GHL Subaccount Setup

GoHighLevel Subaccount Setup Guide

Follow these steps to set up your subaccount for success.

1. Subaccount Creation

  • Go to “Sub-Accounts” in the Agency dashboard.
  • Click “Create Sub-Account”.
  • Select “Regular Account” and choose the appropriate snapshot.
  • Search for the business listing or manually enter details if no listing is found.
  • Click “Save” to finalize the subaccount creation.

2. Load Snapshot or Choose Blank

Once the subaccount has been created, the next step is to load a snapshot. A snapshot is a pre-built template that includes workflows, funnels, calendars, email templates, and automation sequences. This can significantly speed up the setup process.

Steps to Load a Snapshot:

  • Navigate to the subaccount and click the “Actions” button in the top right corner.
  • From the dropdown menu, select “Load Snapshot”.
  • Choose an existing snapshot from the list, or select a blank template if you want to build everything manually.

Important Considerations:

  • Review Snapshot Details: Some snapshots come with installation notes. If so, copy these details to a separate document before proceeding.
  • Small Business Snapshot: If you are using the “Small Business Snapshot”, proceed to step #3 for further customization.
  • Using a Different Templated Snapshot: Follow the instructions specific to that template before continuing to step #4 on this page.
  • Snapshot Import Time: Depending on the size of the snapshot, the import process may take several minutes. Do not navigate away from the page until it is complete.

3. Small Business Snapshot Setup

Once you have selected the Small Business Snapshot, you will be presented with a screen where you choose which assets to import. To optimize the setup process and reduce unnecessary workload, it’s helpful to be familiar with how workflows, automations, funnels, websites, email templates, and messages function within the system.

Snapshot Components:

  • List Cleanup & Management – Organizes and maintains a clean contact database.
  • Payment Automations – Manages invoicing, reminders, and payment processing workflows.
  • Calendar Automations – Automates appointment scheduling, reminders, and follow-ups.
  • Review Automations – Handles automated review requests and responses to improve reputation.
  • Phone Automations – Configures automated outbound calls and SMS follow-ups.
  • Link Tree Pages – A funnel-based page that consolidates business and social links in one place.
  • 4 Generic Offer Funnels – Pre-built sales funnels designed to generate leads and convert prospects.

Asset Selection Strategy:

Not all businesses will require every component listed above. During the import process, you have the option to exclude unnecessary assets. If you are uncertain about which assets to include, it’s recommended to import all components initially, then remove or modify them as needed.

Deployment Considerations

Each item below represents a crucial aspect of preparing the snapshot for deployment. Reviewing these items ensures you understand the scope of work required and can allocate resources accordingly.

Colors indicate required steps:

  • Mandatory – Essential setup steps that must be completed.
  • Important – Highly recommended steps to ensure full functionality.
  • Optional – Additional features that can enhance the system but are not required.
  • Advanced – Custom configurations for enhanced automation and efficiency.

A. Choose Funnels to Include

You will need an offer funnel to begin with. This can be a discount, a giveaway or whatever offer. This offer page needs to have a form attached to it to collect visitor information and trigger further automations as well as possibly a live chat turned on. This varies on the client account. If they already have a funnel built, this step is not needed. You will just add their existing funnel and offer info into the custom values.

There are 4 generic funnels included in the snapshot. If there are no existing funnels this is what we will customize and use.

  • Select provided funnel templates or use your own.
  • Add correct opt-in forms for customization.
  • Module: B-011. Lead Form Automations
  • Detailed instructions here.

B. Attach Subdomain to All Funnels, Websites, and Other Needed Links

Each subaccount requires a domain or subdomain to properly configure funnels, websites, and custom values. Assigning a subdomain ensures that automated links function correctly across different assets.

