
00	Create Workflow	Automation → Workflows → Folder: Sales Pipeline → Create Workflow → Start From Scratch → Name: Sales – New Lead Form Follow-Up Workflow – v1
01	Workflow Trigger = Form Submitted	Filter: Form = Sales – Lead Capture Form. Settings: Execute Once \| Stop on Response ON \| Re-enrollment OFF.
02	If/Else	Name it: Check Do Not Contact. Condition: Contact Tag contains compliance-dnd-active.
03	Remove From Workflow	Put this on the Yes branch from step 02.
04	Find Opportunity	Put this on the No/None branch from step 02. Right panel: Action Name = Find Opportunity; Opportunity To Be Found = Most recently created opportunity; Fields = Pipeline \| Is \| Sales Pipeline.
05	If/Else	Name it: Opportunity Found?. Found path goes to 06A. None/Not Found path goes to 06B.
06A	Create/Update Opportunity	Found branch. Pipeline = Sales Pipeline; Stage = New Lead; Opportunity Name = `{{contact.name}} – Roofing Lead`; Opportunity Source = Website Form.
06B	Create/Update Opportunity	None/Not Found branch. Same settings as 06A. This creates the new website lead opportunity.
07	Add Contact Tag	Add: `lead-source-website-form`, `stage-new-lead`, `lifecycle-prospect`.
08	Send Internal Notification	Recipient = RoyCo internal alert email. Subject: New roofing lead from website.
09	Send Email	Email template: Email – New Lead Welcome. From = RoyCo sender email. SMS remains OFF until A2P.
10	No action needed	The workflow naturally ends after the welcome email and internal alert.

WF 02

Estimate Sent Follow-Up

Where in GHL: Automation → Workflows → Sales Pipeline

Name: Sales – Estimate Sent Follow-Up Workflow – v1Trigger: Pipeline Stage ChangedFilter: Pipeline = Sales Pipeline AND Stage = Estimate SentExecution: Execute OnceStop on Response: ONRe-enroll: OFF

Critical: Do not use Pipeline Stage Changed without BOTH filters. Do not re-check sequence-estimate-follow-up-active after adding it, or the workflow exits itself.

Flowchart first: Start with this map. Click any numbered node to jump to the matching exact GHL screen-value card below.

Numbered Flowchart — WF02. Match every number to the GHL action table below.

WF02 Estimate Sent Follow-Up — exact GHL canvas order

WF02 — EXACT GHL SCREEN VALUES, IN ORDER

Build rule: This workflow is longer. Every numbered flowchart node has a screen card. Build it exactly in order and keep every won/lost check so the workflow stops when RoyCo moves the opportunity to Project Won or Closed Lost.

01Workflow Trigger screen — Pipeline Stage Changed

Automation → Workflows → Sales Pipeline → Create Workflow → Start From Scratch → Add New Trigger

Choose trigger: Pipeline Stage Changed
Workflow Trigger Name: Pipeline Stage Changed — Estimate Sent
Filter 1: Pipeline | Is | Sales Pipeline
Filter 2: Stage | Is | Estimate Sent
Save: Click Save Trigger

Both filters are mandatory. Without both, this can fire for the wrong pipeline or wrong stage.

02Add Action → If / else: Check Do Not Contact

Click + under the trigger → Actions → If / Else

Action Name: Check Do Not Contact
Scenario Recipe: Has tag
Branch Name: Has DNC Tag
Condition / Tag: compliance-dnd-active
None branch: Continue to Already In Follow-Up?

Has DNC Tag branch
Add Step 03 here.

None branch
Add Step 04 here.

03Has DNC Tag branch → Remove From Workflow

Inside Has DNC Tag branch → Click + → Actions → Remove From Workflow

Action Name: Remove From Workflow — DNC Exit
Workflow: This workflow / current workflow

04None branch → If / else: Already In Follow-Up?

Inside None branch after DNC check → Click + → Actions → If / Else

Action Name: Already In Estimate Follow-Up?
Scenario Recipe: Has tag
Branch Name: Already Open
Condition / Tag: sequence-estimate-follow-up-active
None branch: Continue to Add Contact Tag

Already Open branch
Add Step 05 here. This prevents duplicate estimate sequences.

None branch
Add Step 06 here. This starts the estimate chase.

05Already Open branch → Remove From Workflow

Inside Already Open branch → Click + → Actions → Remove From Workflow

Action Name: Remove From Workflow — Already In Estimate Follow-Up
Workflow: This workflow / current workflow

This is a duplicate-prevention exit. Do not send another estimate sequence if sequence-estimate-follow-up-active already exists.

06None branch → Add Contact Tag

Inside None branch after Already In Follow-Up? → Click + → Actions → Add Contact Tag

Action Name: Add Estimate Open Tag
Tag: sequence-estimate-follow-up-active

After this tag is added, do not immediately check for the same tag again or the workflow will exit itself.

