[Client] GHL Build Packet · Builder Scope · v1.3
Prepared by Project Lead · the engagement team
Client lead: Client Lead
Date: 2026-05-22 · For: External builder (TBC)
Estimated total build: ~52 hours (45 hr subtotal + 15% contingency)

[Client] — GHL Build Packet

Replacing Pipedrive with GoHighLevel across the full operation of [Client] — three business chains (Chain 1, Chain 2, Chain 3), ~90 active members, plus sponsor / corporate / charity / ambassador relationships. This packet is the technical execution spec the external builder works from. The client-facing scope sits beside it; this document is the source of truth for the build.

Pipelines
7
3 App + 3 Member + 1 Sponsor
Workflows
~26
W1 → W23 + stale-handler instances
Forms
3
Website · Application · Internal
Calendars
1
Interview · Round-robin · Zoom
Estimated Build
~52 hr
45 hr + 15% contingency
Phases
5
Foundation → Workflows → Migration → Data → Cutover
Client TBCs
27
Tracked in Action Items tab

Engagement shape

the engagement team produces this scope + the companion flowchart. The external builder executes. the engagement team is not involved post-handover except for Trainer-led training (delivered directly to the Client’s team) once the build is verified by the builder. The builder co-ordinates directly with Client Lead and Client Admin during the build for clarification, access, and data migration.

Project prerequisites

GHL account provisioning

  • The GHL location must be provisioned through the engagement team’s GHL affiliate link (provided separately).
  • If Client Lead already has a GHL location not provisioned through that link, contact the engagement team before proceeding so reattribution can be arranged.
  • Minimum plan tier: Unlimited (HighLevel — vendor-billed monthly). Starter does not support multiple sub-accounts, the full workflow library, or unlimited custom fields.
  • Client Lead is the GHL account holder and pays HighLevel directly.

Access provisioning

  • Builder is given admin access to the GHL location for the duration of the build. Client Lead retains owner-level access.
  • Builder is given read-only access to the Pipedrive instance (Client Dependency #22).
  • Builder is given the exact GHL login URL for the location. If the engagement team's GHL is white-labeled this is not app.gohighlevel.com — a sub-account session on the wrong domain silently bounces to the agency dashboard. Confirm the white-label domain at kickoff.
  • The Web Vendor is given the embed code for Forms 1 + 2 once built, and is responsible for installation on the live site.

External integration touchpoint map

SystemDirectionWorkflowPurpose
Twilio (via GHL)GHL → TwilioAll SMS workflowsSMS delivery, billed via Twilio at AU rates
Email (SMTP / subdomain)GHL → SMTPAll email workflowsEmail delivery
ZoomGHL Calendar → ZoomInterview CalendarAuto-generated Zoom link per booking
Outlook / M365Two-way syncInterview Calendar (per BDM)Calendar availability + invite delivery
XeroManual (no API)Visit Booked + RenewalClient Admin generates invoice in Xero, attaches to GHL email manually
PipedriveRead-only (migration)Phase 3 + 4Source for templates, onboarding automations, contact / opp data
Web VendorOne-time handoffPhase 1.8Builder hands embed code for Forms 1 + 2 to Web Vendor
GHL Documents & ContractsNative + webhookPhase 1.13 / W13 / W23Native e-sign for Policies & Procedures; webhook fires on signed event

Build order at a glance

PhaseContentsEst. time
1. FoundationCustom values, fields, tags, 7 pipelines, lost reasons, 1 calendar, 3 forms, empty email/SMS templates, Documents & Contracts template~8.5 hours
2. Workflows~26 workflows: lead intake, application pipeline, active member lifecycle, sponsor workflows, auto-lose, lost-reason routing, Waitlist Nurture, Documents & Contracts signed webhook (W23)~16 hours
3. Pipedrive extractionTemplate migration into GHL; reverse-engineer Pipedrive onboarding task automations and rebuild in GHL~5 hours
4. Data migrationActive members (~90), in-flight applications, sponsors (manual — none in Pipedrive), nurture leads / ex-members, notes history only~9 hours
5. Testing + handoverEnd-to-end test pass; cutover; handover to Trainer (the engagement team) for client training~7 hours
Subtotal~45 hours
+ 15% contingency (Pipedrive extraction + AU SMS compliance unknowns)~7 hours
Total~52 hours
Escalation rule: any ambiguity → stop and ask Project Lead or Client Lead before building. Better to lose 5 minutes on a question than rebuild.

