GoHighLevel (GHL) is the CRM you will use to track all daily activity.
Your job inside GHL is focused on speed, simplicity, and accuracy so you can spend the majority of your time making calls.
This guide explains how GHL is set up and how you should use it every day.
1. Pipeline Setup (Where You Track Lead Status)
We use a simplified, high-speed pipeline designed for appointment setters.
You will only use the following stages:
Outbound Cold Calling Pipeline Stages
New Lead
Attempted Contact
Spoke to Gatekeeper
Spoke to Decision-Maker
Interested – Follow Up
Appointment Booked
Not Interested
Your job: Move the lead to the correct stage after every call.
This should take 1–2 seconds.
2. What You Must Update for Each Lead
Every time you call a lead — whether they answer or not — you must update two things:
A. Pipeline Stage
Select the stage that matches what happened:
No answer / voicemail left → Attempted Contact
Reached receptionist → Spoke to Gatekeeper
Reached owner but not booked → Spoke to Decision-Maker
Owner shows interest → Interested – Follow Up
Booked → Appointment Booked
Not qualifying → Not Interested
B. Short Note (One Line Only)
Notes should be simple and fast.
Examples:
“VM left”
“Spoke w/ gatekeeper — owner out”
“John (owner) — wants follow up Tues 2pm”
“Booked Thurs 10am EST — solar appt review”
Notes should take 5–10 seconds, no longer.
3. Calendar Booking Setup
When creating an appointment, you only fill in:
Name
Business Name
Phone
Email
State
Appointment Date & Time
Brief call notes
Keep it simple. Keep it fast.
A confirmation automation will send the prospect reminders — no manual follow-ups needed unless instructed.
4. Daily Workflow Inside GoHighLevel
To keep things fast and predictable, follow this workflow every day:
Step 1: Open the “Today’s Call List” View
This is a filtered list of all leads you should call today.
You will see only the leads that require action:
New Lead
Attempted Contact
Spoke to Gatekeeper
Spoke to Decision-Maker
Interested – Follow Up
You should not browse the full CRM.
Step 2: Make Calls
Use your phone or dialer while keeping the GHL tab open.
Step 3: Update CRM Immediately
After each call, update:
Pipeline Stage
One-line note
This should take under 10 seconds.
Step 4: Book Appointments When Qualified
If qualified and interested:
Add appointment to the Leadbreakers Sales calendar
Update lead to Appointment Booked
Add brief notes
Step 5: End-of-Day Cleanup
Before you finish your shift:
All leads contacted must be updated
All appointments must be entered
All follow-ups must be scheduled
No “mystery leads” left without notes
This keeps the pipeline clean and accurate.
5. What Good CRM Hygiene Looks Like
A well-managed CRM includes:
Every interaction updated
No missing notes
Accurate pipeline stages
Clear appointment entries
Clean follow-up tasks
Good CRM equals better conversion rates and better bonuses for you.
6. Why We Keep the System Simple
We keep GHL lightweight so you can:
Make as many calls as possible
Move fast
Avoid unnecessary clicking
Focus on booking appointments
Spend less time on admin