07Update Contact Field

Click + → Actions → Update Contact Field

Action Name: Set Estimate Sent Date
Field: Estimate Sent Date
Value: Current date / today
Save: Click Save Action

08Send Email Day 0

Click + → Actions → Send Email

Action Name: Send Estimate Follow-Up Day 0
Template: Email – Estimate Sent Day 0
Subject: Your RoyCo Roofing estimate
Footer: CAN-SPAM footer / unsubscribe enabled

09Wait 2 Days

Click + → Actions → Wait

Action Name: Wait 2 Days
Wait Type: Wait for a specific amount of time
Duration: 2 days
Timezone: Account timezone: America/Chicago

10If / else: Won or Lost?

After Wait 2 Days → Click + → Actions → If / Else

Action Name: Check Project Won or Closed Lost — Day 2
Branch Name: Won or Lost
Condition: Opportunity Stage is Project Won OR Opportunity Stage is Closed Lost
None branch: Continue to Send Email Day 2

Won or Lost branch
Add Step 10A here.

None branch
Add Step 11 here.

10AWon or Lost branch → Remove Contact Tag

Inside Won or Lost branch → Click + → Actions → Remove Contact Tag

Action Name: Remove Estimate Open Tag — Won/Lost Day 2
Tag: sequence-estimate-follow-up-active
After saving: No more actions on this branch.

11None branch → Send Email Day 2

Inside None branch after Day 2 won/lost check → Click + → Actions → Send Email

Action Name: Send Estimate Follow-Up Day 2
Template: Email – Estimate Follow-Up Day 2
Subject: Any questions about your roofing estimate?

12Wait 3 Days

Click + → Actions → Wait

Action Name: Wait 3 Days
Wait Type: Wait for a specific amount of time
Duration: 3 days
Timezone: America/Chicago

13If / else: Won or Lost?

After Wait 3 Days → Click + → Actions → If / Else

Action Name: Check Project Won or Closed Lost — Day 5
Branch Name: Won or Lost
Condition: Opportunity Stage is Project Won OR Opportunity Stage is Closed Lost
None branch: Continue to Send Email Day 5

Won or Lost branch
Add Step 13A here.

None branch
Add Step 14 here.

13AWon or Lost branch → Remove Contact Tag

Inside Won or Lost branch → Click + → Actions → Remove Contact Tag

Action Name: Remove Estimate Open Tag — Won/Lost Day 5
Tag: sequence-estimate-follow-up-active
After saving: No more actions on this branch.

14None branch → Send Email Day 5

Inside None branch after Day 5 won/lost check → Click + → Actions → Send Email

Action Name: Send Estimate Follow-Up Day 5
Template: Email – Estimate Follow-Up Day 5
Subject: Following up on your RoyCo Roofing estimate

15Wait 5 Days

Click + → Actions → Wait

Action Name: Wait 5 Days
Wait Type: Wait for a specific amount of time
Duration: 5 days
Timezone: America/Chicago

16If / else: Won or Lost?

After Wait 5 Days → Click + → Actions → If / Else

Action Name: Check Project Won or Closed Lost — Day 10
Branch Name: Won or Lost
Condition: Opportunity Stage is Project Won OR Opportunity Stage is Closed Lost
None branch: Continue to Send Email Day 10

Won or Lost branch
Add Step 16A here.

None branch
Add Step 17 here.

16AWon or Lost branch → Remove Contact Tag

Inside Won or Lost branch → Click + → Actions → Remove Contact Tag

Action Name: Remove Estimate Open Tag — Won/Lost Day 10
Tag: sequence-estimate-follow-up-active
After saving: No more actions on this branch.

17None branch → Send Email Day 10

Inside None branch after Day 10 won/lost check → Click + → Actions → Send Email

Action Name: Send Estimate Follow-Up Day 10
Template: Email – Estimate Follow-Up Day 10
Subject: Should we keep your roofing estimate open?

18Add Task

Click + → Actions → Add Task

Action Name: Create Final Estimate Follow-Up Task
Task Title: Final follow-up on open roofing estimate
Assigned To: Default owner / RoyCo owner/admin
Due Date: Today
Description: Estimate follow-up sequence completed. Call or manually review before closing/lost.

19Remove Contact Tag

Click + → Actions → Remove Contact Tag

Action Name: Remove Estimate Open Tag — Sequence Complete
Tag: sequence-estimate-follow-up-active

20Workflow end / expected result

No more actions after final cleanup

Expected result: Estimate follow-up completed, final task created, sequence-estimate-follow-up-active removed.
Manual next step: RoyCo decides whether to move opportunity to Project Won or Closed Lost.
Publish rule: Test Project Won, Closed Lost, and no-response paths before publishing.

