GoHighLevel Patient CRM Automation

Introduction

30 Second Summary

Think about the last time you called a clinic to book a medical test. Chances are you left a message, waited hours for a callback, and never received preparation instructions until you asked.

In this project, you will build a fully automated patient management system inside GoHighLevel, an all-in-one CRM and marketing platform. You will set up everything from lead capture to post-visit review requests for a fictional diagnostic center called ClearPath Diagnostics.

What You'll Build

Picture a patient submitting an inquiry on your booking page and receiving a welcome email, an SMS follow-up, a booking link for their specific exam package, tailored preparation instructions, and a post-visit review request, all triggered automatically without any manual follow-up.

By the end of this project, you'll have:

• A booking funnel that captures patient inquiries and triggers a welcome email, SMS follow-up, and a direct link to book one of three examination packages.
• A visual pipeline tracking every patient from "New Inquiry" through "Test Completed" with automated workflows that send exam-specific preparation instructions based on which package was booked.
• A missed-call text-back system that automatically recovers lost leads and sends post-visit review requests to build the center's online reputation.
• Secret Mission: Package your entire system as a reusable Snapshot and list it for sale on the GoHighLevel App Marketplace.

Are there any prerequisites?

No prior experience with GoHighLevel or CRM platforms is needed. All you need is a web browser and an email address to sign up for the 14-day free trial.

Before We Start

Before diving in, let's lock in what you're about to build and why it matters.

Set Up GoHighLevel and Create Your Client Sub-Account

Before you can build any automations for ClearPath Diagnostics, you need two things: a GoHighLevel account and a dedicated sub-account for your diagnostic center client.

GoHighLevel is an all-in-one CRM and marketing platform that agencies use to manage client businesses. Each client gets their own isolated sub-account with its own CRM, workflows, and settings, so nothing crosses between clients.

In this step, get ready to:

• Sign up for the GoHighLevel 14-day free trial.
• Create a sub-account for ClearPath Diagnostics.
• Switch into the sub-account and verify the dashboard.

Sign up for the GoHighLevel 14-day free trial

GoHighLevel offers a 14-day free trial with full feature access. You will use the Agency Starter plan, which is $97/month after the trial but costs nothing during the 14 days.

• Open your web browser and go to gohighlevel.com.
• Click the free trial button on the homepage.
• Select the Agency Starter plan.
• Complete the registration form with your name, email address, and payment details.

Will I be charged?

Your payment card is required to start the trial, but you will not be charged during the 14-day period. You can cancel before the trial ends to avoid any charges. The Agency Starter plan includes 3 sub-accounts, which is more than enough for this project.

• Once registration is complete, confirm you land on the Agency Dashboard.
• In the left-hand sidebar, confirm you can see Sub-Accounts, Account Snapshots, and Settings. These three sections are the main areas you will work with as an agency.

Having trouble signing up?

If your payment card is declined, try a different card or contact your bank. Some banks flag new subscription trials as suspicious.

If you see a message that your email is already registered, you may have started a trial previously. Try using a different email address.

help me troubleshoot my GoHighLevel sign-up

Create a sub-account for ClearPath Diagnostics

Sub-accounts keep each client's data completely separate. You are about to create one for your fictional diagnostic center client, ClearPath Diagnostics.

• Click Sub-Accounts in the left-hand sidebar.
• Click the + button or Create Sub-Account option in the top-right area.
• Enter ClearPath Diagnostics in the Business Name field.
• Fill in a placeholder address, phone number, and email.
• Select a timezone that matches your location.
• Click Save to create the sub-account.

Why placeholder details?

ClearPath Diagnostics is a fictional client. You are using placeholder contact information because the goal is to build the automation system, not to set up a real business. If you were doing this for a real client, you would enter their actual business address, phone number, and email here.

• After saving, confirm that ClearPath Diagnostics now appears in the sub-accounts list.

Sub-account not appearing?

If the Save button is grayed out, check that all required fields are filled in. The business name, email, and timezone are typically required.

If you see an error after clicking Save, try refreshing the page and attempting the creation again.

help me create a sub-account in GoHighLevel

Switch into the sub-account

Your sub-account exists, but you are still looking at it from the agency level. To build inside it, you need to switch into it.

• On the Sub-Accounts page, find ClearPath Diagnostics in the list.
• Click Switch to Sub-account.

Before the page loads, think about what you expect to see inside a brand new sub-account. Will there be any contacts, pipelines, or workflows waiting for you?

The dashboard is completely empty. No contacts, no pipelines, no workflows, no funnels, no calendars. This blank canvas is exactly where you will build the entire diagnostic center automation system.

• Confirm the left-hand sidebar now shows Dashboard, Conversations, Contacts, Opportunities, Calendars, Sites, and Automation. These are the tools you will use to build the patient management system.

Not seeing the sub-account dashboard?

