GoHighLevel Configuration
Education & Coaching
GHL Business Automation Snapshot
The complete operational guide to EduPeak Coaching's automated lead-to-enrollment machine. Understand every trigger, logic branch, and operational guardrail across all 12 workflows.
12
Workflows
40
System Tags
14
Custom Fields
15
Pipeline Stages
The Linear Journey
WF1
Capture
Lead Created
WF2
Nurture
14-Day Sequence
WF3
Demo
Session Booked
WF4
Recover
No-Show Loop
WF5
Enroll
Payment Flow
WF6
Onboard
14-Day Plan
WF7-9
Retain
Reminders+Renewal
WF11-12
Grow
Referral+Reviews
Technical Trigger Map
Lead Sources
Facebook Ads · Google Ads · Referral · Walk-in · Organic
↓
WF1
Lead Capture & Welcome
Tag Source · Set Fields · Create Opportunity · Assign Task
↓ status_warm or status_cold
WF2
14-Day Nurture
Email + SMS until demo booked
WF3
Demo Booking
4-touch reminders + post-demo follow-up
↓ status_enrolled
WF5 → WF6
Payment → Onboarding
Auto-triggers on payment confirmation
WF7 + WF8 + WF9
Retain → Renew
Class reminders, at-risk detection, renewal
02
Core Components
The four design principles that govern how every workflow behaves. Understanding these makes the entire system predictable and auditable.
Tag-Driven Control
Every workflow transition is triggered by a tag, not a form submit or stage change. Tags act as "state flags" — making it incredibly easy to audit any contact record at a glance.
Entry Safety Guards
Each workflow checks for an "active" tag (e.g.
status_enrolled) at entry. If the tag exists, the workflow ends immediately — preventing double-execution and duplicate messages.Counselor-Controlled Outcomes
Critical decisions — enrolled, at-risk, re-engaged — are triggered manually by the counselor adding a tag. Automation handles all follow-up; humans control the outcomes.
Reply Stops Automation
In nurture sequences, if a lead replies at any step, remove the automation tag and handle the conversation personally. Human conversation always takes priority.
Sales Pipeline
Coaching — Sales Pipeline
Lead → Enrollment journey · 8 stages
1
New Lead
WF1 Creates
2
Contacted
Counselor Updates
3
Qualified
WF2 Nurtures
4
Demo Booked
WF3 Sets
5
Demo Attended
WF3 Updates
6
Proposal Sent
WF5 Triggers
7
Won — Enrolled
Payment Confirms
8
Lost
WF4/WF5 Sets
Student Pipeline
Coaching — Student Pipeline
Post-enrollment student lifecycle · 7 stages
1
Onboarding
WF6 Manages
2
Active — Engaged
WF6 Moves To
3
Active — At Risk
WF8 Escalates
4
Renewal Window
WF9 Triggers
5
Renewed
WF9 Confirms
6
Completed — Alumni
Manual Update
7
Churned
WF10 Re-engages
Custom Fields
| Field Name | Type | Purpose | Used In |
|---|---|---|---|
| Student Full Name | TEXT | Full name for personalization | WF1, WF6 |
| Student Grade/Class | DROPDOWN | Class 8-12, Dropper, UG, PG | WF1, WF3 |
| Target Exam/Program | DROPDOWN | JEE, NEET, UPSC, CAT, IELTS... | All WFs |
| Target Year | NUMBER | Exam attempt year | WF2, WF9 |
| Parent Name | TEXT | Parent/guardian name | WF6 |
| Parent Phone | PHONE | Emergency/parent contact | WF6, WF8 |
| Lead Source Detail | TEXT | UTM campaign / specific source | WF1 |
| Budget Range | DROPDOWN | Below 10k / 10-25k / 25-50k... | WF3, WF5 |
| Preferred Batch Time | DROPDOWN | Morning / Afternoon / Evening | WF3, WF6 |
| Counselor Assigned | TEXT | Assigned counselor name | WF1, WF3 |
| Enrollment Date | DATE | Date of confirmed enrollment | WF5, WF9 |
| Program End Date | DATE | WF9 renewal sequence trigger | WF9 |
| Lead Score | NUMBER | Engagement score 0-100 | WF1, WF2 |
| Last Engagement Date | DATE | Last activity timestamp | WF8, WF10 |
04
Email Templates
38 email templates are pre-built and ready to use in your workflows. All templates use GHL merge fields for personalization and are organized by workflow.