Builder Steps — build top to bottom in the GHL canvas

Step	Builder Action	What to enter / settings
1	Create Workflow	Automation → Workflows → Sales Pipeline → Create Workflow → Start From Scratch → rename to Sales – Estimate Sent Follow-Up Workflow – v1
2	Trigger — Pipeline Stage Changed	Filters: Pipeline = Sales Pipeline AND Stage = Estimate Sent
3	Workflow Settings	Execution Type = Execute Once; Stop on Response = ON; Re-enrollment = OFF
4	If / Else — Check Do Not Contact	Contact Tag contains `compliance-dnd-active`. Yes → Remove From Workflow / End. None → continue.
5	If / Else — Already In Estimate Follow-Up?	Contact Tag contains `sequence-estimate-follow-up-active`. Yes → End. None → continue.
6	Add Contact Tag	`event-estimate-sent`, `sequence-estimate-follow-up-active`, `stage-estimate-sent`
7	Update Contact Field	Estimate Sent Date = Current Date. Estimate Amount only if RoyCo enters amount manually.
8	Send Email	Email template: Email – Estimate Sent Day 0
9	Wait	2 days
10	If / Else — Won or Closed Lost?	Condition: Opportunity Stage is Project Won OR Closed Lost. Yes → remove sequence-estimate-follow-up-active and End. None → continue.
11	Send Email	Email template: Email – Estimate Follow Up Day 2
12	Wait	3 days
13	If / Else — Won or Closed Lost?	Yes → cleanup/end. None → Day 5.
14	Send Email	Email template: Email – Estimate Follow Up Day 5
15	Wait	5 days
16	If / Else — Won or Closed Lost?	Yes → cleanup/end. None → Day 10.
17	Send Email	Email template: Email – Estimate Follow Up Day 10
18	Add Task	Task title: Manual final call on estimate. Assigned to default owner. Due today.
19	Cleanup	Remove tag `sequence-estimate-follow-up-active`. Optional add `lifecycle-lost-opportunity` only if RoyCo marks Closed Lost manually.
20	Save → Test → Publish	Publish after Day 0 and branch cleanup tests pass.

Why WF02 is built this way

Estimate follow-up starts only when RoyCo manually moves an opportunity to Estimate Sent. That keeps the workflow tied to the real sales process. The branch checks stop follow-up if the job becomes Project Won or Closed Lost, so RoyCo does not keep chasing someone who already accepted or declined.

Assets Required: Sales Pipeline, Estimate Sent stage, Project Won stage, Closed Lost stage, estimate email templates, sequence-estimate-follow-up-active, Estimate Sent Date field
If/Else Checks: Check Do Not Contact; Already In Estimate Follow-Up?; Won or Closed Lost?
Exit Conditions: DND exits; Already Open exits; Project Won/Closed Lost remove sequence-estimate-follow-up-active and end; final cleanup removes tag
Test: Move test opportunity to Estimate Sent; confirm Day 0, tags, field update, Project Won/Closed Lost cleanup path

WF02 exact GHL workflow-builder map

# on chart	Click this inside GHL	Exact value / branch
00	Create Workflow	Automation → Workflows → Folder: Sales Pipeline → Create Workflow → Start From Scratch → Name: Sales – Estimate Sent Follow-Up Workflow – v1
01	Workflow Trigger = Pipeline Stage Changed	Filters: Pipeline = Sales Pipeline AND Stage = Estimate Sent. Settings: Execute Once \| Stop on Response ON \| Re-enrollment OFF.
02	If/Else	Name: Check Do Not Contact. Condition: Contact Tag contains compliance-dnd-active.
03	Remove From Workflow	Yes branch from 02.
04	If/Else	Name: Already In Estimate Follow-Up?. Condition: Contact Tag contains sequence-estimate-follow-up-active.
05	Remove From Workflow	Yes branch from 04. This prevents duplicate estimate chase enrollment.
06	Add Contact Tag	No/None branch from 04. Add `sequence-estimate-follow-up-active`.
07	Update Contact Field	Field = Estimate Sent Date. Value = current date / workflow enrollment date.
08	Send Email	Email template: Email – Estimate Follow-Up Day 0.
09	Wait	Wait for 2 days.
10	If/Else	Name: Won or Closed Lost?. Condition: Opportunity Status = Won OR Pipeline Stage = Closed Lost.
10A	Remove Contact Tag	Yes branch from 10. Remove `sequence-estimate-follow-up-active`, then end.
11	Send Email	No/None branch from 10. Email template: Email – Estimate Follow-Up Day 2.
12	Wait	Wait for 3 days.
13	If/Else	Name: Won or Closed Lost?. Same condition as 10.
13A	Remove Contact Tag	Yes branch from 13. Remove `sequence-estimate-follow-up-active`, then end.
14	Send Email	No/None branch from 13. Email template: Email – Estimate Follow-Up Day 5.
15	Wait	Wait for 5 days.
16	If/Else	Name: Won or Closed Lost?. Same condition as 10.
16A	Remove Contact Tag	Yes branch from 16. Remove `sequence-estimate-follow-up-active`, then end.
17	Send Email	No/None branch from 16. Email template: Email – Estimate Follow-Up Day 10.
18	Add Task	Title: Manual follow-up on estimate. Due: today. Assigned to default owner/admin.
19	Remove Contact Tag	Remove `sequence-estimate-follow-up-active`.
20	No action needed	The estimate chase ends cleanly after cleanup.