If the sidebar still shows Sub-Accounts and Account Snapshots, you are still in the Agency Dashboard. Look for a switcher or dropdown at the top of the page to select ClearPath Diagnostics.

If you are unsure which view you are in, check the top of the page for the business name. It should say ClearPath Diagnostics, not your agency name.

help me switch into my ClearPath Diagnostics sub-account

Your GoHighLevel account is live and your client sub-account is ready. Next up, you will take a guided tour of every major section in GoHighLevel so you know exactly which tool solves which problem for your diagnostic center.

Explore the GoHighLevel Platform

Your GoHighLevel account is live and you're inside the ClearPath Diagnostics sub-account. Before you start building anything, you need to know what tools GoHighLevel actually gives you and which one solves which business problem.

In this step, you'll click through every major section of the platform and map each feature to a real diagnostic center need. By the end, you'll know exactly where to go when a client says "I need to track patients" or "I need automated follow-ups."

In this step, get ready to:

• Navigate the CRM, messaging, and pipeline sections to understand where patient data lives.
• Explore the funnel builder, workflow engine, and calendar system to see how marketing and booking work.
• Review settings, integrations, and reputation management to complete your platform map.

Explore the CRM and communication tools

A diagnostic center needs to store patient records, manage messages from multiple channels, and visually track where each patient sits in the intake process. Three sections in GoHighLevel handle these jobs.

• Click Contacts in the left sidebar.

You should see an empty contact list. This is where all patient records live. Every contact captured by your forms, calendars, and workflows will appear here with their full conversation history, tags, and custom fields.

• Click Conversations in the left sidebar.

This is the unified inbox where you manage all patient communication: SMS, email, Facebook Messenger, Instagram DMs, WhatsApp, and live chat. All channels appear in one place. For a diagnostic center, this means staff never miss a patient message regardless of where it came from.

• Click Opportunities in the left sidebar.

You should see an empty view with no pipelines created yet. This is the CRM pipeline section where you'll build a visual board that tracks patients from first inquiry through test completion.

What is a CRM pipeline?

A CRM pipeline is a visual board that tracks where each customer sits in your process. Each column represents a stage (like "New Inquiry" or "Test Completed"), and you drag patient cards from one stage to the next as they progress.

For a diagnostic center, this means the front desk can see at a glance how many patients are waiting to book, how many have upcoming appointments, and how many need post-visit follow-up.

Explore the marketing and site-building tools

A diagnostic center also needs a way to capture patient inquiries online, automate follow-up messages, and let patients book specific exam packages. Three more sections handle these.

• Click Sites in the left sidebar, then click the Funnels tab.

This is where you build funnels. A funnel is a step-by-step sequence of pages (landing page, booking page, thank you page) designed for a specific conversion goal. GoHighLevel includes a drag-and-drop page builder with templates. You'll use this to create a landing page where patients submit inquiries and book exams.

• Click Automation in the left sidebar, then click Workflows.

You should see an empty workflows list. This is the workflow builder, the feature you'll use most in this project.

What is a workflow?

A workflow is an automated sequence triggered by an event. For example, "when a patient submits a form, send a welcome email, wait 5 minutes, then send an SMS with a booking link."

Each workflow has a trigger that starts it (form submitted, appointment booked, pipeline stage changed) and actions that execute in sequence (send email, send SMS, update pipeline, wait, branch with If/Else logic). You'll build three workflows in this project.

• Click Calendars in the left sidebar.

This is where you create booking calendars. GoHighLevel offers several calendar types to fit different business models.

Which calendar type will you use?

GoHighLevel offers Personal Booking (1-on-1 meetings), Class Booking (groups), Service Calendar (service-based businesses), and Event Calendar (no host required).

For a diagnostic center with multiple exam packages, you'll use Service Calendars grouped into a Service Menu. This lets patients pick the exact test package they need (like "Land-Based Pre-Employment" or "Individual Lab Tests") from a single booking page.

Check the settings and additional features

Two more areas round out your platform knowledge: the settings that control how the sub-account communicates with the outside world, and the reputation management system.

• Click Settings in the bottom-left corner of the sidebar.
• Browse the left-side menu and locate three key areas: Phone System (for call tracking, missed-call text-back, and voicemail), Integrations (for connecting Stripe, Google, and Facebook), and My Staff (for adding team members).

These settings control how the sub-account communicates with the outside world. You'll come back to the Phone System settings later to configure missed-call text-back.

• Click Reputation in the left sidebar.

This is where review management lives. GoHighLevel can send automated review requests and monitor Google reviews. You'll build a workflow later that triggers review requests after a patient completes their test.

Why does this matter for selling to clients?

Every feature you just navigated (email marketing, SMS, landing pages, CRM, booking, review management) is included in a single GoHighLevel subscription. A diagnostic center would otherwise need 5-8 separate tools to cover all of this.

This is why agencies can charge $500-$1,500+ to set up and manage GoHighLevel for clients. You're replacing multiple separate subscriptions with one platform, and building the automations that make it run on autopilot.