| Template Name | Workflow | Purpose |
|---|---|---|
| WF1 - Lead Welcome Email | WF1 | First email after form submission |
| WF2 - Nurture Day 0 - Who We Are | WF2 | Brand introduction email |
| WF2 - Nurture Day 2 - Success Story | WF2 | Student testimonial story |
| WF2 - Nurture Day 5 - Myth Busting | WF2 | Exam preparation myths |
| WF2 - Nurture Day 9 - Diagnostic Test | WF2 | Free test offer |
| WF2 - Nurture Day 13 - FAQ | WF2 | Common objections answered |
| WF2 - Nurture Day 14 - Last Call | WF2 | Final nurture email |
| WF3 - Demo Confirmation | WF3 | Session booking confirmation |
| WF3 - Demo Reminder 24h | WF3 | Day-before reminder |
| WF3 - Post Demo Thank You | WF3 | Post-session follow-up |
| WF3 - Post Demo Day 2 - Story | WF3 | Success story follow-up |
| WF3 - Post Demo Day 5 - Urgency | WF3 | Limited seats urgency |
| WF3 - Post Demo Day 7 - Soft Ask | WF3 | Final gentle nudge |
| WF4 - No Show Recovery | WF4 | What you missed email |
| WF4 - No Show Final | WF4 | YES/NO forced choice |
| WF5 - Payment Link | WF5 | Enrollment payment email |
| WF5 - Payment Reminder 24h | WF5 | 48hr seat expiry warning |
| WF5 - Payment Failure | WF5 | Payment issue notification |
| WF5 - Enrollment Confirmed | WF5 | Welcome to the program |
| WF5 - EMI Reminder | WF5 | Installment option offer |
| WF6 - Welcome Video | WF6 | Day 0 onboarding welcome |
| WF6 - Day 1 How to Succeed | WF6 | Success framework email |
| WF6 - Day 5 Check-In | WF6 | Early engagement survey |
| WF6 - Day 7 Week 1 Wins | WF6 | First week milestone |
| WF6 - Day 14 Milestone | WF6 | 2-week celebration |
| WF7 - Class Reminder 24h | WF7 | Day-before class reminder |
| WF7 - Post Class Recording | WF7 | Recording + takeaways |
| WF7 - Weekly Digest | WF7 | Sunday schedule digest |
| WF8 - At Risk Intervention | WF8 | Level 3 intervention email |
| WF9 - Renewal T-45 Days | WF9 | Early bird renewal offer |
| WF9 - Renewal T-25 Days Alumni Story | WF9 | Alumni success story |
| WF9 - Renewal Early Bird Expiry | WF9 | Discount expiry warning |
| WF9 - Renewal Final | WF9 | Last call renewal email |
| WF10 - Win Back | WF10 | Re-engagement campaign |
| WF11 - Referral Invite | WF11 | Referral program invite |
| WF11 - Referral Thank You | WF11 | Reward confirmation |
| WF12 - Review Request | WF12 | Google review ask |
| WF12 - Testimonial Video Request | WF12 | Video testimonial ask |
05
SMS Snippets
25 SMS and WhatsApp snippets are pre-built in Marketing → Snippets. These are used directly in workflow SMS actions.
WF1
WF1 - Lead Welcome SMS
"Hi {{contact.first_name}}, thanks for your interest in Noida! Our counselor will call you within 30 mins."
WF1
WF1 - Lead Welcome WhatsApp
"Hi {{contact.first_name}}! Welcome to Noida. Our counselor will call within 30 minutes."
WF2
WF2 - Nurture Day 1 Poll
"Quick question: What is your #1 goal? Reply: A) Crack entrance exam B) Get a job C) Upskill D) Other"
WF2
WF2 - Nurture Day 3 Masterclass
"You are invited to our FREE masterclass on strategy! Register: [LINK]"
WF3
WF3 - Demo Confirmation SMS
"Your demo with Noida is confirmed for {{appointment.start_time}}. Reply C to cancel."
WF3
WF3 - Demo Reminder 3h
"Your counseling session starts in 3 hours! Join: "
WF3
WF3 - Demo Reminder 30min
"Your session starts in 30 mins! Tap to join: "
WF4
WF4 - No Show 15min SMS
"Hi {{contact.first_name}}, we missed you today. Everything OK? Reply RESCHEDULE for a new slot."
WF5
WF5 - Payment Reminder 72h
"Your seat reservation expires in 24 hours. Secure it now: [PAYMENT LINK]"
WF5
WF5 - Payment Success
"Congratulations {{contact.first_name}}! Your enrollment is CONFIRMED. Welcome to the family!"