WF 01REVENUE / REPUTATION

Future Completed Project — Review Request

Where in GHL: Automation → Workflows → Reviews

Name: Reviews – Future Completed Project Review Request Workflow – v1Folder: ReviewsTrigger: Pipeline Stage ChangedFilter: Pipeline = Sales Pipeline AND Stage = Project CompletedExecution: Execute OnceStop on Response: ONRe-enroll: OFF

Launch blocker: WF01 cannot go live until the Review Link custom value holds RoyCo's real Google review URL. It is drafted with a placeholder.

Flowchart first: Start with this map. Click any numbered node to jump to the matching exact GHL screen-value card below.

Numbered Flowchart — WF01. Match every number to the GHL action table below.

WF01 Future Completed Project Review Request — exact GHL canvas order

WF01 — EXACT GHL SCREEN VALUES, IN ORDER

Build rule: Every numbered flowchart node has a matching screen card. Build from 01 to 17. Do not publish until a real test opportunity moved into Project Completed sends the review request correctly.

01Workflow Trigger screen — Pipeline Stage Changed

Automation → Workflows → Sales Pipeline → Create Workflow → Start From Scratch → Add New Trigger

Choose trigger: Pipeline Stage Changed
Workflow Trigger Name: Stage Changed — Project Completed
Filter 1: Pipeline | Is | Sales Pipeline
Filter 2: Stage | Is | Project Completed
Save: Click Save Trigger

Both filters are mandatory. An unfiltered Pipeline Stage Changed fires on every stage move and will send review asks to the wrong people.

02Add Action → If / Else: Check Do Not Contact

Click + under the trigger → Actions → If / Else

Action Name: Check Do Not Contact
Scenario Recipe: Has tag
Branch Name: Has DNC Tag
Condition / Tag: compliance-dnd-active
None branch: Continue to Already Asked check

Has DNC Tag branch
Add Step 03 here.

None branch
Add Step 04 here.

03Has DNC Tag branch → Remove From Workflow

Inside the Has DNC Tag branch → Click + → Actions → Remove From Workflow

Action Name: Remove From Workflow — DNC Exit
Workflow: This workflow / current workflow
After saving: No more actions on this branch.

04None branch → If / Else: Already Asked?

Inside the None branch → Click + → Actions → If / Else

Action Name: Already Asked?
Scenario Recipe: Has tag
Branch Name: Already Requested
Condition / Tag: review-request-sent
None branch: Continue to Wait

Already Requested branch
Add Step 05 here.

None branch
Add Step 06 here.

This guard stops a homeowner from being asked twice if the opportunity re-enters Project Completed.

05Already Requested branch → Remove From Workflow

Inside the Already Requested branch → Click + → Actions → Remove From Workflow

Action Name: Remove From Workflow — Already Asked
Workflow: This workflow / current workflow
After saving: No more actions on this branch.

06None branch → Wait

Inside the None branch → Click + → Actions → Wait

Action Name: Wait — Settle Before Asking
Wait Type: Time Delay
Duration: 2 days
Why: Give the crew time to finish cleanup before the review ask lands.

07Send Email — Review Request

Click + → Actions → Send Email

Action Name: Send Review Request Email
From Name: RoyCo Roofing
From Email: info@roycoroof.com or verified sender
Template: Email – Review Request Day 0
Subject: How did we do on your roof?
Review link: Body must include {{custom_values.review_link}}
Footer: CAN-SPAM footer / unsubscribe enabled

Launch blocker: if the Review Link custom value still holds a placeholder, the button goes nowhere. Confirm it is a real Google review URL before publishing.

08Add Contact Tag

Click + → Actions → Add Contact Tag

Action Name: Tag Review Requested
Tags: review-request-sent stage-project-completed
Save: Click Save Action

09Update Contact Field — Google Review Status

Click + → Actions → Update Contact Field

Action Name: Set Review Status = Requested
Field: Google Review Status
Value: Requested
Save: Click Save Action

10Wait

Click + → Actions → Wait

Action Name: Wait — Reminder Gap
Wait Type: Time Delay
Duration: 4 days
Why: Give the homeowner time to leave a review before any reminder.

11Add Action → If / Else: Review Left?

