GoHighLevel Configuration
Automated Ecosystem
User Manual
The complete operational guide to EduPeak Coaching's automated lead-to-enrollment machine. Understand triggers, logic, and operational guardrails.
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 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
Core Design Principles
🏷️
Tag-Driven Control
Every workflow transition is triggered by a tag, not a form submit or pipeline stage change. Tags act as "state flags" — making it incredibly easy to audit a contact record.
🛡️
Entry Safety Guards
Each workflow checks for an "active" tag (e.g., status_enrolled) at entry. If the tag already exists, the workflow ends immediately, preventing double-execution.
👨💼
Counselor-Controlled Outcomes
Critical decisions — enrolled, at-risk, re-engaged — are triggered manually by the counselor adding a tag. Automation handles all follow-up; counselors control the outcome.
💬
Reply Stops Automation
In nurture sequences (like WF2), if a lead replies at any step, they are assigned to a counselor and removed from the automation loop. Human conversation always takes priority.
02
Core Components
The two pipelines, 14 custom fields, and tag taxonomy that power the entire automation system.
Sales Pipeline
EduPeak Coaching — Sales Pipeline
8 stages · Lead → Enrollment
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
EduPeak Coaching — Student Pipeline
7 stages · Post-enrollment lifecycle
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
System uses 14 mapped fields
| Field | Type | Purpose | Used In |
|---|---|---|---|
| Student Full Name | TEXT | Personalization across all messages | 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 for urgency | WF2, WF9 |
| Parent Name | TEXT | Parent/guardian name | WF6 |
| Parent Phone | PHONE | Emergency/parent contact | WF6, WF8 |
| Lead Source Detail | TEXT | UTM campaign or 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 for routing | WF1, WF3 |
| Enrollment Date | DATE | Date of confirmed enrollment | WF5, WF9 |
| Program End Date | DATE | WF9 renewal trigger — must be filled | WF9 |
| Lead Score | NUMBER | Engagement score 0-100 | WF1, WF2 |
| Last Engagement Date | DATE | Last activity timestamp | WF8, WF10 |
Tagging System Taxonomy
The 40 system tags are categorized by their function within the architecture.
Lead Status
Journey Events (Counselor)
Student Lifecycle
Lead Sources
Active State (Safety Guards)
Applied at entry to workflows to prevent duplicate triggers.
Program Interest
03
Lead Sources & Capture Forms
All lead entry points, their capture methods, tags applied, and current status.
| Source | Entry Method | Tag Applied | Status |
|---|---|---|---|
| Website Form | Embedded in EduPeak landing page funnel. | source_organic | ✓ Live |
| Referral | Student referral form (fills referrer custom fields). | source_referral | ✓ Live |
| Walk-in | Manual contact creation by counselor. | source_walk_in | ✓ Live |
| Facebook/Instagram Ads | Meta Lead Ads native integration. | source_facebook | ⏳ Deferred |
| Google Ads | GCLID tracking via Zapier integration. | source_google_ads | ⏳ Deferred |
| Instagram Organic | Click-to-chat link with pre-filled message. | source_instagram | ⏳ Partial |
Lead Capture Form Fields
EduPeak Coaching — Lead Capture Form
| Field | Type | Required |
|---|---|---|
| First Name | Text | ✓ |
| Last Name | Text | — |
| Phone | Phone | ✓ |
| ✓ | ||
| Target Exam/Program | target_exam_program | — |
| Student Grade/Class | student_grade | — |
| Budget Range | budget_range | — |
| Preferred Batch Time | preferred_batch_time | — |
| SMS Consent | Checkbox | ✓ |
Counseling Session Calendar
EduPeak — Counseling Session Booking
Type
Round Robin
Distribution
Optimize for Equal
Meeting Duration
30 minutes
Buffer Time
15 min (pre/post)
Auto-Confirm
Enabled
Triggers
WF3 Booking Automation
WF1
Lead Capture & Welcome
The universal entry point. Every new lead is tagged, assigned, added to the pipeline, and a counselor call task is created — all within 60 seconds of form submission.