Steps to Assign a Subdomain:

  • Determine the main domain to be used for the account (e.g., whatever.com).
  • Create a subdomain for the primary site, such as site.whatever.com.
  • Assign unique URLs to necessary links based on function:
    • Review Link: site.whatever.com/review-link
    • Booking Calendar: site.whatever.com/booking
    • Unsubscribe Page: site.whatever.com/unsubscribe-page
  • Ensure that each custom value in emails, workflows, and funnels points to the correct assigned subdomain.
  • Test all links to confirm they are working correctly and resolving to the correct pages.

Additional Considerations:

  • If the client already has a domain in use, ensure that the subdomain setup does not interfere with their existing website or email configurations.
  • For best results, configure DNS settings in the domain registrar and verify propagation before proceeding.
  • Check the SSL certificate status to ensure secure access to the assigned subdomain.

C. Complete Necessary Custom Values

At this stage, you will configure all required Custom Values in the account settings. These values are placeholders that dynamically insert business-specific details into workflows, emails, and automation sequences.

Steps to Complete Custom Values:

  • Navigate to Settings > Custom Values in the GoHighLevel dashboard.
  • Review the list of available custom values and identify the ones relevant to the business.
  • Visit the client’s website to gather essential details, such as:
    • Business name, phone number, and email address.
    • Brand color codes (for email templates and funnels).
    • Physical address (for automated email footers and appointment confirmations).
  • Enter the collected data into the corresponding custom value fields.
  • Skip any unused custom values for now (e.g., Offer 2-4 if only Offer 1 is being used).
  • Save changes and verify that the values populate correctly in test workflows or emails.

Best Practices:

  • Ensure that placeholders like {{business.name}} and {{business.phone}} resolve correctly in preview emails.
  • Use HEX color codes for accurate brand representation in templates.
  • Set up a test contact and send a sample email or SMS to confirm that custom values populate as expected.

D. Create Referral Offer Workflow

To automate the referral offer process, you need to set up a workflow that tracks offer redemptions and stops unnecessary follow-ups.

Steps to Set Up Referral Offer Workflow:

  • Navigate to Automation > Workflows in the GoHighLevel dashboard.
  • Click Create Workflow and name it accordingly (e.g., “Referral Offer Redemption”).
  • Add a trigger for the workflow:
    • Select Tag Applied as the trigger.
    • Choose the tag ‘Referral Offer Redeemed’.
  • Set up an action to stop follow-ups for contacts who redeem the offer.
  • Optionally, add a thank-you email or SMS confirmation upon redemption.
  • Save and publish the workflow.

Related Module:

E. Customize Follow-Up Message Templates

Follow-up messages are crucial for engaging leads and customers. These templates should align with the business’s niche and have clear call-to-actions (CTAs).

Steps to Customize Follow-Up Messages:

  • Navigate to Marketing > Templates in the GoHighLevel dashboard.
  • Locate the templates used in workflows such as EMAIL-01 and SMS-01.
  • Edit each template to reflect the business’s branding, tone, and messaging.
  • Ensure CTAs are clear and guide the lead towards the desired action (e.g., booking an appointment, redeeming an offer).
  • Test the templates by sending a sample email or SMS to confirm proper formatting.

Related Module:

Edit Message Templates

To ensure effective communication, review and complete all email and SMS templates for nurture workflows. If a sequence ends without a final action, add a wait step of 9999 days to prevent contacts from prematurely exiting the workflow.

Steps to Edit Message Templates:

  • Go to Marketing > Email Templates in the GoHighLevel dashboard.
  • Review existing nurture email templates.
  • Adjust messaging to match the business’s tone and branding.
  • Add a final wait step of 9999 days if no further messages are planned.

Related Module:

Select Default Country Holiday

Setting a default country ensures that holiday-based automations trigger correctly when the country field is empty.

Steps to Set Default Country Holiday:

  • Navigate to Settings > General Settings.
  • Locate the Default Country field.
  • Select the appropriate country from the dropdown menu.
  • Save changes to ensure all workflows referencing holidays function correctly.

Related Module:

Edit Email Templates

Holiday email templates need customization to align with the business’s branding and message. Adjust pre-built templates for seasonal promotions.