Click + → Actions → If / Else

Action Name: Review Left?
Scenario Recipe: Has tag
Branch Name: Review Left
Condition / Tag: review-left
None branch: Continue to Reminder

Review Left branch
Add Step 12 here.

None branch
Add Step 14 here.

RoyCo currently marks review-left manually (or via a future review integration). Until that exists, the None branch runs — that is expected.

12Review Left branch → Update Contact Field

Inside the Review Left branch → Click + → Actions → Update Contact Field

Action Name: Set Review Status = Review Left
Field: Google Review Status
Value: Review Left
Optional tag: review-left
Save: Click Save Action

13Review Left branch end — Review Captured

No more actions after the status update on this branch

Expected result: Homeowner left a review; status is recorded; no reminder is sent.

14None branch → Send Email — Review Reminder

Inside the None branch → Click + → Actions → Send Email

Action Name: Send Review Reminder Email
From Name: RoyCo Roofing
From Email: info@roycoroof.com or verified sender
Template: Email – Review Reminder Day 3
Subject: A quick favor about your new roof
Review link: Body must include {{custom_values.review_link}}
Footer: CAN-SPAM footer / unsubscribe enabled

SMS stays OFF until A2P is approved. The reminder is email only for now.

15Create Manual Task

Click + → Actions → Create Task

Action Name: Task — Personal Review Ask
Task Title: Call {{contact.name}} for a Google review
Assigned To: Default owner / RoyCo admin
Due: 2 days from now

16Update Contact Field — Google Review Status

Click + → Actions → Update Contact Field

Action Name: Set Review Status = Reminder Sent
Field: Google Review Status
Value: Reminder Sent
Save: Click Save Action

17Workflow end / expected result

No more actions after the reminder and status update

Expected result: Completed-project contact receives a review ask, then a reminder if no review, with status tracked end to end.
Publish rule: Move a real test opportunity into Project Completed and confirm the email, tags, field, and reminder branch before publishing.

Builder Steps — build top to bottom in the GHL canvas

Step	Builder Action	What to enter / settings
1	Create Workflow	Automation → Workflows → Reviews → Create Workflow → Start From Scratch → rename to Reviews – Future Completed Project Review Request Workflow – v1
2	Trigger — Pipeline Stage Changed	Filter: Pipeline = Sales Pipeline AND Stage = Project Completed
3	Workflow Settings	Execution Type = Execute Once; Stop on Response = ON; Re-enrollment = OFF
4	If / Else — Check Do Not Contact	Condition: Contact Tag contains `compliance-dnd-active`. Yes → Remove From Workflow. None → continue.
5	If / Else — Already Asked?	Condition: Contact Tag contains `review-request-sent`. Yes → Remove From Workflow. None → continue.
6	Wait	2 days.
7	Send Email	Template: Email – Review Request Day 0; body must contain `{{custom_values.review_link}}`.
8	Add Contact Tag	`review-request-sent`, `stage-project-completed`
9	Update Contact Field	Google Review Status = Requested
10	Wait	4 days.
11	If / Else — Review Left?	Condition: Contact Tag contains `review-left`. Yes → status update + end. None → reminder.
12	Update Contact Field (Yes)	Google Review Status = Review Left; optional `review-left` tag.
13	Send Email (None)	Template: Email – Review Reminder Day 3; include `{{custom_values.review_link}}`.
14	Create Task	Call {{contact.name}} for a Google review; assign default owner.
15	Update Contact Field	Google Review Status = Reminder Sent
16	SMS placeholder	SMS OFF until A2P approval.
17	Save → Test → Publish	Move a real test opportunity into Project Completed. Publish only after email, tags, field, and reminder branch pass.

Why WF01 is built this way

Reviews are the cheapest lead-gen RoyCo has — social proof that compounds. The 2-day settle delay keeps the ask from landing before the job feels finished, the Already-Asked guard protects the relationship from double-asks, and the reminder branch recovers the homeowners who meant to leave a review but forgot. Email-only until A2P keeps it compliant. This is why Project Completed was promoted to an active stage.

Assets Required: Sales Pipeline, Project Completed stage, Review Link custom value (real Google URL), Google Review Status field, Email – Review Request Day 0, Email – Review Reminder Day 3, tags review-request-sent / review-left
If/Else Checks: Check Do Not Contact; Already Asked?; Review Left?
Exit Conditions: DND exits; already-asked exits; Review Left branch ends after status update; reminder branch ends after reminder + status
Test: Move a real test opportunity into Project Completed and confirm wait, email, link, tags, field, reminder branch, and logs