WF1
Lead Capture & Welcome
✓ Production Ready
Trigger: Contact Created (Form Submitted — any form)
Source Identification — Checks lead origin and applies matching source_* tag. Sets Lead Source Detail field from UTM.
Add Tag — Applies status_new + relevant source_* and interest_* tags
Wait 1 minute — Allows all field data to settle before sending messages
Send Email — WF1 - Lead Welcome Email (with free brochure)
Send SMS — WF1 - Lead Welcome SMS ("Our counselor will call within 30 mins")
Create Task — "Call {{contact.first_name}} — Fresh Lead" | Due: 30 minutes | Assign: Rahul Sharma | Type: Call
Create Opportunity — EduPeak Sales Pipeline → Stage: New Lead | Value: Expected fee
If Lead Score > 50 → Add tag status_hot + send internal escalation notification to team
Wait 30 minutes → If task still open → Send internal notification "Lead not contacted — escalate"
Tags:status_newstatus_hotsource_*
Speed to Lead
Lead conversion drops 80% if first response takes more than 5 minutes. This workflow fires within 30 seconds of form submission and immediately assigns a call task to the counselor.
WF2
Lead Nurture Sequence
14-day multi-touch sequence for leads who did not book a demo immediately. Provides value at every touchpoint before making the ask.
WF2
14-Day Lead Nurture Sequence
✓ Production Ready
Re-entry: OFF · 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?
Day 2 — Email: Student Success Story
Day 3 — SMS: Free Masterclass invite
Day 5 — Email: Myth Busting (exam prep truths)
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 lead replies at any step — Sequence stops. Counselor notified instantly to take over. Contact exits workflow.
Day 14 timeout (no demo booked) — Add tag status_unresponsive, remove status_warm. Enter WF10 after 30 days.
Tags:status_warmstatus_coldstatus_unresponsiveGoal Exit:behavior_demo_booked
WF3
Demo Booking
4-touch reminder sequence that pushes show-up rates from 40% to 70-80%. Splits into attended vs no-show branches automatically 1 hour after session time.
WF3
Demo / Counseling Session Automation
✓ Production Ready
Trigger: Appointment Status = Booked — any counseling 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/SMS reminder with join link
30min Before — SMS final nudge + Internal counselor prep alert
+1 Hour After — Post-session outcome check via Rescheduled field branch
If Attended (Rescheduled = False) — Add behavior_demo_attended | Move to Demo Attended | Send 4-email post-demo sequence over 7 days
If No-Show (Rescheduled = True) — Add behavior_no_show → Automatically triggers WF4
Tags:behavior_demo_bookedbehavior_demo_attendedbehavior_no_show
No-Show Recovery (via WF4 — 5 Days)
| Attempt | Message |
|---|---|
| 15 min | "We missed you — everything OK? Reply RESCHEDULE for a new slot." |
| 1 hour | "3 slots to reschedule: [SLOT 1] [SLOT 2] [SLOT 3] — which works?" |
| 3 hours | Email: What we would have covered in today's session |
| Next Day | Counselor call task created (High Priority) |
| Day 3 | Email: "Should we close your file?" YES/NO forced choice |
| Day 5 | Timeout: Move to Lost stage → Enter WF10 after 30 days |
WF4
No-Show Recovery
50% of no-shows will reschedule if contacted within 24 hours. This workflow runs a 5-day automated recovery campaign triggered by the behavior_no_show tag from WF3.
WF4
No-Show & Reschedule Recovery
✓ Production Ready
Trigger: Contact Tag Added — behavior_no_show
15 minutes — SMS: "We missed you — everything OK?"
