Add New Sales Rep to Go High Level

Log in to Go High Level and navigate to Settings > My Staff and then + Add Employee.

Add the name, email address, and phone number and click Next.

The permissions have already been configured so all you need to do is copy over the permissions from a current user.

In this case we will grab permissions from one of the standard sales guys: phillip@ralacademy.com.

Select the user to copy permissions from and click Apply.

Click Save.

Navigate to Settings > Phone Numbers and click Add Phone Number from the upper right hand corner. The screen will pop up and you can set a filter to get an area code of your choice. In this instance we want a number that begins with 480. Select that filter and click Apply.

There is a good chance you’ll need to choose a different area code. In this instance, 480 was not available so we switched to 520 which is still an Arizona number.

Once you get the Number purchase successful screen you can then click the pencil icon to configure the number you chose.

Name your Number = Sales Rep Name

Click Save.

In the Settings > Phone Numbers > Phone Number you need to configure the following settings

Forward Calls To = Their personal phone number

✅  Call Recording

✅ Play Call Recording Message

✅ Incoming call timeout = 30

✅ Outgoing call timeout = 60

Return to Settings > My Staff and load the person’s profile to edit. From the Call & Voicemail Settings section select the Inbound Number dropdown and locate the new number you configured (by name + number).

Click Save.

In addition to setting the inbound number, you need to confirm the following settings are correct in the staff permissions.

Forward Calls to

✅ Web App
✅ Mobile App

Default Channel for Ring All

✅ Web App

Default Channel for IVR

✅ Web App

Voicemail Messages > Incoming Call Timeout

10 Seconds

As of this tutorial pipelines have to be created manually.

Navigate to Opportunities > Pipelines and click Create new pipeline. Create the following stages in the precise order below (with the users initials for xx):

Booked appointments – XX

Call Tomorrow – XX

Call Today – XX

Hold For Next Step – XX

No Show – XX

Hot – XX

Warm – XX

Cold – XX

Win – XX

Dead – XX

EOM Push – XX

Hold For Next Promo – XX

X – XX

Once they are all added, click Save.

In the event you’re using an already owned number, inside Twilio you need to go into the settings and ensure they are configured to the following

Active Numbers > Voice Configuration

Configure with
Webhook, TwiML Bin, Function, Studio Flow, Proxy Service

Messaging Configuration

Configure with
Webhook, TwiML Bin, Function, Studio Flow, Proxy Service

A message comes in 
Webhook

See screenshot to confirm

The number created in Go High Level needs to be added to Twilio. Visit Twilio.com and login. Once logged in use the left hand sidebar to find Messaging > Regulatory Compliance > Campaigns and select campaigns.

Under Campaign SID look for the one that says Low Volume Mixed and select the SID number.

Scroll down to the Connected Phone Numbers and click the +Add phone numbers option.

Paste the number previously created in the search text field and click the magnifying glass. This will reveal the number in the list.

Check the box next to that number and then click the Register button.

It will take a few minutes for the number to register but by the time the user begins to utilize the number it will be good to go.

Follow these instructions.

Once Hub is the system used for call booking with sales reps. Log in to Once Hub and from the upper right hand corner, select the settings sprocket and then select Users.

If there are no licenses available we will need to click (Add Licenses) to go through the process of adding a new license and making it available. After you’ve added a single new user license you can proceed to add a user.

Once that screen loads click the Add users button.

Follow through the steps for adding a user.

• Add Email & Name
• Assign License
• Add to Resource Pool > RALAcademy Discovery

Click Next and then Add user.

From the User’s page, navigate to:

Booking Page > Edit booking page > Add/remove Event types

✅ RALAcademy Enrollment Call

Click Save

From inside OnceHub (Master Account) go to Booking Pages and select the user.

Add the user to the RALAcademy Enrollment Call Event Type.

Enable the user’s ability to accept booking.

Access the User’s public link scheduling calendar and book a sample appointment. This is used in order to populate Zapier and complete the Zapier step below.