WF01 exact GHL workflow-builder map

# on chart	Click this inside GHL	Exact value / branch
00	Create Workflow	Automation → Workflows → Folder: Reviews → Create Workflow → Start From Scratch → Name: Reviews – Future Completed Project Review Request Workflow – v1
01	Workflow Trigger = Pipeline Stage Changed	Filter: Pipeline = Sales Pipeline AND Stage = Project Completed. Settings: Execute Once \| Stop on Response ON \| Re-enrollment OFF.
02	If/Else	Name it: Check Do Not Contact. Condition: Contact Tag contains compliance-dnd-active.
03	Remove From Workflow	Put this on the Yes branch from step 02.
04	If/Else	Name it: Already Asked?. Condition: Contact Tag contains review-request-sent. None path continues.
05	Remove From Workflow	Put this on the Yes branch from step 04.
06	Wait	2 days on the None branch.
07	Send Email	Template: Email – Review Request Day 0. Body merge `{custom_values.review_link}`.
08	Add Contact Tag	Add: `review-request-sent`, `stage-project-completed`.
09	Update Contact Field	Google Review Status = Requested.
10	Wait	4 days.
11	If/Else	Name it: Review Left?. Condition: Contact Tag contains review-left. Yes → 12. None → 14.
12	Update Contact Field	Review Left branch. Google Review Status = Review Left.
13	No action needed	Review Left branch ends after the status update.
14	Send Email	None branch. Template: Email – Review Reminder Day 3. SMS remains OFF until A2P.
15	Create Task	Call {contact.name} for a Google review; assign default owner.
16	Update Contact Field	Google Review Status = Reminder Sent.
17	No action needed	The workflow naturally ends after the reminder and status update.

10 · A2P 10DLC

A2P checklist — inside the console

Where in GHL: Settings → Phone Numbers / Trust Center / A2P Registration

This is the SMS readiness checklist. It is included now so the future SMS version can launch without guessing, but it does not block the email-first MVP.

Do not publish Send SMS actions until approved. US business SMS from a 10DLC number requires A2P 10DLC registration. The campaign use case, opt-in explanation, opt-in message, sample messages, and website consent language must match.

Phase A — gather legal/business data

Confirm RoyCo legal business name exactly as on tax/EIN records
Collect EIN and CP-575 / 147C / W9 or equivalent tax document
Confirm legal address exactly matches registration documents
Collect authorized representative name, title, phone, email, and address
Confirm website is live over HTTPS and business name is present

Phase B — website compliance

Publish or verify Privacy Policy page
Publish or verify Terms & Conditions page
Add SMS consent checkbox to forms before SMS launch
Checkbox must not be pre-checked
Consent language must say what messages they receive and include message/data rates + STOP opt-out
Form must not bury SMS consent inside generic marketing language

RoyCo SMS consent copy

I agree to receive text messages from RoyCo Roofing about my roofing request, inspection, estimate, or follow-up. Message and data rates may apply. Message frequency varies. Reply STOP to opt out.

Phase C — GHL registration

Go to Settings → Phone Numbers / Trust Center
Complete Business Profile and make sure details match legal documents
Submit Brand Registration
Submit Campaign Registration using the appropriate customer-care / mixed conversational use case
Describe how contacts opt in: website form checkbox, phone call follow-up, appointment/estimate request
Submit at least two distinct sample SMS messages with business name and opt-out language
Wait for brand/campaign approval before publishing SMS

Sample SMS messages for A2P submission

SAMPLE 1

Hi {{contact.first_name}}, this is RoyCo Roofing. We received your roofing request and will follow up shortly. Reply STOP to opt out.

SAMPLE 2

Hi {{contact.first_name}}, RoyCo Roofing here. Sorry we missed your call — what roofing issue can we help with? Reply STOP to opt out.

SAMPLE 3

Hi {{contact.first_name}}, RoyCo Roofing sent your estimate. Reply here if you want us to walk through it. Reply STOP to opt out.

After approval — SMS activation checklist

Duplicate WF03, WF04, WF02 before adding SMS
Add Send SMS action after internal guard checks
Keep first SMS compliant with opt-out language
Build and test Compliance – DND Opt Out Handler – v1
Test STOP → DND active → compliance-dnd-active tag → removed from active SMS workflows
Publish SMS versions only after live test passes

11 · MESSAGES

Ready-to-paste email copy — active build (WF04 · WF02 · WF01)

Where in GHL: Marketing → Emails → Templates

Use these for the email-first build. WF04 welcomes new leads, WF02 chases estimates, and WF01 requests Google reviews once a job is Project Completed. Keep SMS copy in the A2P section until approval.

TemplateEmail – New Lead Welcome

We received your roofing request

Hi {{contact.first_name}}, Thanks for reaching out to RoyCo Roofing. We received your request and our team will follow up shortly. If you have any extra details about the roof issue, reply to this email and send them over. — The RoyCo Roofing Team {{location.phone}}

Used in WF04

TemplateEmail – Estimate Sent Day 0

Your RoyCo Roofing estimate

Hi {{contact.first_name}}, Thank you for considering RoyCo Roofing. We sent your estimate over for review. If you have questions or want us to walk through the options with you, reply here and our team will help. — The RoyCo Roofing Team {{location.phone}}

Used in WF02 immediately when Estimate Sent stage fires

TemplateEmail – Estimate Follow Up Day 2

Any questions on your roofing estimate?