1 hour — WhatsApp: 3 reschedule time slots offered personally by counselor
3 hours — Email: Summary of what the session would have covered
Next Day — Counselor call task created (High Priority): "Follow up with {{contact.first_name}} — No Show"
Day 3 — Email: "Should we close your file?" with YES/NO links
If Rescheduled — Remove behavior_no_show → Contact re-enters WF3 automatically
If No Response by Day 5 — Add status_unresponsive | Move opportunity to Lost stage
Tags:behavior_no_showstatus_unresponsive
WF5
Enrollment & Payment
7-day payment follow-up sequence triggered when opportunity moves to Proposal Sent. Exits automatically the moment payment is confirmed via the status_enrolled tag.
WF5
Payment Follow-up & Enrollment Confirmation
✓ Production Ready
Trigger: Opportunity Stage Changed → Proposal Sent in EduPeak Sales Pipeline
Immediately — Payment link email + SMS with 72hr seat expiry notice
24h — If NOT enrolled — Payment reminder email (48hr warning)
48h — If NOT enrolled — Counselor personal follow-up call task + internal SMS alert
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 Confirmed (status_enrolled tag added) — Set enrollment_date field | Send enrollment confirmed email | Notify academic team | Trigger WF6 Onboarding
Tags:status_proposal_sentstatus_enrolledGoal Exit:status_enrolled
WF6
Student Onboarding
Students who complete onboarding have 3-4x lower churn. This 14-day sequence ensures every new student is set up for success from Day 0.
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 Neha Verma (Retention Lead) is the most important step in this entire workflow.
WF6
14-Day Student Onboarding Sequence
✓ Production Ready
Trigger: Contact Tag Added — status_enrolled
Day 0 — Welcome video email + Portal login WhatsApp (username, temp 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 quick 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 personal check-in call
Day 14 — Milestone celebration email | Move to Student Pipeline → Active - Engaged
Tags:status_enrolledat_risk
WF7
Class Reminders & Engagement
3-touch reminder sequence before every class. Post-class recording delivery keeps absent students from falling behind.
WF7
Class Reminder & Post-Class Engagement
✓ Production Ready
Trigger: Contact Tag Added — status_enrolled (per class cycle)
24h Before Class — Email with topic, join link, and prep checklist
1h Before Class — WhatsApp/SMS reminder with join link
10 min Before Class — SMS final nudge with join link
Post Class (+1hr) — Email: Recording + key takeaways + homework for next class
+24h — If not engaged — Missed class WhatsApp with recording link
Every Sunday — Weekly digest email with upcoming class schedule
Note:Update class join link in WF7 - Class Reminder 24h template before each class session
WF8
At-Risk Alerts
3-level escalation system that catches struggling students before they decide to quit. Each level escalates to a different team member with increasing urgency.
WF8
3-Level At-Risk Intervention System
✓ Production Ready
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 | Personal call required within 4 hours
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 | Log outcome | Move back to Active - Engaged | Workflow exits immediately
Tags:at_riskre_engaged
WF9
Renewal & Upsell
Renewal is 5-10x cheaper than new acquisition. This 45-day sequence starts well before program end with counselor touchpoints at every key milestone.
WF9
45-Day Renewal Sequence
✓ Production Ready
Trigger: Date Field — 45 days before Program End Date custom field
T-45 — Early bird renewal offer email (15% discount, valid 7 days)
T-40 — Counselor task: review progress + prepare personalized renewal pitch
T-35 — Personal WhatsApp from counselor to schedule renewal call
T-30 — Renewal counseling call task scheduled (30 min)
T-25 — Alumni success story email (social proof)
T-20 — Early bird discount expiry warning email
T-14 — Final WhatsApp reminder from counselor
T-5 — Counselor final personal outreach task
T-0 — Last call renewal email | If not renewed after 7 days → Enter WF10 win-back
Important:Program End Date must be filled in on each enrolled student's contact record for this to trigger
WF10
Re-engagement Win-back
90-day gentle re-engagement campaign for dormant leads and churned students. Leads with value, not offers. Fully respects suppression tags.