WF6
WF6 - Day 0 Portal Login
"Welcome {{contact.first_name}}! Portal: [URL] | Username: {{contact.email}} | Temp Password: [PASSWORD]"
WF7
WF7 - Class Reminder 1h
"Class starts in 1 hour, {{contact.first_name}}! Topic: [TOPIC]. Join: [CLASS LINK]"
WF7
WF7 - Class Reminder 10min
"Live in 10 mins, {{contact.first_name}}! Tap to join: [CLASS LINK]"
WF8
WF8 - At Risk Level 1
"Hey {{contact.first_name}}, noticed you missed the last class. Everything OK? Just reply and I will help."
WF9
WF9 - Renewal T-35 Days
"Hi {{contact.first_name}}! Your counselor has a personalized next-step recommendation. Quick 30-min call? Reply YES"
WF12
WF12 - NPS Survey
"Quick question: On a scale of 1-10, how likely are you to recommend Noida? Just reply with a number!"
01
Lead Capture & Welcome
The most critical workflow. Every new lead gets acknowledged within 60 seconds, tagged, added to the pipeline, and a call task is assigned to a counselor automatically.
Speed to Lead
Lead conversion drops 80% if first response takes more than 5 minutes. This workflow fires within 30 seconds of form submission.
WF1
Lead Capture & Welcome
Trigger: Form Submitted — any form, no filters
Update Field — Set Lead Source Detail from UTM campaign parameter
Add Tag — status_new + relevant source_* tag (e.g. source_facebook)
Wait — 1 minute (allows data to settle)
Send Email — WF1 - Lead Welcome Email (with free brochure)
Send SMS — WF1 - Lead Welcome SMS ("counselor calling in 30 mins")
Create Task — "Call [name] — Fresh Lead" | Due: 30 minutes | Assign: Rahul Sharma | Type: Call
Create Opportunity — Coaching Sales Pipeline → Stage: New Lead | Value: expected fee
If Lead Score > 50 → Add tag status_hot + send internal escalation email to team
Wait 30 minutes → If task still incomplete → send internal escalation notification to sales lead
02
Lead Nurture Sequence
A 14-day multi-touch sequence for leads who did not book a demo immediately. Provides value at every step before making the ask.
WF2
14-Day Lead Nurture Sequence
Trigger: Contact Tag Added — status_warm OR status_cold
Day 0 — Email: Who We Are (brand introduction, no pitch)
Day 1 — SMS Poll: What is your #1 goal? (engagement signal)
Day 2 — Email: Student Success Story (social proof)
Day 3 — SMS: Free Masterclass invite
Day 5 — Email: Myth Busting (exam prep myths vs reality)
Day 6 — SMS: Live Q&A session invite
Day 9 — Email: Free Diagnostic Test offer
Day 13 — Email: FAQ — honest answers to common objections
Day 14 — SMS: Last Call — reply YES or NO
If no demo booked → Add tag status_unresponsive, remove status_warm → end sequence
03
Demo Booking
4-touch reminder sequence that pushes show-up rates from 40% to 70-80%. Splits into attended vs no-show branches automatically.
WF3
Demo / Counseling Session Automation
Trigger: Appointment Status = Booked — any calendar
Immediately — Email confirmation + SMS confirmation sent to student
Add Tag — behavior_demo_booked | Move pipeline → Demo Booked
24h Before — Email reminder with 3 prep questions to think about
3h Before — WhatsApp reminder with join link
30min Before — SMS final nudge + internal counselor prep alert
1h After — Check rescheduled status: NOT rescheduled = attended, rescheduled = no-show
If Attended → Add behavior_demo_attended | Move to Demo Attended | Send 4-email post-demo sequence (Thank You → Story → Urgency → Soft Ask over 7 days)
If No-Show → Add behavior_no_show → Automatically triggers WF4
04
No-Show Recovery
50% of no-shows will reschedule if contacted within 24 hours. This workflow runs a 5-day recovery campaign automatically.
Recovery Insight
The Day 3 email with a forced YES/NO choice gets 3x higher response than open-ended follow-ups. People hate unanswered binary questions.
WF4
No-Show & Reschedule Recovery
Trigger: Contact Tag Added — behavior_no_show
15 mins — SMS: "We missed you — everything OK?"
1 hour — WhatsApp: 3 reschedule time slots offered
3 hours — Email: What the session would have covered
Next Day — Counselor call task created (high priority)
Day 3 — Email: "Should we close your file?" YES/NO links
If Rescheduled → Remove behavior_no_show → Contact re-enters WF3
If No Response → Add status_unresponsive → Move to Lost stage
05
Enrollment & Payment
7-day payment follow-up sequence with multiple touchpoints. Exits automatically the moment payment is confirmed.