Hi {{contact.first_name}}, Just checking in on the roofing estimate we sent. Do you have any questions about the scope, timing, or next steps? Reply here and we’ll help. — The RoyCo Roofing Team

Used in WF02 after 2-day wait

TemplateEmail – Estimate Follow Up Day 5

Still interested in moving forward?

Hi {{contact.first_name}}, Following up again on your RoyCo Roofing estimate. If you’d like to move forward, or if anything needs to be adjusted, reply here and we’ll help with the next step. — The RoyCo Roofing Team

Used in WF02 after Day 5 branch

TemplateEmail – Estimate Follow Up Day 10

Should we keep your estimate open?

Hi {{contact.first_name}}, We wanted to check one last time on your roofing estimate. Would you like us to keep this open, make an adjustment, or close it out for now? — The RoyCo Roofing Team

Used in WF02 before final manual call task

TemplateEmail – Review Request Day 0

How did we do on your new roof?

Hi {{contact.first_name}}, Thank you for trusting RoyCo Roofing with your project. Now that the work is complete, we’d love to hear how it went. If you have a moment, a quick Google review really helps our small team: {{custom_values.review_link}} Thank you, — The RoyCo Roofing Team {{location.phone}}

Used in WF01 — first review request (after Project Completed + wait)

TemplateEmail – Review Reminder Day 3

A quick favor on your RoyCo roof

Hi {{contact.first_name}}, Just a gentle reminder — if you were happy with your new roof, a short Google review would mean a lot to us and helps other homeowners find a contractor they can trust. Leave a review here: {{custom_values.review_link}} Thanks again, — The RoyCo Roofing Team

Used in WF01 — reminder branch (only if no review left)

12 · BUILD ORDER

Build order — no-sweat sequence

Where in GHL: Settings + Sites + Opportunities + Automation

Build in this exact order. Do not start workflows until the pipeline, fields, tags, values, form, and email templates exist.

1 — Client + foundation

Verify client info, website/brand assets, sender domain, timezone, phone forwarding, internal alert owner

2 — GHL assets

Pipeline, folders, naming, tags, fields, custom values, lead form, email templates

3 — Workflows (active, in order)

WF04 New Lead Form Follow-Up
WF02 Estimate Sent Follow-Up
WF01 Future Completed Project Review Request
WF03 Missed Call Capture — parked in Future Expansion (not in this build)

4 — A2P readiness

Gather legal docs, website consent, Privacy/Terms, Trust Center submission. SMS still OFF.

5 — QA + handoff

Run every test, check logs, publish one workflow at a time, delete test data, record Loom/walkthrough

13 · QA

QA & testing checklist — active build (WF04 · WF02 · WF01)

Where in GHL: Automation → Workflows → Test Workflow / Enrollment History / Execution Logs; Contacts → Activity; Opportunities → Sales Pipeline

Step	QA Step
1	Confirm timezone = America/Chicago and sender domain/SPF/DKIM are verified
2	Confirm Sales Pipeline stages exactly: New Lead, Contacted, Estimate Sent, Project Won, Project Completed, Closed Lost
3	Confirm required tags exist with exact spelling and no duplicates
4	Confirm contact and opportunity custom fields exist and are mapped on the form
5	Submit Sales – Lead Capture Form as a test lead
6	Confirm WF04 creates/updates opportunity, tags lead, sends internal notification, sends welcome email
7	Move a test opportunity to Project Completed
8	Confirm WF01 enrolls, sends Review Request email with the live Review Link, tags review-request-sent, and the reminder branch fires only when no review is left
9	Move test opportunity to Estimate Sent
10	Confirm WF02 sends Day 0 email, adds sequence-estimate-follow-up-active, updates Estimate Sent Date
11	Test Project Won branch and Closed Lost branch cleanup
12	Check Enrollment History and Execution Logs for all 3 active workflows (WF04, WF02, WF01)
13	Confirm no duplicate opportunities were created
14	Confirm SMS actions are not active/published
15	Publish one workflow at a time only after test passes
16	Delete test contacts/opportunities before handoff

If workflow does not fire:

Check trigger filters first
Check if workflow is still Draft
Check execution settings and re-enrollment
Check if test contact already completed Execute Once workflow
Check Enrollment History and Execution Logs

14 · LAUNCH BLOCKERS

Launch blockers

If any of these are true, do not launch the affected piece.