Before you move on, test yourself. Which GoHighLevel section would you use to track a patient through stages? To build a landing page? To set up an automated email sequence? To schedule appointments?

The answers: Opportunities for pipeline tracking, Sites > Funnels for landing pages, Automation > Workflows for automated sequences, and Calendars for appointment scheduling.

You've mapped every major GoHighLevel feature to a diagnostic center business problem. Next up, you'll put this knowledge to work by building your first real assets: a patient pipeline and a lead capture funnel.

Build the Patient Pipeline and Lead Capture Funnel

In the previous step, you explored every major section of GoHighLevel and saw what each tool does. Everything is empty and waiting for you to build.

A diagnostic center needs two things right away: a way to track patients from first inquiry to test completion, and a landing page to capture those inquiries. You will build both in this step, then submit a test lead and see what happens when there is zero automation behind the scenes.

In this step, get ready to:

• Create a Patient Journey pipeline with custom stages to track patients from inquiry to completion.
• Build a lead capture funnel with a landing page and inquiry form.
• Submit a test lead and discover what happens without automation.

Create the Patient Pipeline with custom stages

A CRM pipeline is a visual board that tracks where each patient stands in their journey. Think of it as a series of columns, where each column represents a stage the patient moves through.

• Click Opportunities in the left sidebar.
• Click Pipelines from the top navigation menu.
• Click Create new pipeline in the top-right corner.
• Name the pipeline Patient Journey.
• Add the following stages in order by typing each stage name and clicking Add stage:
• Click Save.

You should now see your Patient Journey pipeline with all four custom stages displayed as columns. You will also see Won and Lost stages that GoHighLevel adds automatically to every pipeline.

What is a CRM pipeline?

A pipeline is a visual way to track where each patient (or lead, or deal) stands in a process. Each column is a stage, and you drag cards from one stage to the next as the patient progresses.

For ClearPath Diagnostics, a patient starts at New Inquiry when they first reach out, moves to Appointment Booked once they schedule, advances to Test Completed after their visit, and finishes at Follow-Up Sent once the review request goes out.

Don't see all four stages?

• Make sure you clicked Add stage after typing each stage name. Typing the name alone does not create the stage.
• Check that each stage name is unique. GoHighLevel does not allow duplicate stage names within the same pipeline.
• If you need to reorder stages, use the up and down arrows next to each stage name.

Still stuck? Help me fix my Patient Journey pipeline stages in GoHighLevel.

Build a lead capture funnel for the diagnostic center

Your pipeline can track patients, but patients have no way to reach you yet. You need a landing page with a form where potential patients can submit their information. In GoHighLevel, this is called a funnel.

• Click Sites in the left sidebar.
• Click the Funnels tab.
• Click + New Funnel.
• Name the funnel ClearPath Diagnostics Booking Funnel.
• Select a blank template or start from scratch.
• On the landing page step, click Edit to open the drag-and-drop page builder.

You are now inside the page builder. This is where you add the content that patients will see when they visit your landing page.

• Click Add Element in the top-right corner of the builder.
• Add a Headline element and set the text to ClearPath Diagnostics - Pre-Employment Health Screening.
• Click Add Element again and add a Paragraph element.
• Set the paragraph text to: "Comprehensive medical examinations for land-based and sea-based pre-employment requirements, plus individual laboratory tests."
• In the left sidebar, click Forms and Surveys and then click Create New to add a form to the page.
• Add fields for Full Name, Email, and Phone Number.
• Click Save in the top-right corner.
• Click Publish to make the funnel live.

What is a funnel?

A funnel is a sequence of pages designed to guide a visitor toward a specific action. For ClearPath Diagnostics, the funnel has one job: capture a patient's name, email, and phone number so the center can follow up.

Unlike a general website with many pages and navigation menus, a funnel focuses the visitor on a single goal. Every element on the page points toward that one form submission.

• Click Preview in the top-right corner to see your published landing page.

You should see your headline, the description paragraph, and the inquiry form with Full Name, Email, and Phone Number fields.

Preview not showing your content?

• Make sure you clicked both Save and Publish. Saving stores your edits, but the page is not live until you publish.
• If the form is missing, check that you added it from Forms and Surveys in the left sidebar, not from the general elements panel.

Still stuck? Help me troubleshoot my GoHighLevel funnel page that is not displaying correctly.

Submit a test lead and observe the gap

Your funnel is live and your pipeline is ready. Time to see how they work together by submitting a real test lead through the form.

• In the funnel preview page, fill out the form with a test name, your email address, and your phone number.
• Click the submit button on the form.

Before you check your contacts, think about what you expect to happen next. Did the system send the test lead a welcome email? Did it create a pipeline opportunity? Did it offer a booking link?

• Click Contacts in the left sidebar.

Your test contact appeared. The form captured their name, email, and phone number. But look closely at what did not happen.