WF5
Payment Follow-up & Enrollment Confirmation
Trigger: Opportunity Stage Changed → Proposal Sent in Coaching Sales Pipeline
Immediately — Payment link email + SMS with seat expiry (72 hrs)
24h — If NOT enrolled → Payment reminder email (48hr seat warning)
48h — If NOT enrolled → Counselor personal call task created
72h — If NOT enrolled → Reminder SMS
96h — If NOT enrolled → EMI/installment option email
Day 7 — If still NOT enrolled → Move opportunity to Lost | Add to WF10 win-back after 30 days
On Payment Success → Add status_enrolled → Auto-triggers WF6 Onboarding
06
Student Onboarding
Students who complete onboarding have 3-4x lower churn. This 14-day sequence ensures every new student is set up for success.
Critical: Day 7 Window
Students who have not attended a single class by Day 7 have an 80%+ churn probability. The Day 7 escalation to the Retention Lead (Neha Verma) is the most important step in this workflow.
WF6
14-Day Student Onboarding Sequence
Trigger: Contact Tag Added — status_enrolled
Day 0 — Welcome video email + Portal login WhatsApp (username, password, join link)
Day 1 — "How to succeed" email (5 habits of top students) + orientation call scheduled
Day 3 — Faculty intro SMS | Check if portal logged in → if not, create coordinator task
Day 5 — Check-in survey email (3 questions)
Day 7 — Week 1 wins email | If no class attended → URGENT alert to Neha Verma (Retention Lead)
Day 10 — Internal alert to Amit Kumar for check-in call
Day 14 — Milestone celebration email | Move to Student Pipeline → Active - Engaged
07
Class Reminders & Engagement
3-touch reminder sequence before every class drives attendance rates. Post-class recording delivery keeps absent students engaged.
WF7
Class Reminder & Post-Class Engagement
Trigger: Contact Tag Added — status_enrolled (per class cycle)
24h Before Class — Email with topic, join link, and prep checklist
1h Before Class — WhatsApp reminder with join link
10 min Before Class — SMS final nudge with join link
Post Class — Email: recording + key takeaways + homework
24h After — If not engaged → Missed class WhatsApp with recording link
Every Sunday — Weekly digest with upcoming class schedule
08
At-Risk Alerts
3-level escalation system that catches struggling students early. Each level escalates to a different team member with increasing urgency.
WF8
3-Level At-Risk Intervention System
Trigger: Contact Tag Added — at_risk
Level 1 — Yellow (Immediate) — Automated caring SMS to student: "noticed you missed class, everything OK?"
48h — If no re_engaged tag → Escalate to Level 2
Level 2 — Orange — Internal email to Neha Verma + Amit Kumar | Call within 4 hours required
48h — If still no re_engaged tag → Escalate to Level 3
Level 3 — Red — At-Risk Intervention email to student + Director-level internal alert
If re_engaged tag added at any level → Remove at_risk tag → Workflow exits immediately
09
Renewal & Upsell
Renewal is 5-10x cheaper than new acquisition. This 45-day sequence starts well before program end and includes counselor touchpoints at every stage.
WF9
45-Day Renewal Sequence
Trigger: Date Field — 45 days before Program End Date custom field
T-45 — Early bird renewal offer (15% discount, valid 7 days)
T-40 — Counselor task: review progress + prepare personalized pitch
T-35 — Personal WhatsApp from counselor: schedule renewal call
T-30 — Renewal counseling call task (30 min)
T-25 — Alumni success story email (social proof)
T-20 — Early bird discount expiry warning email
T-14 — Final WhatsApp reminder
T-5 — Counselor final personal outreach task
T-0 — Last call renewal email | If not renewed → enters WF10 win-back after 30 days
10
Re-engagement Win-back
90-day gentle re-engagement for dormant leads and churned students. Leads with value, not offers. Respects suppression tags.
WF10
90-Day Win-back Sequence
Trigger: Contact Tag Added — status_unresponsive
30 Days — Win-back email (new content, insight, no hard sell)
60 Days — WhatsApp: new batch or program announcement
90 Days — Seasonal re-engagement (exam cycle, scholarship window)
If no engagement in 90 days → Add suppress_email | Remove from active sequences
If contact re-engages → Remove status_unresponsive | Add status_warm → Auto re-enters WF2
11
Referral Program
Referred leads convert at 3-5x the rate of cold leads. Two-sided rewards (both referrer and referred friend get something) consistently outperform one-sided programs.
