This document is the formal scope for replacing Pipedrive with GoHighLevel (GHL) across [Client]'s full operation. It covers the three current business chains (Chain 1, Chain 2, Chain 3), the active member base, and your sponsor, corporate partner, charity, and ambassador relationships.
The build is designed around how you run the business today. It keeps the parts that work, automates the manual chasing that currently eats Client Admin's time, and gives you visibility into where every lead sits without having to hunt for it. It also moves the application form, member onboarding, and renewal handling out of Pipedrive and into a single connected system.
The scope is drawn from the discovery workshop with Project Lead, the Whimsical diagram you and Project Lead built together, and the follow-up review where the architecture was confirmed. Everything below is what the external builder will deliver. Anything not in this document is out of scope unless added by a formal variation.
The table below maps the commitments in the proposal you approved to where each is covered in this delivery.
| Agreed in proposal | How it was delivered |
|---|---|
| 2× 60–90 minute strategy and system design sessions | Two 90-minute workshops held with Client Lead. The first captured current state, team structure, and growth ambitions. The second worked through the system architecture in detail, using the Whimsical board as the live design canvas. |
| Deep dive into your current processes, team structure, bottlenecks, and growth goals | Captured throughout the builder scope: pipeline architecture per chain, BDM ownership routing, custom-field set lifted from Pipedrive, the chain-expansion pattern, and the explicit migration approach. |
| Strategic mapping of your member pipeline and sponsorship pipeline, with an incremental build approach focused on core priorities first | Seven-pipeline architecture: three application + three active member + one combined Sponsor and Partner. Incremental "add-a-chain" pattern built in for chains 4 and 5. |
| Review of how your CRM should support lead nurturing, sales flow, follow-up, conversion, and team visibility | Covered across the application journey, the Waitlist Nurture sequence, the auto-lose stale-stage handler, and the smart views per chain. |
| High-level design of the GoHighLevel framework, based on how your business operates day to day | Delivered as two artefacts: a builder scope document (the technical source of truth) and a system flowchart in HTML and PDF format. |
| Clear direction for handover to a builder or VA for technical implementation | The builder scope is the handover document — five phases, 27 client-dependency items, compliance disclaimers, an out-of-scope list, and success criteria. A builder can quote off it and execute without coming back to the engagement team. |
When a lead lands, the assigned BDM gets a notification on their phone and a task to call. A short three-email sequence runs in parallel to keep the lead warm. The BDM holds the discovery call by phone and moves the lead through the stages manually as the conversation progresses.
When the BDM books the lead for Visit 1, GHL creates a task for the chain admin to send the Visit Booked email with the Xero invoice attached. We've kept this step manual because Xero remains the invoicing system. GHL then auto-fires a confirmation email on the Monday before the visit date.
If the lead joins after Visit 1 (or after Visit 2 if they wanted a second look), the system auto-sends them the application form link. Completing the form auto-redirects to the interview calendar, where the assigned BDM hosts a 30-minute Zoom interview. After the interview, the BDM gets a task to email you with applicant details. When you decide the outcome, you mark the opportunity Won (Approved) or Lost (Vote Declined). If approved, the system creates a parallel record in the matching Active Member pipeline at the Onboarding stage and fires the welcome sequence.
When a new member lands at Onboarding, GHL fires the full set of tasks Client Admin currently runs through manually in Pipedrive. The builder lifts the exact task list from your current Pipedrive setup so nothing is lost in translation. As part of onboarding, the system also sends the new member your Policies and Procedures document via GHL's native Documents & Contracts feature. They sign inside GHL with no external software needed, and the signed copy is stored against their contact record automatically. If they haven't signed after 7 days, the system creates a task for Client Admin to follow up. Once you populate the Membership Start Date on the contact, the system moves the member to Active and creates check-in tasks at 3, 6, and 9 months from the start date.
Thirty days before a member's Renewal Date, GHL moves them to the Renewal stage and creates a task for the chain admin to send the renewal notice and invoice (generated in Xero). When you update the Membership Renewal Date with the new annual window, the system moves them back to Active automatically. If a member doesn't renew, you mark them Lost and choose between re-engagement nurture or no further marketing.