• Click on the test contact to open their record.
• Check Conversations in the left sidebar to confirm no email or SMS was sent to them.
• Check Opportunities in the left sidebar to confirm no pipeline opportunity was created.

Nothing happened. No welcome email, no booking link, no pipeline card, no follow-up of any kind. The lead is just sitting there.

Why does this matter?

This is exactly what happens to a real diagnostic center without automation. A potential patient fills out an inquiry form, and then silence. No one reaches out. No one offers to help them book. The patient moves on to a competitor who responds faster.

You just experienced the gap firsthand. The CRM captured the lead, but without workflows, it cannot do anything with that lead. Closing this gap is exactly what you will build next.

Your pipeline and funnel are ready, and you have seen the problem with your own eyes. Next up, you will build the workflows that turn a silent CRM into an automated lead nurture machine.

Automate Lead Nurture and Build the Booking System

In Step 3, you built a pipeline and a booking funnel for ClearPath Diagnostics. You also discovered the core problem firsthand. Your test lead submitted their information and received absolutely nothing in return.

That changes now. You will build a workflow that automatically follows up with every new inquiry, creates a pipeline opportunity, and sends a welcome email with an SMS follow-up. You will also create Service Calendars so patients can book specific examination packages directly.

In this step, get ready to:

• Create a lead nurture workflow that sends welcome messages to new inquiries.
• Build three Service Calendars for different examination packages.
• Set up a Service Menu and link it to the welcome email.

Create the lead nurture workflow

A lead nurture workflow is an automated sequence that fires every time a specific event happens. In this case, the event is a form submission. The workflow will create a pipeline opportunity, send a welcome email, and follow up with an SMS.

• Click Automation in the left-hand sidebar.
• Click Workflows.
• Click + Create Workflow and select Start from Scratch.
• Click Add New Trigger.
• Choose Form Submitted from the trigger list.
• Select the form you created in Step 3 from the dropdown.
• Click Save Trigger.

What is a workflow trigger?

A trigger is the event that starts the workflow. By choosing Form Submitted, every time a patient fills out your booking funnel form, this entire workflow will execute automatically.

The workflow canvas now shows your Form Submitted trigger. Next, you will add the actions that run after each submission.

• Click the + button below the trigger to add your first action.
• Select Create Opportunity from the Opportunity actions category.
• Set Pipeline to "Patient Journey".
• Set Pipeline Stage to "New Inquiry".
• Set Status to "Open".
• Click Save Action.

What does Create Opportunity do?

This action automatically places every new lead into the "New Inquiry" stage of your Patient Journey pipeline. In Step 3, your test contact appeared in Contacts but never made it into the pipeline. This action closes that gap.

• Click the + button below the Create Opportunity action.
• Select Send Email.
• Set the subject line to Welcome to ClearPath Diagnostics.
• In the email body, greet the patient by name using {{contact.first_name}}. You can insert this by clicking the custom values icon in the email editor.
• List the three available examination packages: Land-Based Pre-Employment, Sea-Based Pre-Employment, and Individual Lab Tests.
• Add placeholder text for the booking link (for example, "Book your appointment here: [link coming soon]"). You will replace this with the real Service Menu URL later in this step.
• Click Save Action.

Personalize with merge fields

GoHighLevel calls dynamic placeholders "custom values" or "merge fields." Using {{contact.first_name}} in your email automatically inserts the patient's actual first name when the email is sent.

The workflow canvas now shows the trigger, the Create Opportunity action, and the Send Email action connected in sequence. Two more actions to go.

• Click the + button and add a Wait action.
• Set the wait time to 5 minutes. In a real deployment you would set this to 1-2 hours, but 5 minutes lets you test the full sequence quickly.
• Click the + button again and add a Send SMS action.
• Enter the message: "Hi {{contact.first_name}}, thanks for your interest in ClearPath Diagnostics! Ready to book your exam? Visit our booking page or reply to this message."
• Click Save Action.
• Toggle Draft to Publish in the top-right corner of the workflow builder.

SMS compliance on the trial

On a trial account, SMS compliance settings cannot be disabled. The first outbound SMS will automatically include sender information and opt-out language ("Reply STOP to unsubscribe"). This is normal behavior and required for all SMS communication.

Your workflow is now published. You should see all five elements connected in sequence on the workflow canvas: Form Submitted trigger, Create Opportunity, Send Email, Wait (5 minutes), and Send SMS.

Don't see all five elements?

Make sure each action's Save Action button was clicked before moving to the next one. If an action is missing, click the + button at the appropriate spot in the sequence and add it.

If the workflow still shows as Draft, click the toggle in the top-right corner to switch it to Publish.

Help me troubleshoot my lead nurture workflow setup in GoHighLevel.

Create Service Calendars for each examination package

ClearPath Diagnostics offers three examination packages, each with different durations and test lists. A Service Calendar is a calendar type designed for service-based businesses. It lets you set a service name, duration, and availability so patients can book a specific package.