SPF/DKIM not verified = emails may fail or land in spam
Lead form not connected = WF04 blocked
GHL phone / forwarding not set = WF03 blocked
Internal alert recipient missing = missed calls/new leads can be hidden
Pipeline stage names do not match workflow filters = WF02 may not fire
Closed Lost missing = lost estimates have no clean destination
A2P not approved = SMS blocked; email MVP still launches
SMS consent checkbox missing = do not activate SMS
Timezone wrong = waits and reporting fire at wrong time
No default owner = opportunities/tasks can be orphaned

15 · HANDOFF

Client handoff and future snapshot

Where in GHL: Settings + Automation + Opportunities

For this first build, hand off the working RoyCo sub-account. Snapshot only after QA is clean and RoyCo-specific values are documented.

Record a short Loom: pipeline, form, three workflows, how to move Contacted / Estimate Sent / Won / Closed Lost
Show where missed-call tasks appear
Show how estimate follow-up stops when lead replies or is moved to Project Won / Closed Lost
Document which SMS actions remain OFF until A2P approval
Export or screenshot custom fields/tags/custom values for future snapshot cleanup
Delete test contacts and opportunities

00 · MASTER FLOW

Master flow — active build (WF04 · WF02 · WF01)

Where in GHL: Opportunities + Automation → Workflows

The Lead Form creates/updates New Lead (WF04). Estimate Sent triggers the chase (WF02). When a job reaches Project Completed, WF01 requests a Google review. WF03 missed-call capture is parked in Future Expansion.

Figure — Master Flow

Visible flowchart — Master RoyCo active build

Mermaid source (optional)

flowchart TD
TR1(["⚡ Lead Form Submitted (WF04)"]) --> FO1["Find Opportunity"]
FO1 --> D1{"Opportunity Found?"}
D1 -->|Found| UO1["Update Opportunity"]
D1 -->|Not Found| CO1["Create Opportunity"]
UO1 --> ST1["New Lead"]
CO1 --> ST1
ST1 --> ST2["Contacted"]
ST2 --> ST3["Estimate Sent"]
ST3 --> WF02["WF02 Estimate Follow-Up"]
WF02 --> D2{"Won or Lost?"}
D2 -->|Won| ST4["Project Won"]
D2 -->|Lost| ST5["Closed Lost"]
D2 -->|No reply| M1["👤 Final Call Task"]
ST4 -->|Job done| ST6["Project Completed"]
ST6 --> WF01["WF01 Review Request"]
WF01 --> RV["Review Left / Reminder"]
P["WF03 Missed Call — parked (Future Expansion)"]
classDef oppStage fill:#001f3f,color:#ffffff,stroke:#001f3f,font-weight:bold;
classDef trigger fill:#4a90d9,color:#ffffff,stroke:#4a90d9,font-weight:bold;
classDef endNode fill:#2ecc71,color:#ffffff,stroke:#27ae60,font-weight:bold;
classDef manualAction fill:#e67e22,color:#ffffff,stroke:#d35400,font-weight:bold;
classDef parked fill:#2a2f37,color:#9aa3af,stroke:#7C8593,stroke-dasharray:5 4;
class ST1,ST2,ST3,ST4,ST5,ST6 oppStage
class TR1 trigger
class RV endNode
class M1 manualAction
class P parked

▣ · CHARTS

All charts — active build only

These charts are visual only. Build from each workflow’s Builder Steps table because that follows the actual HighLevel builder order. Full clickable step-by-step flowcharts for WF04, WF02, and WF01 live in their own sections; WF03 is parked in Future Expansion.

Sales Pipeline

Visible flowchart — Pipeline

Mermaid source (optional)

flowchart LR
ST1["New Lead"] --> ST2["Contacted"] --> ST3["Estimate Sent"]
ST3 -->|Accepted| ST4["Project Won"]
ST4 -->|Job Done| ST6["Project Completed"]
ST6 -->|Triggers WF01| ST7["Review Request"]
ST3 -->|Not Proceeding| ST5["Closed Lost"]
classDef oppStage fill:#001f3f,color:#ffffff,stroke:#001f3f,font-weight:bold;
class ST1,ST2,ST3,ST4,ST6 oppStage

Workflow Coverage

Visible flowchart — Workflow Coverage

Mermaid source (optional)

flowchart TD
C["Lead Form"] --> D["WF04 New Lead Follow-Up"] --> G["New Lead Stage + first reply"]
E["Estimate Sent"] --> F["WF02 Estimate Follow-Up"] --> H["Won / Closed Lost / Final Task"]
I["Project Completed"] --> J["WF01 Review Request"] --> K["Review Left / Reminder"]
P["WF03 Missed Call — parked (Future Expansion)"]
classDef trigger fill:#4a90d9,color:#ffffff,stroke:#4a90d9,font-weight:bold;
classDef endNode fill:#2ecc71,color:#ffffff,stroke:#27ae60,font-weight:bold;
classDef parked fill:#2a2f37,color:#9aa3af,stroke:#7C8593,stroke-dasharray:5 4;
class C,E,I trigger
class G,H,K endNode
class P parked