Multi-Location Management in GoHighLevel

If you manage clients in tools like ClickUp and need a scalable CRM, understanding how to handle multiple locations inside one GoHighLevel sub-account is essential. This guide explains how to configure multi-location management based on location variables so you can keep your workflows simple while still personalizing communications per location.

The method below is ideal for agencies or businesses that run many branches, stores, or service territories but want to centralize operations rather than create a separate sub-account for every location.

How Multi-Location Management Works in GoHighLevel

Instead of duplicating funnels, forms, and automations for each site, GoHighLevel can use a single form and a system of “location variables” to distinguish between locations. Those variables are applied directly to each contact so your campaigns stay personalized.

This approach gives you:

Centralized data and reporting for all locations
Consistent form and funnel structures
Scalable automations that require minimal duplication
Cleaner account maintenance as your number of locations grows

All of the steps described here are derived from the official documentation at GoHighLevel multi-location management.

Planning Your GoHighLevel Multi-Location Structure

Before configuring anything, decide how you want to represent each location in GoHighLevel. In most cases, each contact is associated with exactly one primary location, stored as a custom field or tag.

Common choices include:

A dropdown custom field listing all locations
Individual tags per location
A combination of a location field plus segmenting tags (for advanced reporting)

The official setup pattern relies on a specific “location variable” field which is populated when the lead submits a form. The value of that field is then used across your triggers, workflows, and messages.

Step 1: Create Your Location Variables in GoHighLevel

The first step is defining how locations are stored inside GoHighLevel so that every contact has a clear location attribute.

Go to Settings > Custom Fields inside your sub-account.
Create a new custom field, usually a dropdown or text field, called something like Location or Store.
Add all relevant location values (for example, city names, store IDs, or branch names).
Save the custom field and note its exact name, as it will be referenced in forms, triggers, and messaging.

Every contact will eventually have this field filled in to indicate their assigned location. This is the core location variable that powers the rest of the configuration.

Step 2: Build a Single Multi-Location Form in GoHighLevel

Next, create a single form in GoHighLevel that works for all locations. The form should either:

Let the user select a location, or
Assign the location automatically based on funnel, URL, or hidden fields

Navigate to Sites > Forms in your GoHighLevel sub-account.
Create a new form or edit an existing one that will be used across all locations.
Add standard lead fields such as Name, Email, Phone, and any service-specific information.
Insert your Location custom field into the form. This can be shown as a dropdown to the user or left as a hidden field if you want to auto-assign the location.
Configure any conditional logic if you need different follow-up questions based on the location selection.
Save and publish the form.

This single form is the core intake point that will feed all locations, with the location variable guiding the routing and messaging.

Step 3: Route Leads by Location in GoHighLevel

Once your form is set, routing logic ensures that new contacts go to the right pipelines, calendars, and teams based on their location.

Using Triggers to Segment by GoHighLevel Location

Go to Automation > Triggers inside GoHighLevel.
Create a new trigger with an event such as Form Submitted and choose your multi-location form.
Add a filter condition where Location (your custom field) equals a specific location value.
Set actions for that location, such as:
- Assigning a specific pipeline stage
- Adding a location-specific tag
- Notifying the correct team members
- Adding the contact to a location-specific workflow or campaign
Duplicate the trigger for each location, changing only the location filter and the associated actions.

By structuring triggers this way, every new lead is automatically segmented by location without duplicating your entire form or funnel structure.

Using Workflows for Location-Based Automation in GoHighLevel

Optionally, create a master workflow that branches based on the location field.

Go to Automation > Workflows and create a new workflow.
Use the same Form Submitted event as the workflow trigger.
Add a condition or if/else step that checks the Location custom field.
Within each branch, define location-specific steps, such as:
- Assigning a different user or team
- Moving the contact into a specific pipeline
- Scheduling them to the correct calendar or resource
Activate the workflow once all branches are tested.

This structure lets you maintain one primary workflow while still supporting multiple distinct paths for each location.

Step 4: Personalize Messages by GoHighLevel Location

With the location variable in place, your GoHighLevel system can merge location data dynamically into emails, SMS messages, and other communications.

Use the location custom field as a merge field in message templates.
Reference location-specific data like address, phone number, or team members in the body of the message.
Send campaigns only to contacts that match certain locations by using filters on the location field or tags.

This ensures every lead experiences a localized relationship while you still benefit from a centralized build.

Step 5: Reporting on Locations in GoHighLevel

Because all leads flow through a single sub-account, reporting across locations becomes much easier.

Filter your pipeline reports by the location field or location tag.
Review conversion rates per location from the same dashboard.
Compare location performance without exporting to multiple accounts.

The single-sub-account approach lets you evaluate which branches or territories are performing best and where optimization is needed.

Best Practices for Multi-Location Setup in GoHighLevel

To keep your multi-location system stable and easy to maintain over time, follow these practices:

Standardize naming for your custom fields, tags, and pipelines.
Document your structure in a separate knowledge base or project management tool.
Test every location by submitting forms and confirming correct routing and messaging.
Limit the number of forms to reduce maintenance overhead as locations grow.

If you want expert assistance with advanced setups like this, you can consult specialists at Consultevo, who work extensively with multi-location configurations.

When to Use Separate Sub-Accounts Instead of Multi-Location GoHighLevel

While a single sub-account is powerful, there are times when separate sub-accounts may be more appropriate:

Completely separate brands or legal entities
Locations requiring unique billing, integrations, or assets
Teams that must not have access to each other’s data

In those scenarios, multiple sub-accounts in GoHighLevel can offer cleaner separation, while the multi-location method is best for branches of the same brand or business.

Conclusion: Scalable Multi-Location Operations in GoHighLevel

By using a single form, a standardized location custom field, and smart routing logic, you can manage many locations inside one GoHighLevel sub-account. This structure keeps your automations maintainable while still delivering localized experiences to every contact.

Use the official documentation linked above as a reference, and adapt the pattern to your specific pipelines, appointment flows, and communication templates. With careful planning, your multi-location setup will stay flexible as your business grows.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your GHL , work with ConsultEvo — trusted GoHighLevel Partners.

Scale GoHighLevel

“`