Before you can create Service Calendars, you need to enable the Service Menu feature and create a calendar group.

• Click Calendars in the left-hand sidebar.
• Click Calendar Settings at the top-right corner.
• Navigate to the Preferences tab, then the Account Preference section.
• Locate the Service Menu toggle and turn it on.

Why enable Service Menu first?

The Service Menu toggle activates the entire service-based booking system. Without it, the Service Calendar option does not appear when you create a new calendar. You also need to create a Calendar Group to organize your service calendars before they can be included in a Service Menu.

Now create the first Service Calendar for the Land-Based Pre-Employment Package.

• Return to the Calendars section and click + Create Calendar.
• Choose Service Calendar.
• Set the name to Land-Based Pre-Employment Package.
• Set the description to: "Comprehensive screening: Physical Exam, Chest X-ray, Optical Exam, Blood Typing, Urinalysis, Stool Exam, Dental Exam, Psychometric Test. ECG included for applicants 40+."
• Set the duration to 120 minutes.
• Set availability to Monday through Saturday, 7:00 AM to 5:00 PM.
• Assign the calendar to a group (create a new group if prompted, for example "ClearPath Exams").
• Click Save.

Your first Service Calendar now appears in the calendar list. Time to create the second one.

• Click + Create Calendar and choose Service Calendar again.
• Set the name to Sea-Based Pre-Employment Package.
• Set the description to: "Full land-based screening plus Visual Acuity/Ishihara Test, Hearing and Audiometry, Speech Test."
• Set the duration to 150 minutes.
• Set availability to Monday through Saturday, 7:00 AM to 5:00 PM.
• Assign it to the same group as the first calendar.
• Click Save.

Two down, one to go. Create the third Service Calendar for individual lab tests.

• Click + Create Calendar and choose Service Calendar.
• Set the name to Individual Laboratory Tests.
• Set the description to: "Individual tests available: HIV/AIDS, Hepatitis B, VDRL, Pregnancy Test, Sputum for AFB, Fasting Blood Sugar, Malaria Smear."
• Set the duration to 30 minutes.
• Set availability to Monday through Saturday, 7:00 AM to 5:00 PM.
• Assign it to the same group.
• Click Save.

You should now see all three Service Calendars listed in your Calendars section: Land-Based Pre-Employment Package, Sea-Based Pre-Employment Package, and Individual Laboratory Tests.

Don't see Service Calendar as an option?

The Service Calendar option only appears after you enable the Service Menu toggle. Go to Calendar Settings, then Preferences, then Account Preference, and confirm the Service Menu toggle is turned on.

Help me find the Service Calendar option in GoHighLevel.

Set up the Service Menu and link it to the workflow

A Service Menu is a single booking page that displays all of your Service Calendars in one place. Patients visit one URL and choose the exam package they need. You will create this menu, copy its URL, and paste it into the welcome email so every new lead gets a direct link to book.

• In Calendars, navigate to the Service Menu section.
• Click Create Service Menu.
• Set the name to ClearPath Diagnostics - Book Your Examination.
• Set the description to: "Select your required examination package or individual test below."
• Set the slug URL to clearpath-booking.
• Go to the Select Services tab and check all three Service Calendars.
• Drag to arrange the order: Land-Based first, Sea-Based second, Individual Tests third.
• Click Save.

Your Service Menu is now created. Copy the Service Menu URL that GoHighLevel generated. You will need it in the next action.

• Copy the Service Menu URL displayed on the page.

Now go back to the lead nurture workflow and paste the real booking link into the welcome email.

• Click Automation in the left-hand sidebar, then click Workflows.
• Open your lead nurture workflow.
• Click on the Send Email action to edit it.
• Replace the placeholder booking link text with the Service Menu URL you just copied.
• Click Save Action.
• If the workflow reverted to Draft, toggle it back to Publish in the top-right corner.

Why update the email now?

Earlier you added a placeholder because the Service Menu did not exist yet. Now that it does, every new lead who triggers this workflow will receive an email with a real, working booking link that shows all three examination packages.

Before you test the full system, think about this: what do you expect to happen differently this time compared to when you submitted a lead in Step 3?

• Open the published funnel page by clicking Preview in your ClearPath Diagnostics Booking Funnel (navigate to Sites, then Funnels, then find your funnel and click Preview).
• Fill out the form with a different test name, your email, and your phone number. Submit it.
• Click Opportunities in the left sidebar and confirm your new test contact appears in the "New Inquiry" stage of the Patient Journey pipeline.
• Click Conversations in the left sidebar and confirm the test contact received the welcome email with the subject "Welcome to ClearPath Diagnostics."
• Open the Service Menu URL in your browser and confirm all three examination packages are listed and bookable.