Inside the booking page for the user, navigate to Conferencing / Location > Meeting Channel and select Don’t use conferencing or locatoin.

Log in to Zapier and navigate to Zaps an duplicate the “OnceHub Neil M — Lead Connector & Lead Connector” Zap.

Once duplicated, rename the Zap appropriately:

OnceHub →Garrett F – LeadConnector & LeadConnector

Click on the first Step and in Setup > Account click Change and when the box pops up this is where you will paste the API key and the user Id.

When you return to the Zapier screen, click Continue and then Test trigger and it will pull in the sample appt we created.

Click Continue with Selected Record.

In the Filter section, click the Configure & test and verify that the Booking page – Owner is the user we’re setting up.

As you progress through the additional steps the only other step you’ll need to edit is the final step of Create / Update opportunity. You’ll want to scroll down and update the Pipeline / Stage / Assign to User to the new user information you created in Go High Level. See the screenshot.

Test all steps and Publish the Zap.

Verify in Go High Level

Go back into Go High Level and go into the Opportunities section and then into the Opportunities menu space (should auto load) and select the new user opportunities. This should show the test information configured through Zapier.

The last step is to email the sales rep and ask them to connect their OnceHub to Infusionsoft.

Here is the email you can copy and paste.

Hi,

Your sales and booking accounts have been setup. There is one final step required on your part to complete the process.

Please follow the instructions below to connect your OnceHub account to Infusionsoft / Keap.

Login to OnceHub.

Select the Blue Calendar icon from the left sidebar.

Select the Integrations option that appears.

Select the CRM option

Under Infusionsoft click the Connect option.

Select the zw284 option from the dropdown and click Allow.

When successful you will return to OnceHub and there will be a new green check mark next to your Infusionsoft email under Connected With.

Once you complete these steps your account will be fully configured and all apps will work together to help you manage your pipeline successfully.

Each stage of the pipeline has a corresponding workflow which requires configuring a trigger for the new sales rep and a branch in the workflow.

Configuring the Trigger

Add Trigger

Choose a Workflow Trigger > Pipeline stage changed

Workflow Trigger Name > Pipeline Stage Changed Name

Filters

In Pipeline > Guillermo Quinrindogo – Simplified – V2 (Name of Rep Pipeline)

Pipeline Stage > Booked appointments – GQ (Stage name – rep initials)

Configure the Branch Action (Booked Appointments)

Note: You cannot have more than 10 branches in a single workflow. If there are already 10 branches, replace a retired sales reps branch for the new sales rep.

Add Branch (Or click branch of rep to replace)

Branches > Locate Branch (blank or rep to replace)

Pipeline Stage > Is > Guillermo Quirindongo – Simplified – V2 Booked Appointments – GQ

Here are the automations:

• Booked appointments – All Team V2
• Call tomorrow – All Team V2
• Call today – All Team V2
• Hold For Next Step – All Team V2 (No Automation for this one)
• No Show – All Team V2 No Automation for this one
• Hot – All Team V2
• Warm – All Team V2
• Cold – All Team V2
• Win – All Team V2
• Dead – All Team V2 (No Automation for this one)
• EOM Push – All Team V2 (Leave in draft mode)
• Hold For Next Promo – All Team V2
• X – All Team V2

There is a workflow for every single stage (as noted above) and the same process needs to be repeated for each stage.

Follow these instructions.

Visit justcall.io and log in.

Navigate to Phone Numbers.

Click Add Number

Select USA

Number Type = Local number

State = AZ

Region = Phoenix

Choose Save & Next

Review and to confirm click Add Number.

Proceed to follow these instructions to submit for compliance.

In order to complete the setup of the account the new user must accept the invitation emailed to their google account email and accept the invite and setup the account.

Once they have setup the account and connected their Google Calendar their setup is complete.

Inside that same user account, navigate to User Integrations > Zapier > API Key.

Click the Generate API Key button and make note of the API. You will use that for the next step.