Steps to Edit Holiday Email Templates:

  • Navigate to Marketing > Email Builder.
  • Select and review preloaded holiday templates.
  • Customize workflows such as EB-01: Happy New Year and EB-12: Happy Holidays.
  • Ensure content and CTAs are relevant to the audience.

Related Module:

Customize Holiday Names/Dates

Adjusting holiday names and dates ensures workflows align with the client’s promotional schedule.

Steps to Customize Holiday Names/Dates:

  • Navigate to Automation > Workflows.
  • Search for workflows labeled Reset Holiday Names/Dates.
  • Edit and update holiday names or adjust dates as needed.
  • Ensure seasonal promotions align with updated dates.

Related Module:

Link Tree Social Links

Updating the Link Tree funnel ensures that all social media links direct users to the correct profiles.

Steps to Edit Link Tree Social Links:

  • Navigate to Sites > Funnels and locate the Link Tree funnel.
  • Edit the Link Tree page and update each social media link.
  • Customize button text and order of links if necessary.
  • Save changes and preview the page to ensure links function correctly.

Related Module:

Complete these setup steps to ensure your snapshot operates effectively and meets your business needs.

4. General Configuration

After creating the subaccount, configure the basic settings to align with the client’s business details and preferences.

Steps to Configure General Settings:

  • Switch to the subaccount by clicking “Switch to Sub-Account”.
  • Go to “Settings > Business Profile” and update all business information.
  • Enable beta features under “Settings > Labs” if necessary.
  • Add user profiles for staff members under “Settings > My Staff”.
    • Ensure each staff member has the correct roles and permissions.

5. A2P Registration

To comply with SMS regulations, register for A2P messaging through the Trust Center.

Steps to Complete A2P Registration:

  • Go to “Settings > Phone Numbers > Trust Center”.
  • Complete the required fields and submit the registration.

6. Connect Google My Business

Integrating Google My Business allows for streamlined customer engagement and enhanced analytics.

Steps to Connect Google My Business:

  • Navigate to “Settings > Integrations”.
  • Click “Sign in with Google” and select the business listing to connect.
  • Enable call tracking to monitor customer interactions.

7. Automations

Review and customize automation workflows to match the client’s branding and operational needs.

Steps to Configure Automations:

  • Review each workflow under “Automation > Workflows”.
  • Customize messages, triggers, and actions to align with the business strategy.
  • Use the “Test” feature to verify workflow functionality.
  • Save and publish each workflow.

8. AI Chat Widget

Enhance customer engagement by setting up the AI-powered chat widget.

Steps to Set Up AI Chat Widget:

  • Go to “Sites > Chat Widget” and select “AI Chat Widget V2”.
  • Remove all toggles that affect Conversation AI and save.
  • Go to Settings–>Conversation AI.
  • Customize training data to handle FAQs and services.
  • Set up response tones and fallback messages.
  • Embed the widget on the website using this code:
    <script src=”your-chat-widget-code.js”></script>

9. Calendars

Ensure scheduling automation is properly configured.

Steps to Configure Calendars:

  • Go to “Calendars” and review each calendar template.
  • Customize email and SMS notifications for booking confirmations, reminders, and follow-ups.
  • Integrate external calendars such as Google Calendar.

10. Reviews

Set up automated reputation management workflows to generate and respond to customer reviews.

Steps to Configure Reviews:

  • Set up review request templates under “Settings > Reputation Management”.
  • Activate AI-powered automated review responses.
  • Enable automatic review posting through “Marketing > Social Planner”.

11. Websites and Funnels

Ensure website and funnel pages align with the business branding.

Steps to Customize Websites and Funnels:

  • Update website content under “Sites > Websites”.
  • Customize funnel pages to reflect the business’s branding and offers.
  • Ensure SEO metadata is correctly configured for each page.

12. Final Testing and Launch

Before going live, perform a thorough test of all components.

Steps to Finalize the Setup:

  • Test all workflows, calendars, and integrations to confirm functionality.
  • Review the subaccount for any missing details or incomplete setups.
  • Launch the system and monitor initial interactions for quality assurance.