Sponsors and partners sit in their tier (Silver, Gold, Platinum, Executive, Prestige, Elite, Charity, Ambassador) indefinitely. You and the BDMs manually update a Last Check-In Date field on the contact whenever you have a meaningful touchpoint. A built-in smart view surfaces anyone you haven't contacted in 30 days. For paid sponsors, a workflow fires 30 days before their Sponsor Renewal Date to remind you to start the renewal conversation.
One Interview Calendar with all three BDMs configured as hosts (Round Robin). GHL routes each booking to the BDM who owns the prospect's opportunity, so prospects only ever see the right BDM's availability. Each BDM connects their personal Zoom account, and the calendar's meeting location is set to Zoom so a unique link is generated for every booking. Reschedules, cancellations, and no-shows are handled with separate workflow variants so prospects never receive duplicate reminders, and your team never misses a follow-up.
All outbound email runs from a sending subdomain of your domain. We supply the DNS values; Web Vendor adds them. Twilio provides the SMS sender for Australian carriers, registered to your ABN. SMS send costs are billed through Twilio at current Australian rates — review pricing at twilio.com/en-us/sms/pricing/au. the engagement team does not quote or mark up SMS fees. Each user (you, Client Admin, and the BDMs) gets a professional branded signature with name, role, contact details, and brand assets.
Six standard lost reasons drive what happens next. Five (Not A Business Owner / Double Up Industry / Not A Good Fit / Not Interested / Vote Declined) enter the Waitlist Nurture sequence and remain marketable. One (Do Not Market) is fully suppressed across all channels. The Waitlist Nurture sequence is six emails over several months, with optional SMS sends you can switch on or off. Content is yours to supply during the build.
Every stage in the application pipeline has two thresholds: a task threshold (creates a review task for the BDM) and an auto-lose threshold (marks the opportunity Lost if no movement). Custom fields on contacts cover everything Pipedrive currently holds. Dashboards are deferred until GHL has real data flowing through. At launch you get Kanban views per pipeline, smart views per chain, a "Renewal in next 60 days" view, "Sponsors not contacted in 30 days" view, and the Conversations inbox as the daily-use surface.
Active members come across with full fidelity. In-flight applications come across at their current stage. Sponsors and partners are added manually because they aren't stored as structured records in Pipedrive today. Nurture leads, ex-members, and cold leads come across as contacts tagged appropriately. Notes are migrated; email and SMS thread history is not. You and Client Admin clean the nurture export before import and confirm consent status per contact. Big-bang cutover one weekend, Pipedrive switched to read-only the following Monday, kept accessible for reference for 12 months.
The build sizes to ~52 hours end to end. The external builder you select will quote their own number from this scope.
| Phase | Contents | Est. time |
|---|---|---|
| 1. Foundation | Custom values, fields, tags, 7 pipelines, lost reasons, calendar, 3 forms, template shells, Documents & Contracts | ~8.5 hours |
| 2. Workflows | ~26 workflows covering lead intake, application pipeline, member lifecycle, sponsor flows, auto-lose, lost-reason routing, Waitlist Nurture, signed-document webhook | ~16 hours |
| 3. Pipedrive extraction | Template migration + reverse-engineer onboarding task set | ~5 hours |
| 4. Data migration | ~90 active members, in-flight applications, sponsors (manual), nurture leads, notes | ~9 hours |
| 5. Testing + handover | End-to-end test pass, cutover, handover to Trainer for training | ~7 hours |
| Subtotal | ~45 hours | |
| + 15% contingency | ~7 hours | |
| Total estimated build | ~52 hours |
To keep the first version focused and deliverable, the following are explicitly not in this phase. They can be added later as variations or future projects.
The detailed list of decisions, inputs, and access we need from you sits in the companion builder scope document under "Client dependencies." It contains 27 items in total. The big-ticket ones are:
Most items take 30 seconds each (a URL or an email address). A handful require some thought (which BDM covers which chain, which thresholds feel right). None require technical knowledge.
Three things to flag before the build runs. These sit with you, not with the engagement team or the builder.
A handful of secondary items also apply (email deliverability is not guaranteed at the inbox level; ongoing data backups are your responsibility post-handover; if the builder changes any item in the scope without prior approval, additional Training Lead training time and cost may be incurred). The full list of disclaimers and responsibilities lives in the builder scope document.
Target live date: to be confirmed once we know your preferred go-live window. The build above sizes to ~52 hours of builder time, which typically lands within a 6-week calendar window once Twilio AU compliance approval (5–10 business days) and email DNS propagation (24–48 hours) are factored in.