How to Use Smart Categories in GoHighLevel

If you manage client assets across ClickUp, shared drives, or email, connecting them to GoHighLevel with Smart Categories in GoKollab can massively simplify collaboration. This guide walks you through how Smart Categories work, how to create them, and how to use them to keep client work organized and easy to find.

Smart Categories in GoKollab act like dynamic folders that automatically group and label client assets based on the rules you define. Once set up, they keep your resources organized without constant manual sorting.

What Are Smart Categories in GoHighLevel GoKollab?

Smart Categories are rule-based groupings of documents and assets that live inside GoKollab, which integrates directly with GoHighLevel. Instead of sorting files one by one, you define conditions, and GoKollab automatically places items into the right categories.

They are especially useful when you manage multiple projects, brands, or clients and need a consistent structure for assets such as:

• Marketing funnels
• Creative assets (images, videos, graphics)
• Standard operating procedures (SOPs)
• Client onboarding documents
• Templates and swipe files

Because Smart Categories are dynamic, new items that match your rules are added automatically, making them more powerful than static folders.

Why Use Smart Categories With GoHighLevel?

Pairing Smart Categories with GoHighLevel offers several practical benefits for agencies and teams:

• Centralized asset access: Keep key documents for each account accessible from a single GoKollab workspace tied to your CRM data.
• Faster onboarding: Automatically surface essential onboarding resources for any new client.
• Reduced clutter: Avoid messy, inconsistent folder structures across tools.
• Better collaboration: Team members and clients always know where to find the latest version of documents linked to GoHighLevel workflows.

Accessing Smart Categories in the GoHighLevel GoKollab Workspace

To start using Smart Categories inside the GoKollab integration that connects with GoHighLevel, you first need to access the correct area in your workspace.

Step 1: Open Your GoKollab Workspace

1. Log in to your GoKollab account.
2. Navigate to the workspace that is connected to your GoHighLevel account or to the client you want to organize.

Within each workspace, Smart Categories help you keep items relevant to that workspace structured and easy to discover.

Step 2: Navigate to the Smart Categories Section

1. Inside your chosen workspace, open the navigation or settings area where Smart Categories are managed.
2. Look for a tab or sidebar section labeled Smart Categories or a similar name provided in the GoKollab interface.

This is where you will create, edit, and manage all Smart Categories that help streamline work you run through GoHighLevel.

How to Create a Smart Category for GoHighLevel Projects

The heart of the integration is creating Smart Categories that mirror the way you manage accounts and campaigns in GoHighLevel. Follow these steps to create your first category.

Step 1: Start a New Smart Category

1. In the Smart Categories section, click the button to Create or Add Smart Category.
2. Give your Smart Category a clear, descriptive name, for example:
   • Client Onboarding Docs
   • Funnel Assets
   • GoHighLevel Snapshots

Names should reflect how you think about campaigns, pipelines, or services inside GoHighLevel so that the structure feels natural across tools.

Step 2: Define Smart Category Rules

Smart Categories rely on rules to determine which items should appear in each category. Common rule types can include:

• Title contains specific keywords
• Tags or labels applied to the item
• Location or folder in your connected drive
• File type (document, spreadsheet, image, video, etc.)

1. Choose the rule or condition type from the dropdown or rule builder.
2. Specify the values or keywords that match the assets you want in the category.
3. Combine multiple conditions if needed to narrow down results.

For example, you might create a Smart Category that includes all items tagged with a particular client name and that contain the word “funnel” in the title, keeping them aligned with GoHighLevel funnels.

Step 3: Save and Review Your Smart Category

1. Once your rules are configured, click Save or Create.
2. GoKollab will automatically scan your connected items and populate the Smart Category.
3. Review the items included to confirm that your rules are working as intended.

If you find that some files are missing or unrelated documents appear, adjust your rules by editing the Smart Category and refining the conditions.

Best Practices for Using Smart Categories With GoHighLevel

To get maximum value from Smart Categories in a GoHighLevel-centric workflow, follow these best practices.

Align Categories With GoHighLevel Pipelines

Structure your Smart Categories to mirror your GoHighLevel pipelines or services, such as:

• Lead Generation Campaigns – for ads, landing pages, and form templates.
• Onboarding – for contracts, questionnaires, and welcome materials.
• Delivery & Reporting – for monthly reports, strategy documents, and meeting notes.

This makes it easy for team members switching between GoKollab and GoHighLevel to understand where everything lives.

Use Consistent Naming and Tagging

Smart Categories work best when your assets follow consistent naming and tagging conventions. Consider adopting standards such as:

• Client prefix: e.g., ACME_ or SMITH_
• Campaign type: ONBOARD, FUNNEL, RETARGET
• Date or versioning: 2025-01 or v2

With consistency in place, your Smart Category rules can be simpler and more reliable.

Regularly Review and Refine Rules

As your agency grows and your GoHighLevel setups evolve, revisit your Smart Categories to ensure they still match your processes. You may need to:

• Add new categories for new services or pipelines.
• Retire categories you no longer use.
• Adjust rules to reflect updated naming or tagging conventions.

How Smart Categories Improve GoHighLevel Collaboration

When integrated thoughtfully, Smart Categories enhance how teams collaborate around GoHighLevel implementations:

• Clear visibility: Everyone knows where project-critical assets live.
• Fewer duplicate files: The same document can appear in multiple Smart Categories without being copied.
• Faster training: New team members can easily discover GoHighLevel-related documentation and SOPs.
• Improved client access: Clients have a streamlined view of the resources connected to their accounts.

Connecting GoHighLevel Strategy With Smart Categories

Think of Smart Categories as the organizational layer that supports your CRM strategy. While GoHighLevel manages pipelines, automation, and communication, GoKollab Smart Categories ensure the supporting files, templates, and resources stay organized and accessible.

For agencies that want deeper guidance on structuring their systems, strategy resources and implementation help are available from specialized consultants such as Consultevo.

Additional Resources

To explore the original documentation for Smart Categories in the GoKollab interface and how it connects with GoHighLevel workflows, review the official help article here: How to Use Smart Categories on GoKollab.

By combining Smart Categories with a well-structured GoHighLevel account, you create a scalable, repeatable system for organizing assets across clients, campaigns, and services, reducing friction and keeping your entire team aligned.

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