This time, instead of silence, your lead automatically landed in the pipeline, received a personalized email with a booking link, and will get an SMS follow-up in 5 minutes. That is the difference between a diagnostic center that loses patients and one that converts them.

Contact not appearing in the pipeline?

Check that the workflow is set to Published (not Draft). Also confirm that the Form Submitted trigger is linked to the correct form from your booking funnel.

If you see the contact in Contacts but not in Opportunities, the Create Opportunity action may have failed. Open the workflow, click on the Create Opportunity action, and verify that Pipeline is set to "Patient Journey" and Stage is set to "New Inquiry."

Help me debug why my workflow isn't creating pipeline opportunities.

Your automation foundation is locked in. Every new inquiry now gets captured, nurtured, and directed to book. Next up, you will close the three remaining gaps: preparation instructions after booking, missed-call recovery, and post-visit review requests.

Build Prep Instructions, Missed-Call Recovery, and Review Requests

Your lead nurture workflow and booking system are live. Patients can submit inquiries through your funnel and book specific examination packages through the Service Menu.

Three critical gaps remain. Patients receive no preparation instructions after booking, so someone who shows up without fasting wastes everyone's time. When patients call and nobody answers, the center loses that lead entirely. After a test is completed, there is no system to request reviews.

In this step, get ready to:

• Build an appointment confirmation workflow that sends conditional preparation instructions based on which examination package was booked.
• Enable missed-call text-back so unanswered calls automatically become conversations.
• Create a review request workflow that triggers after a patient completes their test.

Build the appointment confirmation workflow

When a patient books an examination through your Service Menu, they need specific preparation instructions for their chosen test package. A Land-Based Pre-Employment exam requires fasting and a stool sample. A Sea-Based exam adds hearing and vision preparation on top of that.

You will build a workflow that detects which package was booked and sends the correct instructions automatically.

• Navigate to Automation in the left sidebar, then click Workflows.
• Click + Create Workflow and select Start from Scratch.
• Click Add New Trigger and choose Customer Booked Appointment.
• Click Save Trigger.

You should see the Customer Booked Appointment trigger at the top of your workflow canvas.

• Click the + button below the trigger to add your first action.
• Select Update Opportunity from the Opportunity actions category.
• Set Pipeline to Patient Journey and Pipeline Stage to Appointment Booked.
• Click Save Action.

What does this workflow do so far?

When any patient books through your Service Calendars, this workflow fires. The first action moves the patient's CRM pipeline opportunity from "New Inquiry" to "Appointment Booked" automatically.

• Click the + button below the Update Opportunity action.
• Add an If/Else action.
• Set the condition to check which calendar the appointment was booked on. Use the Appointment calendar name filter, checking if it contains Land-Based.

This creates two branches on the canvas: a "Yes" branch for Land-Based bookings and a "No" branch for everything else.

• In the Yes branch, click the + button and add a Send Email action.
• Set the subject line to Your Pre-Employment Exam - Preparation Instructions.
• In the email body, greet the patient by name using {{contact.first_name}} and include these Land-Based preparation instructions:

• Fast for 8-12 hours before the examination.
• Bring a stool sample collected within 24 hours.
• Wear comfortable clothing.
• Bring a valid ID and two 2x2 photos.
• List all included tests: Physical Exam, Chest X-ray, Optical Exam, Blood Typing, Urinalysis, Stool Exam, Dental Screening, Psychometric Test, ECG for applicants 40+.

• Click Save Action on the email.

Your workflow should now show the trigger, the Update Opportunity action, and the If/Else with one email configured in the Yes branch.

• In the No branch of your first If/Else, click the + button.
• Add another If/Else action.
• Set the condition to check if the calendar name contains Sea-Based.
• In the Yes branch of this second If/Else, add a Send Email action.
• Use the same subject line: Your Pre-Employment Exam - Preparation Instructions.
• Include all the Land-Based preparation instructions listed above, plus these additional Sea-Based requirements:

• Visual Acuity/Ishihara Test. Remove contact lenses before arrival.
• Hearing and Audiometry. Avoid earbuds and headphones for 24 hours before the exam.
• Speech Discrimination Test.

• Click Save Action.

• In the final No branch (this catches Individual Lab Tests bookings), click the + button.
• Add a Send Email action with a subject like Your Lab Test - Preparation Instructions.
• Include these general preparation instructions in the email body:

• Fast for 10-12 hours before the appointment if booking a Fasting Blood Sugar test.
• No special preparation needed for HIV/AIDS, Hepatitis B, VDRL, Pregnancy Test, or Malaria Smear.
• Bring a valid ID and test request form.

• Click Save Action.

All three branches now have their prep instruction emails configured. You should see three email actions, one in each branch of the nested If/Else structure.

Why use nested If/Else instead of separate workflows?

A single workflow with branching logic is easier to maintain than three separate workflows. If you need to change the reminder SMS later, you change it in one place.

Branching also lets you share the trigger and the Update Opportunity action across all three paths. Less duplication means fewer places for mistakes.