How to use this packet

  1. Overview tab (you are here) — engagement shape, prerequisites, build order, estimates.
  2. Flowchart tab — visual summary of all 7 pipelines, lead intake, cross-cutting workflows.
  3. Build Spec tab — Phases 1 → 5 in detail. Each workflow heading (W1, W2, etc.) auto-renders a progress checkbox + inline estimate. Tick as you complete. Progress badge in the tab updates live.
  4. Action Items tab — 27 client dependencies. Tick each as Client Lead resolves it.
  5. Copy Templates tab — empty email + SMS template structure; filled during Phase 3.1.
  6. Ops Intel tab — build economics, burn-down gantt, shared-field dependency map, risk register, comms cadence.

Progress autosaves to your browser. Export state at any time for handoff.

System flowchart

Read against the Build Spec tab for full workflow specs. The companion [Client] — Flowchart.pdf is the canonical large-format version.

Lead capture · 8 channels · 3 forms

Form 1 — Website Contact Form

Google search → website Contact Us → W1 Website Form Handler

Form 3 — Internal Contact Add

7 manual channels: Events · Events as speaker · Referrals · 4212 Go Local · Community Forums (FB) · LinkedIn · IG/FB → W3 Internal Add Handler via custom menu link.

Form 2 — Application Form

Sent via email when opp reaches Complete Application. URL params prefill email + name. On-submit redirect → Interview Calendar. → W2 Application Form Submission Handler

Application pipeline (P1 Chain 1 · P2 Chain 2 · P3 Chain 3)

Identical stage structure across all three chain pipelines. Lead's Business Chain field determines which pipeline they enter.

Stage 1
Leads
Stage 2
Task to Call Lead
Stage 3
EOI
Stage 4
Visit 1 Booked
Stage 5
Visit 1 Attended
Stage 6
Visit 2 Booked
Stage 7
Visit 2 Attended
Stage 8
Complete Application
Stage 9
Interview Booked
Stage 10
Voting
Won
Approved → W13

Workflows: W1 Website handler · W3 Internal Add · W3a Leads sequence · W3b Task to Call entry · W4 Visit 1 Booked · W5 Visit Date reminder · W6 Visit 1 Attended · W7 Visit 2 Booked · W8 Visit 2 Attended · W9 Complete Application · W2 Application Form submission · W11 Interview Booked (+ b/c/d variants) · W12 Voting · W13 Approved → Active Member

Active Member pipeline (P4 Chain 1 · P5 Chain 2 · P6 Chain 3)

Members stay at Active indefinitely. Lapsed = manual mark Lost. No Won status — Active is the steady state.

Stage 1
Onboarding
Stage 2
Active
Stage 3
Renewal

Workflows: W14 Onboarding sequence (Pipedrive-derived) · W15 Start Date populated → Active · W16 30d before Renewal Date → Renewal stage · W17 Renewal Date updated → back to Active · W23 Policies signed webhook

Sponsor & Partners pipeline (P7 — single pipeline, 8 static tier stages)

Tier
Silver
Tier
Gold
Tier
Platinum
Tier
Executive
Tier
Prestige
Tier
Elite
Tier
Charity
Tier
Ambassador

Workflow: W18 Sponsor Renewal Task (T-30) on paid tiers only. Smart view Sponsors Not Contacted in 30 Days surfaces stale relationships. Members who are also sponsors have parallel opps in their member pipeline AND P7.

Cross-cutting workflows

WorkflowPurposeTriggers across
W20 Stale Opportunities HandlerPer-stage task + auto-lose thresholds via GHL native Stale trigger. ~22 trigger instances.P1–P6, all stages
W21 Lost Reason HandlerBranches on native Lost Reason: 5 reasons → Waitlist Nurture, 1 → Do Not Market (full DND).P1–P6 on Lost
W22 Waitlist Nurture Sequence6-email re-engagement over ~5 months. Optional SMS.Called from W21
W23 Policies Signed WebhookInbound webhook from Documents & Contracts. Sets Policies Signed, removes Pending tag, notifies BDM + Client Admin.P4–P6 Onboarding/Active
Migration safety — Skip Workflows tag: every workflow must include the entry condition "Skip if contact has tag Skip Workflows". Tag is applied during Phase 4 migration. Builder removes the tag in batches post-migration. Without this entry condition, migration day floods Client Admin with hundreds of tasks.

Build spec

Phase 1 → Phase 5. Every workflow heading (W1, W2, etc.) and sub-phase heading (1.1, 1.2, etc.) auto-renders a progress checkbox with its time estimate. Tick as you complete each step. Progress autosaves.

0 of 53 items complete

Client action items — TBC dependencies

27 items that Client Lead resolves before / during build. Each item is gated to a phase. Builder chases these so the build doesn't stall.

