GoHighLevel CRM Setup: A Practical Checklist

GoHighLevel can do a lot. That is the problem. New users open the account, see dozens of tools and do not know where to begin. This checklist covers what to set up first, in what order, so your CRM matches how you actually sell.

Step 1: Write your sales process on paper first

Before you click anything, answer these questions:

• Where do your leads come from (website, calls, ads, referrals)?
• What are the steps between "new enquiry" and "paid customer"?
• Who is responsible at each step?
• What should happen automatically?

The answers become your pipeline, your workflows and your forms.

Step 2: Set up the account basics

• Business name, address, time zone and logo
• A professional email address, and domain records for sending (SPF and DKIM) so your emails reach the inbox
• Your phone number for calls and texts
• Carrier registration if you text US numbers (A2P 10DLC)
• Users for your team, with the right permissions

Step 3: Define fields and tags

• Custom fields: the information you collect, such as service, budget or property type
• Tags: short labels such as source, interest and status
• Keep the list small. If nobody uses a field, delete it.

Step 4: Build your pipeline

Keep stages simple, for example: New, Contacted, Booked, Won, Lost. Each stage should answer the question, "What happens next?" Add stages later only if you need them.

Step 5: Set up calendars

• One calendar per type of appointment
• Working hours, buffers and reminders
• A confirmation message and a reminder before the appointment
• A booking link you can use on your website and in messages

Step 6: Create forms and surveys

• A short contact form (name, phone, email and one question)
• A longer form or survey only where you need more detail
• Make sure each form creates a contact, adds a tag and starts a workflow

Step 7: Build the core workflows

Start with these five:

1. New lead: instant text and email, alert to your team, task to follow up
2. Missed call: text back with a booking link
3. Appointment reminder: a reminder the day before and a few hours before
4. No-show or cancelled: a friendly message to reschedule
5. Review request: a message after the job is done

Step 8: Connect your website and other tools

• Embed or link your forms and calendars on your website
• Connect other tools (spreadsheets, project tools) with workflows, webhooks or n8n

Step 9: Add reports

Keep it to three numbers at first: new leads by source, how fast you reply and appointments booked.

Step 10: Test everything

Fill in your own form from your phone. Call your own number and miss the call. Book an appointment. Check every message, every alert and every pipeline move. Fix what is wrong before real leads arrive.

The checklist (copy it)

• Sales process written down
• Account, domain and phone set up
• Carrier registration done (if texting US numbers)
• Fields and tags created
• Pipeline built
• Calendars and reminders set
• Forms and surveys created
• 5 core workflows built
• Website and tools connected
• Reports added
• Full test done

Want it done for you?

We build the whole setup, test it and hand it over with a walkthrough. See GoHighLevel CRM setup or book a free call.

Related reading: Missed-Call Text Back · GoHighLevel Workflows or n8n? When to Use Each