Below the point where the branches merge back together, you will add a reminder that goes out to every patient regardless of their package.

• Below the merged branches, click the + button.
• Add a Wait action. Set it to 24 hours before the appointment.
• Click the + button below the Wait action.
• Add a Send SMS action. Enter this reminder message:

Hi {{contact.first_name}}, reminder: your appointment at ClearPath Diagnostics is tomorrow. Please review your preparation instructions.

• Toggle Draft to Publish in the top-right corner.

Your workflow should now show Publish status in the top-right. The complete workflow has the trigger, an Update Opportunity action, nested If/Else branches with three email actions, a Wait, and an SMS reminder.

Workflow not publishing?

Make sure every action has been saved individually. An unsaved action shows a warning icon on the canvas.

Check that your If/Else conditions use "contains" rather than "equals" for the calendar name filter. The calendar names include the full title, so a partial match is more reliable.

help me troubleshoot my appointment confirmation workflow in GoHighLevel that is not publishing or saving correctly

SMS compliance on the trial

In Trial Mode, SMS compliance settings are enforced automatically. Your outbound SMS messages will include sender info and opt-out language ("Reply STOP to unsubscribe"). You cannot disable this during the trial.

Enable missed-call text-back and build the review request workflow

When a patient calls the diagnostic center and nobody picks up, that lead is usually lost forever. GoHighLevel's missed-call text-back feature automatically sends an SMS to any missed caller, opening a conversation and directing them to the booking page.

• Click Settings in the bottom-left corner of the sidebar.
• In the left-side settings menu, click Phone System.
• In the top navigation, click Voice.
• Open Voicemail and Missed Call Text Back.
• In the side panel, click Missed Call Text Back.
• Check the Enable Missed Call Text Back checkbox.

• Click Customize.
• Enter the following message in the Enter message field, replacing the URL at the end with your actual Service Menu URL:

Hi! Thanks for calling ClearPath Diagnostics. We missed your call but would love to help. Are you looking to book an exam? Reply here or visit our booking page: [[SERVICE_MENU_URL="your Service Menu URL"]]

• Click Save.

The Missed Call Text Back panel should now show the feature as enabled with your custom message visible.

Does missed-call text-back cost anything?

Missed-call text-back uses LC Phone credits from your Agency Wallet. During the 14-day trial, you can configure and verify the setup without funding the wallet. Actual SMS sends to real phone numbers require wallet credits.

The last gap is post-visit follow-up. After a patient completes their test, the center has no system to request reviews. Reviews drive new patients to the center, so automating this request is high-value work.

• Navigate back to Automation in the left sidebar, then click Workflows.
• Click + Create Workflow and select Start from Scratch.
• Click Add New Trigger and select Pipeline Stage Changed.
• In the trigger filter, set Pipeline to Patient Journey and Pipeline Stage to Test Completed.
• Click Save Trigger.

You should see the Pipeline Stage Changed trigger on the workflow canvas.

• Click the + button below the trigger and add a Wait action set to 2 hours.
• Add a Send SMS action below. Enter this message:

Hi {{contact.first_name}}, thank you for choosing ClearPath Diagnostics! Would you mind leaving us a quick review? It helps other patients find quality care.

• Add another Wait action set to 24 hours.
• Add a Send Email action with the subject How Was Your Visit? and a body requesting a review of their experience at ClearPath Diagnostics.
• Add a final Update Opportunity action. Set Pipeline Stage to Follow-Up Sent.
• Toggle Draft to Publish in the top-right corner.

You should see the review request workflow with Publish status. It has the Pipeline Stage Changed trigger, two wait periods, an SMS, an email, and a final stage update.

Why wait before sending the review request?

The 2-hour wait gives the patient time to leave the clinic and settle in before asking for a review. The 24-hour follow-up email catches anyone who missed the initial SMS. This two-touch sequence increases the review response rate without feeling aggressive.

Trigger not showing the right pipeline?

Make sure you selected Patient Journey as the pipeline and Test Completed as the specific stage in the trigger filter. If you leave the stage blank, the workflow fires on every stage change.

help me configure the Pipeline Stage Changed trigger in GoHighLevel to only fire on the Test Completed stage

Test the complete system end-to-end

You now have three automation systems in place: conditional prep instructions, missed-call text-back, and review requests. Before calling this step complete, you will run through each one to confirm it works.

• Open your Service Menu URL in a new browser tab.
• Select the Land-Based Pre-Employment Package.
• Book an appointment using a test contact name and email.

Before you check the results, predict what should have happened. Did the appointment confirmation workflow fire? What specific preparation instructions should the test contact have received?

• Return to your ClearPath Diagnostics sub-account.
• Click Conversations in the left sidebar.
• Find the test contact's conversation thread.

You should see the preparation instructions email with fasting and stool sample guidance specific to the Land-Based package.