0 of 27 resolved

All (27) Phase 1 Phase 2 Phase 3 Phase 4 Pre-launch Open only

Copy templates

Empty template shells defined here. Builder populates these in Phase 3.1 by importing matching templates from the Client’s existing Pipedrive instance. Naming convention: P{group}.{stage} — {description} for stage-tied, WN.{n} for Waitlist Nurture, SYS — {description} for system templates.

Email templates (27)

SMS templates (5)

Builder note: the list below is the minimum named-template set. During Phase 3.1, the builder will surface more Pipedrive templates that don't map cleanly — add them under the same naming convention and update Phase 1.9 / 1.10 in the spec as part of build documentation.

Ops Intel

Build economics, burn-down, shared-field dependency map, risk register, and comms cadence — everything the builder and Client Lead need to keep the build on track once execution starts.

Build economics — total estimate

Subtotal hours
~45 hr
Sum of Phase 1–5 estimates
+ Contingency (15%)
~7 hr
Pipedrive extraction + AU SMS unknowns

Pass-through cost picture (informational only)

Client Lead pays these directly to the vendors. the engagement team and the builder do not include or mark up any of these in the build fee.

Cost lineVendorEstimateNotes
GHL Unlimited planHighLevelVendor-billed monthlyMinimum plan tier. Provisioned via the engagement team’s affiliate link.
Twilio AU local numberTwilioVendor-billed per numberPlus per-message SMS rates.
Twilio SMS sendsTwilioVendor-billed per SMSVolume dependent. Reviewed at each invoice.
Zoom Pro (per BDM)ZoomVendor-billed per BDMPer BDM who hosts interviews.
Microsoft 365MicrosoftExisting — no changeUsed for Outlook two-way calendar sync.
XeroXeroExisting — no changeRemains source of truth for revenue/invoicing.

Burn-down gantt — indicative phase timing (6-week window)

Block widths show relative phase length. Twilio compliance + email subdomain DNS must start day 1 — carrier approval is the longest external dependency.

Build work Critical path External dependency Pre-launch gate

Shared-field dependency map

Fields referenced by multiple workflows. Changing one of these changes downstream behaviour — touch carefully.

Risk register

Comms cadence

CadenceWhoChannelContent
Daily (build week)Builder → Project LeadAsync DM / SlackWhat I did yesterday · what I'm doing today · blockers
WeeklyBuilder + Client Lead + Client Admin30-min video callProgress vs. plan · TBC items chase · scope drift check
On scope deviationBuilder → Project Lead, Client LeadEmail + LoomPause build · explain proposed change · await approval (see Phase 5.3 cost note)
Pre-cutover (T-7d)Builder + Client Lead + Client Admin + the engagement teamJoint callCutover plan walk-through · Day-1 smoke test rehearsal · rollback path
Cutover MondayBuilder on-callPhone + emailBuilder on standby until 12pm AEST for any smoke-test failures
T+7 days post-cutoverBuilder + Client Lead + Trainer30-min callPost-launch health-check · open issues · handover to Trainer for training

Success criteria — definition of done

  1. Every Phase 1 component exists and is spec-matched.
  2. Every Phase 2 workflow fires on trigger and executes all steps in a test run (Phase 5.1 scenarios all pass).
  3. Every Phase 2 workflow is Published at cutover (zero in Draft), reconciled 1:1 against the W1–W23 + W20-instance inventory.
  4. Every workflow trigger has a non-empty, correctly-scoped filter (verified in 5.1c).
  5. All custom values populated and validated — no [TBC] placeholder reaches a live send; correct value type in correct key.
  6. Lost reasons, won reasons and stage names are byte-identical across all replicated pipelines (P1–P6).
  7. All build/test artifacts removed (test contacts, scratch workflows, orphan templates) before go-live.
  8. All Pipedrive templates migrated and Client Lead has signed off the migrated set matches her active library.
  9. Pipedrive onboarding task set rebuilt in W14; Client Admin confirms GHL task experience matches her current flow.
  10. Active members, in-flight applications, sponsors, nurture leads migrated; Client Lead sign-off on spot-check.
  11. Auto-lose stage thresholds configured per the Client’s choices (Client Dependency #15).
  12. Email sending subdomain DNS-authenticated (SPF / DKIM / DMARC).
  13. Twilio Australia SMS sender compliance registration approved.
  14. All client dependencies resolved (or explicitly accepted as out-of-scope for go-live).
  15. Cutover plan executed; system live; team using GHL exclusively (no new Pipedrive writes).
  16. Handover note delivered to Trainer for the engagement team-led training.
[Client] · GHL Build Packet v1.3 · Prepared by the engagement team · 2026-05-22 · If any step is unclear, stop and ask Project Lead or Client Lead before building.