WF10
90-Day Win-back Sequence
✓ Production Ready
Re-entry: ON · 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 email (exam cycle, scholarship window)
If lead replies or clicks at any step — Re-activated! Remove status_unresponsive | Add status_warm | Counselor notified | Re-enters WF2
If exhausted (no engagement in 90 days) — Add suppress_email | Remove from all active sequences
Tags:status_unresponsivesuppress_emailstatus_warmGoal Exit:status_warm
WF11
Referral Program
Referred leads convert at 3-5x the rate of cold leads. Two-sided rewards consistently outperform one-sided programs.
WF11
Student Referral Reward Automation
✓ Production Ready
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 for counselor
Referrer reward — Cashback or fee credit processed manually within 5 business days
Referral Loop Back — When referred contact submits form, source_referral tag applied → instantly triggers WF1, injecting referral into top of sales pipeline
Activation:Add streak_30day tag manually to students who have been actively enrolled for 30+ days
WF12
Post-Enrollment Retention & Reviews
Reviews are the #2 reason prospects choose one institute over another. This NPS-first workflow systematically builds social proof while protecting unhappy students.
WF12
NPS Survey → Google Review → Video Testimonial
✓ Production Ready
Trigger: Contact Tag Added — streak_30day
Day 0 — NPS survey SMS: "Rate us 1-10 — just reply with a number"
Score 9-10 (Promoter) — Send Google review request email with direct link. Add tag behavior_high_engagement.
If review_submitted_public tag added — Send video testimonial request + reward offer. Counselor follow-up task created.
Score 7-8 (Passive) — Send feedback form: "What could we improve?" Log for product/curriculum team.
Score 6 or below (Detractor) — Internal email to Neha Verma: "Low NPS — personal resolution needed before any review ask"
Tags:streak_30dayreview_submitted_publicbehavior_high_engagement
Safety Rule
Never ask for a review from a student tagged at_risk or with unresolved support issues. Fix the issue first, then ask. Score 9-10 students are your best advocates — prioritize getting them on video.
04
Operations: Roles & Responsibilities
The system is designed so that automation handles all routine communication — humans only intervene at key decision points, system monitoring, and edge-case handling.
RS
PS
AK
NV
RS
Sales Counselor
Primary role: Lead conversion and enrollment
Call new leads within 30 mins of WF1 task creation
Conduct all counseling sessions (WF3)
Apply behavior_demo_attended or behavior_no_show within 1hr of session
Move opportunity to Proposal Sent to trigger WF5
Apply status_enrolled after payment confirmation
Apply status_hot when lead shows strong buying intent
AK
Academic Coordinator
Primary role: Student success and academic operations
Action Day 10 check-in call tasks from WF6
Handle at-risk Level 2 outreach within 4 hours (WF8)
Maintain class schedules and update WF7 templates
Configure payment dates for renewal tracking (WF9)
NV
Retention Lead
Primary role: Student retention and churn prevention
Action Day 7 at-risk escalations from WF6 immediately
Handle all at-risk Level 2 and Level 3 interventions (WF8)
Personally resolve low NPS scores before review requests (WF12)
Monitor student engagement weekly and add at_risk tags proactively
OPS
Admin / Ops
Primary role: System monitoring and configuration
Monitor workflow execution logs weekly for errors
Update class join links in WF7 templates before each class
Fill Program End Date for each new enrolled student (triggers WF9)
Handle duplicate contacts flagged by GHL matching rules
Counselor Tag-Action Quick Reference
| Situation | Tag to Add | System Reaction |
|---|---|---|
| Student attended counseling session | behavior_demo_attended | Pipeline → Demo Attended · WF3 post-demo sequence starts |
| Student did not show up | behavior_no_show | WF4 No-Show Recovery triggers automatically |
| Payment confirmed / enrolled | status_enrolled | Pipeline → Won · WF6 Onboarding starts automatically |
| Student missing classes / disengaged | at_risk | WF8 3-level intervention starts immediately |
| At-risk student re-engages | re_engaged | WF8 exits · Move back to Active - Engaged stage |
| Student active for 30 days | streak_30day | WF11 Referral + WF12 Review sequences trigger |
| Lead not interested / dropped | status_cold | Pipeline → Lost · WF10 Win-back after 30 days |
| Google review confirmed posted | review_submitted_public | WF12 advances to Video Testimonial Request |
05
Platform Integrations
Current integration status across all connected and planned platforms.