• Click Opportunities in the left sidebar.
• Confirm the test contact's opportunity card now shows in the Appointment Booked stage.

Now confirm your missed-call text-back configuration is saved.

• Navigate to Settings in the bottom-left corner.
• Click Phone System, then Voice in the top navigation.
• Open Voicemail and Missed Call Text Back and confirm the checkbox is checked and your custom message is visible.

Finally, test the review request workflow. Think about what you expect to happen when you move an opportunity to the "Test Completed" stage.

• Click Opportunities in the left sidebar.
• Find a test contact's opportunity card in the pipeline.
• Drag the opportunity card to the Test Completed stage.

• Navigate to Automation in the left sidebar, then click Workflows.
• Click on the review request workflow.
• Check the execution logs to confirm the workflow was triggered.

You should see an active execution in the logs, starting with the 2-hour wait before the first SMS review request is sent.

Your complete system

You now have a full end-to-end diagnostic center automation system. A patient can land on your funnel, submit an inquiry, receive a welcome email and SMS, book a specific examination package, get tailored preparation instructions, receive a reminder before their appointment, and trigger a review request after their test is complete.

Missed calls are recovered automatically with a text-back message. Every stage transition in the pipeline updates without staff lifting a finger.

Workflow execution not showing in the logs?

Make sure you dragged the opportunity to the exact Test Completed stage, not Won or another stage.

Confirm the review request workflow is toggled to Publish, not Draft. A workflow in Draft mode does not execute.

Check that the trigger filter specifies both the Patient Journey pipeline and the Test Completed stage.

help me troubleshoot why my review request workflow did not trigger when I moved the opportunity to Test Completed

Secret mission

Package Everything as a Sellable Snapshot and List on the Marketplace

You've built a complete diagnostic center automation system. Now turn it into a product you can sell. Package everything into a reusable Snapshot and list it on the GoHighLevel App Marketplace so other agencies can buy and deploy your system for their own clients.

Clean Up Your Resources

Clean Up Your Resources

Decide whether to keep your resources running, pause them to come back later, or delete them entirely. This project runs on a GoHighLevel 14-day free trial, so there are no costs during the trial period.

Cost warning

After the 14-day free trial ends, the Agency Starter plan costs $97/month. Additional usage-based costs apply for SMS messages, phone calls, and email sends through the Agency Wallet.

If you do not plan to continue using GoHighLevel, cancel your trial before the 14-day period ends to avoid being charged.

Resources you used:

• GoHighLevel Agency Starter account (14-day free trial).
• ClearPath Diagnostics sub-account with pipelines, workflows, funnels, Service Calendars, and forms.

Keep everything running

No action needed. Choose this if you are still actively building or plan to deploy this system to real diagnostic center clients.

• Convert to the paid Agency Starter plan before the trial expires to keep all your work. The plan costs $97/month and includes 3 sub-accounts.
• Your Diagnostic Center Automation System Snapshot remains in Agency View under Account Snapshots and can be deployed to new clients at any time.
• Your GoHighLevel App Marketplace listing is still pending review. The GoHighLevel team reviews submissions within 7-10 days.

Pause - I'll come back to this later

Pause your sub-account to keep your work saved while reducing activity. You will still need to convert to the paid plan before the trial expires to retain access.

• In the GoHighLevel Agency Dashboard, click Sub-Accounts in the left-hand sidebar.
• Find ClearPath Diagnostics and open the Actions menu on the sub-account management page.
• Select the pause option to suspend the sub-account while keeping all your assets intact.

Delete - I don't want to use this again

Remove your sub-account and cancel your trial to start fresh with no ongoing costs.

• To delete the sub-account, go to Agency View.
• Click Sub-Accounts in the left-hand sidebar.
• Click the three-dot menu next to ClearPath Diagnostics.
• Click Manage Client, then go to Actions and select Delete.
• You have a 24-hour window to undo the deletion if you change your mind.
• To cancel the trial entirely, manage your subscription in the billing settings before the 14-day period ends. Canceling the account removes all remaining resources including your Snapshot and Marketplace listing.

That's a Wrap!

That's a Wrap!

Nice work! You just built a complete, end-to-end diagnostic center automation system inside GoHighLevel that handles every stage of the patient journey, from first inquiry to post-visit review request.

You've learned how to:

• Built a CRM pipeline and lead capture funnel that tracks patients from first inquiry through post-visit follow-up, with automated workflow nurture sequences that send welcome messages and booking links to every new lead.
• Created three Service Calendars grouped into a Service Menu, with conditional If/Else workflow logic that sends tailored preparation instructions based on which examination package a patient booked.
• Configured missed-call text-back to automatically recover lost leads and built a review request workflow that asks patients for feedback after their visit to build the center's online reputation.
• Secret Mission: Packaged the entire system as a reusable Snapshot and listed it on the GHL App Marketplace with pricing, branding, and IP protection.

Ready to quiz yourself?