GoHighLevel Documents Setup Guide

If you are moving from tools like ClickUp into a unified CRM platform, configuring documents and contracts in GoHighLevel is an essential first step. This guide walks you through how to create, connect, and send documents, build email templates, and set up team notifications so your workflows run smoothly.

Understanding Documents and Contracts in GoHighLevel

In GoHighLevel, documents are used for proposals, agreements, and contracts that your clients can review and sign online. These documents can be attached to opportunities, pipelines, and automated workflows to keep all client records organized in a single place.

Before you start building automations, take a moment to understand how documents, email templates, and team notifications work together:

• Documents and contracts capture client approvals and signatures.
• Email templates define the exact messages clients receive with their document links.
• Team notifications alert your internal team when documents are created, sent, viewed, or completed.

How to Access Documents in GoHighLevel

Use the following steps to locate the documents section in your account:

1. Log into your GoHighLevel account using an admin or appropriate user role.
2. Navigate to the Settings or Agency view, depending on your access level.
3. Locate the Documents or Contracts area in the sidebar.
4. Open the section to see a list of existing document templates and configuration options.

From here, you can add new templates, edit existing ones, and connect them to your pipelines or automations.

Create and Configure Document Templates in GoHighLevel

To standardize your contracts and proposals, create document templates that can be reused for each new client.

Step 1: Start a New Document Template in GoHighLevel

1. Inside the Documents section, click New or Create Template.
2. Give your template a descriptive name, such as Onboarding Agreement or Monthly Service Contract.
3. Select the type of document (proposal, contract, or general document) based on your workflow.

Step 2: Add Content and Merge Fields

Next, design the body of your contract or agreement.

• Add your company header, branding, and contact information.
• Insert the main contract language, scope of work, and key terms.
• Use merge fields (such as client name, email, business name, and price) so the document auto-populates from GoHighLevel contact records.
• Include signature blocks for all required signers.

Merge fields help ensure accuracy and consistency across every document sent through your CRM.

Step 3: Configure Document Settings

Within each template, you can adjust settings such as:

• Signing order: Define whether multiple signers sign at the same time or in a set order.
• Expiration date: Set how long the document remains valid before it expires.
• Reminder schedule: Enable automatic reminders to clients who have not yet signed.
• Notifications: Choose who on your team will be notified when the document is viewed or signed.

These settings keep your contracts moving without manual follow-ups.

Set Up Email Templates for Documents in GoHighLevel

Email templates control how your clients receive their contract links and updates. Configuring them properly will improve open rates and signature completion.

Create a New Document Email Template

1. Go to the Emails or Templates section in GoHighLevel.
2. Click Create Template and choose an email format.
3. Name the template clearly, for example Document Signature Request.

Include the following elements in your email:

• A clear subject line explaining that a document is ready for review.
• Personalized greeting using the contact name merge field.
• A short explanation of what the document covers.
• The document link merge field provided by GoHighLevel so the signed document is correctly tracked.
• Contact information for your support or account manager.

Attach Email Templates to Document Workflows

Once your email template is ready, connect it to your document process:

• Open your document template settings.
• Select the email template to use for initial sending.
• Optionally, select templates for reminder emails and completion notifications.

This ensures every document sent from GoHighLevel uses consistent, branded messaging.

Configure Team Notifications in GoHighLevel

Team notifications notify the right people when document events occur. This can reduce delays and prevent bottlenecks.

Choose Your Notification Channels

Within your GoHighLevel settings, you can generally choose one or more channels for notifications:

• In-app notifications for users when they log in.
• Email notifications to assigned team members.
• Optional SMS or other integrated channels, depending on your account setup.

Assign Notification Rules to Users or Teams

1. Open the Team or Users area in GoHighLevel.
2. Select a user or team whose notifications you want to update.
3. Enable notifications for events such as document created, document sent, document viewed, and document completed.
4. Save your changes and repeat for other relevant users.

Having clear document notifications helps sales and fulfillment teams respond quickly once clients sign.

Use GoHighLevel Documents in Pipelines and Automations

To fully automate your client onboarding, connect your documents and email templates to opportunities and workflows.

Attach Documents to Pipeline Stages

1. Navigate to the Pipelines section in GoHighLevel.
2. Choose a pipeline, such as New Client Onboarding.
3. Edit the stage where contracts should be created and sent.
4. Configure the stage to generate or trigger the appropriate document template when a contact enters that stage.

When a lead or contact reaches this stage, the system can automatically generate their contract using the data already stored in your CRM.

Automate Document Sending with Workflows

1. Go to the Workflows or Automations section.
2. Create or edit a workflow that includes a contract step.
3. Add an action to Send Document or Create Document.
4. Select the document template and email template you configured earlier.
5. Define triggers, such as pipeline stage change, form submission, or tag added.

This automation ensures documents are delivered at the right time without manual intervention.

Testing and Best Practices for GoHighLevel Documents

Before using your setup with real clients, run internal tests so you can adjust and improve the experience.

• Create a test contact with your own email address.
• Trigger the workflow or pipeline stage that sends a document.
• Verify that the email is delivered, the document link works, and signatures are captured correctly.
• Confirm the signed document appears in the contact record.
• Check that all selected team members receive notifications at each step.

Repeat the test for different document types and refine your templates and settings based on the results.

Additional Resources for GoHighLevel Users

For more technical details, screenshots, and the latest feature updates about documents, contracts, email templates, and team notifications, review the official GoHighLevel documentation at this support article.

If you need strategic help designing workflows, optimizing pipelines, or improving your overall CRM and automation setup around GoHighLevel, you can also consult specialists at Consultevo for customized implementation guidance.

With a well-designed document system, clear email templates, and reliable team notifications, your GoHighLevel account can handle client contracts efficiently, keep your team informed, and provide a professional experience for every new client.

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