| Integration | Status | Notes |
|---|---|---|
| GHL Native Forms | ✓ Live | Lead Capture Form and Referral Form embedded in funnels. Fully operational. |
| Round Robin Calendar | ✓ Live | Counseling session booking calendar with equal distribution, auto-confirm, and WF3 trigger. |
| Email (GHL Default Domain) | ✓ Live | All 38 email templates sending via GHL default domain. Custom domain setup pending. |
| Custom Email Domain | ⏳ Deferred | @yourcloudhub.ai domain. Requires DNS setup. |
| Facebook Lead Ads | ⏳ Deferred | Requires Facebook Business Manager validation. |
| WhatsApp Business API | ⏳ Deferred | Requires Meta Business validation. |
| Razorpay / Payment Gateway | ⏳ Partial | Payment links created manually. Webhook pending. |
| Google Ads | ⏳ Deferred | GCLID tracking setup needed. Zapier deferred to Phase 2. |
06
Troubleshooting Guide
Common issues encountered during operation and their fixes.
| Issue Encountered | Likely Cause | Fix |
|---|---|---|
| WF1 not triggering for new contact | Contact created manually without meeting form trigger, or workflow paused. | Check WF1 is published. Verify contact creation method matches trigger. |
| Lead receiving duplicate messages | Multiple workflows active simultaneously due to missing safety tags. | Check for duplicate status tags. Remove incorrect one. Verify suppression tags. |
| WF3 post-demo sequence not firing | Counselor did not update appointment status within 1hr window. | Manually add behavior_demo_attended or behavior_no_show tag to trigger correct branch. |
| WF5 not triggering after proposal | Opportunity stage not moved to "Proposal Sent" correctly. | Manually move opportunity to Proposal Sent stage. WF5 will fire immediately. |
| WF9 renewal not starting | Program End Date field is empty on student contact. | Fill in Program End Date on enrolled student's contact record. |
| WF8 not stopping after re-engagement | re_engaged tag not added by counselor after student responds. | Confirm student has re-engaged, then manually add re_engaged tag. |
| Email not being sent | Email domain not verified or template has missing fields. | Check GHL default domain settings. Verify template has From Name and From Email set. |
| Student in two workflows simultaneously | Safety tags not removed when transitioning between workflow states. | Check contact tags. Remove old status_* tag before adding new one. |
| Duplicate contacts created | Student used different email or phone on separate form submission. | GHL dedupes on exact matches. Merge duplicates natively in Contacts view. |
| WF4 no-show recovery not firing | behavior_no_show tag not added by WF3 or counselor. | Manually add behavior_no_show tag. WF4 will trigger immediately. |
07
KPIs & Metrics to Track
Use GHL's reporting and pipeline views to track these key conversion metrics across the funnel. Review weekly.
WF2
Demo Booking Rate
Formula: Demos Booked ÷ Total Warm Leads
Target: >25%
WF3
Show-up Rate
Formula: Attended ÷ Booked
Target: >70% with 4-touch reminders
WF5
Enrollment Rate
Formula: Enrolled ÷ Demo Attended
Target: >40%
WF4
No-Show Recovery Rate
Formula: Rescheduled ÷ No-Shows
Target: >40%
WF9
Renewal Rate
Formula: Renewed ÷ Program Completions
Target: >60%
WF11
Referral Rate
Formula: Referrals ÷ Active Students
Target: >15%
Pipeline Stage Filtering
Use GHL's pipeline view filtered by stage to get a live count of leads at each lifecycle point. Combined with date filters, this allows weekly conversion reporting without any external dashboarding tools required.