WF11
Student Referral Reward Automation
Trigger: Contact Tag Added — streak_30day
Immediately — Referral invite email + WhatsApp with unique referral link
7 Days — If referral link clicked → counselor notified to follow up on referred contact
On Referral Enrolled → Thank you email to referrer + reward processing task created
Referrer reward — Cashback or fee credit processed manually by counselor
Referred friend reward — Scholarship discount applied automatically
12
Reviews & Testimonials
Reviews are the #2 reason prospects choose one institute over another. This workflow systematically builds social proof through a smart NPS-first approach.
Safety Rule
Never ask for a review from a student tagged at_risk or with unresolved support tickets. Fix the issue first, then ask. Score 9-10 students are your best advocates — prioritize video testimonials from them.
WF12
NPS Survey → Google Review → Video Testimonial
Trigger: Contact Tag Added — streak_30day
Day 0 — NPS survey SMS: "Rate us 1-10" (reply with number)
Score 9-10 (Promoter) → Send Google review request email with direct link
If review submitted (tag review_submitted_public) → Send video testimonial request + reward offer
Score 7-8 (Passive) → Send feedback form: "What could we improve?"
Score 6 or below (Detractor) → Internal alert to Neha Verma to personally resolve issues first
Video submitted → Counselor follow-up task for consent + reward processing
R1
Roles & Actions
Four team roles are configured in the Noida sub-account. Each has specific responsibilities within the automation system.
RS
Rahul Sharma
Sales Counselor 1
Receive and action new lead call tasks (WF1)
Conduct all counseling sessions (WF3)
Payment follow-up calls (WF5)
Renewal counseling and pitches (WF9)
Process referral rewards (WF11)
Video testimonial follow-up (WF12)
PS
Priya Singh
Sales Counselor 2
Backup counselor for new leads
Conduct counseling sessions (WF3)
Payment follow-up support (WF5)
Lead qualification support
AK
Amit Kumar
Academic Coordinator
Student Day 10 check-in calls (WF6)
At-risk Level 2 personal outreach (WF8)
Faculty coordination and scheduling
Academic support query handling
NV
Neha Verma
Retention Lead
Day 7 at-risk escalations (WF6)
All at-risk interventions Levels 2+3 (WF8)
Low NPS score resolution (WF12)
Overall student retention strategy
Manual Tag Actions
When Counselors Must Add Tags Manually
at_risk— Add when student misses 2+ consecutive classes or shows clear disengagementre_engaged— Add when an at-risk student responds, attends class, or reconnectsstreak_30day— Add when student completes 30 days of active, consistent enrollmentstatus_hot— Add when a lead shows very strong buying intent during outreachreview_submitted_public— Add after verifying a Google review was actually posted publiclysuppress_email— Add when contact explicitly asks to stop receiving emails✓
Go-Live Checklist
Complete these steps before going live with the first lead. Each item takes 2-5 minutes.
Buy a Phone NumberGo to Settings → Phone Numbers → Buy Number. Choose an Indian (+91) number for SMS capability.
Connect Lead Capture FormsLink your Facebook/Google lead forms to GHL. Test WF1 with a dummy form submission and verify email, SMS, task, and pipeline entry all fire.
Update Real Team CredentialsGo to Settings → My Staff and update Rahul, Priya, Amit, and Neha with their real email addresses. Change default passwords.
Create Counselor CalendarsGo to Calendars → Create Calendar for each counselor. Set availability and connect to WF3 trigger.
Set Up Email Sending DomainGo to Settings → Email Services → Connect your domain (e.g. @yourcloudhub.ai) for professional sending.
Update Payment Links in TemplatesOpen WF5 - Payment Link email template and replace [PAYMENT LINK] with your actual Razorpay or Stripe payment link.
Update Class Join Links in WF7Before each class, update the join link and topic in WF7 - Class Reminder 24h email template.
Fill Program End Dates for StudentsFor WF9 renewal to trigger, every enrolled student's contact record must have the Program End Date custom field filled in.
Run End-to-End TestCreate a test contact, submit a form, and walk through the entire journey — WF1 → WF2 → WF3 → WF5 → WF6 — to verify all steps fire correctly.
Delete Default WorkflowsRemove the 6 default GHL workflows ("New Lead Nurture Fast 5", "Appointment Confirmation", etc.) to keep your automation folder clean.
You are Ready to Go Live
Once the checklist above is complete, your entire lead-to-enrollment automation system is operational. Every new lead will be automatically welcomed, nurtured, booked, enrolled, onboarded, and retained — without manual intervention at any step.