08
Future Roadmap
Planned enhancements for Phase 2 and beyond, once core integrations are activated.
| Enhancement | Phase | Dependency | System Impact |
|---|---|---|---|
| WhatsApp Business API | Phase 2 | Meta Business validation | Adds native WhatsApp channel to WF2, WF3, WF5 reminders. |
| Custom Email Domain | Phase 2 | DNS setup for @yourcloudhub.ai | Branded email sending — removes GHL default domain. |
| Facebook Lead Ads | Phase 2 | FB Business Manager + Page | Ads leads auto-enter WF1 with source_facebook tag. |
| Razorpay Webhook | Phase 2 | Razorpay account + GHL webhook | Auto-adds status_enrolled tag on payment — removes manual step. |
| Google Ads Integration | Phase 3 | Google Ads account + Zapier | Offline conversion tracking. Leads auto-enter WF1 with source_google_ads. |
| AI Qualification Agent | Phase 4 | WF stability + GHL AI Agents | Replaces WF2 static SMS sequence with dynamic AI conversation bot. |
| Student Portal Integration | Phase 4 | LMS/portal webhook | Auto-adds at_risk tag when portal login = 0 for 7+ days. |
| SaaS Plan + Snapshot Replication | Phase 5 | GHL SaaS plan activation | Enables one-click sub-account provisioning for new coaching centers. |
09
Appendix: Dictionaries
Naming Conventions
Tags & Fields
status_new
at_risk
target_exam_program
All lowercase, underscore-separated.
Forms, Calendars & Workflows
EduPeak Coaching — Lead Capture Form
WF1 — Lead Capture & Welcome
Title Case with "EduPeak Coaching —" or "WF# —" prefix.
Complete Tag Dictionary
| Tag Name | Category | Applied By | System Purpose |
|---|---|---|---|
| status_new | Status | WF1 | Entry flag — triggers counselor call task and pipeline creation |
| status_warm | Status | Counselor | Triggers WF2 14-day nurture sequence |
| status_hot | Status | WF1 / Counselor | Priority lead — triggers escalation notification |
| status_cold | Status | WF2 / Counselor | Triggers WF2 cold variant or WF10 win-back |
| status_enrolled | Status | Counselor / Payment | Triggers WF6 onboarding — most important tag in system |
| status_unresponsive | Status | WF2/WF4/WF5 | Triggers WF10 win-back after 30 day wait |
| status_proposal_sent | Status | WF5 | Marks payment link sent — prevents duplicate sends |
| behavior_demo_booked | Journey | WF3 | Marks active booked session — prevents WF2 re-entry |
| behavior_demo_attended | Journey | Counselor/WF3 | Confirms session happened — triggers post-demo sequence |
| behavior_no_show | Journey | WF3 / Counselor | Triggers WF4 no-show recovery immediately |
| behavior_engaged | Journey | WF2 | Marks lead replied or clicked in nurture sequence |
| behavior_high_engagement | Journey | WF12 | Marks NPS 9-10 student — prime candidate for testimonial |
| at_risk | Student | Counselor / WF6 | Triggers WF8 3-level intervention immediately |
| re_engaged | Student | Counselor | Exits WF8 at any level — marks student recovered |
| streak_30day | Student | Counselor | Triggers WF11 Referral + WF12 Review sequences |
| review_submitted_public | Student | Counselor | Advances WF12 to video testimonial request |
| suppress_email | Suppression | WF10 / Counselor | Prevents all email sends — checked by WF10 before each send |
| source_facebook | Source | WF1 | Originated from Facebook/Instagram ad |
| source_referral | Source | WF1 | Originated from student referral — auto-triggers WF1 |
| source_walk_in | Source | Counselor/WF1 | Walk-in or phone inquiry entered manually |