How to Use GoHighLevel CRM: Practical FAQ-Based Guide
If you are migrating from tools like ClickUp or other CRMs, learning how to manage data in GoHighLevel can feel confusing at first. This how-to guide turns the official CRM FAQs into clear, actionable steps so you can handle contacts, duplicates, imports, and conversations with confidence.
This article is based on the official FAQ page for the CRM module. It explains the most common tasks and problems users face and shows you exactly what to check and how to fix issues while working inside your GoHighLevel account.
Understanding the GoHighLevel CRM Contact List
The CRM section in GoHighLevel is the central place where your leads, prospects, and customers are stored. When something looks wrong in your contact list, it is usually caused by filters, import settings, or merge rules.
How the GoHighLevel contact list works
The contact list displays records according to your selected filters and system settings. If contacts appear to be missing or the number of contacts changes unexpectedly, you should review the following areas:
- Active filters on the list view
- Contact ownership and user permissions
- Smart lists or saved filters
- Recently imported or deleted records
Before assuming data is lost, always check the filters and views applied in the CRM.
How to Merge Contacts in GoHighLevel
Duplicate contacts are a very common issue in any CRM. GoHighLevel provides a way to merge records so your data stays clean and reports remain accurate.
Steps to merge duplicate contacts
- Open the Contacts section in your sub-account.
- Search for the duplicate contact records you want to clean up.
- Select the contact entries that refer to the same person.
- Use the merge feature to combine them into a single contact.
- Choose which fields you want to keep when there is conflicting data.
After merging, GoHighLevel will keep one primary record and consolidate associated information such as conversations or notes where possible.
Why you still see duplicates after importing into GoHighLevel
Seeing duplicate contacts after an import normally means one of these situations occurred:
- The import file contained the same email or phone number in multiple rows.
- Contacts already existed in your account before the import, and the matching field settings did not prevent duplication.
- Key matching fields (such as email or phone) were missing during the import.
To reduce duplicates, carefully configure your contact matching rules when uploading a file and review your CSV data for repeated entries before importing.
Updating Contact Information in GoHighLevel
Once contacts exist in GoHighLevel, you may need to update their data in bulk or correct information that was added incorrectly.
How to bulk update contacts
To change many contacts at once, use the bulk actions feature:
- Go to the Contacts page.
- Use filters to locate the group you want to update.
- Select the contacts from the list.
- Apply the desired bulk update (such as changing a tag, pipeline, or stage).
This helps keep your CRM organized without editing each contact individually.
Handling contact absence in other GoHighLevel features
Sometimes a contact shows up in the CRM but not in other tools inside GoHighLevel, such as messaging, workflows, or campaigns. In these cases, you should verify:
- The contact has the required fields populated (for example, phone for SMS, email for email campaigns).
- The contact is in the correct location or sub-account.
- The contact is not filtered out by a specific view or segment in the other feature.
Consistent data across your account is critical for automation and communication tools to work properly.
Managing Conversations and Messages in GoHighLevel
The conversations area in GoHighLevel centralizes your messages. Sometimes users ask why they do not see a particular message in the conversation for a contact.
Why you might not see a message inside GoHighLevel
If a conversation does not display a specific message, consider the following checks:
- Confirm that the message was actually sent or received through the connected channel.
- Verify that the contact is linked to the correct phone number or email address.
- Check if there were any temporary connection issues with the messaging provider.
Ensuring the right contact details are used for each channel helps GoHighLevel correctly log and display the communication history.
Importing Contacts into GoHighLevel CRM
Importing is one of the most powerful ways to populate your CRM quickly. However, it can also introduce problems if not done carefully.
Preparing your file before importing into GoHighLevel
To avoid errors and duplicates during import:
- Clean your CSV or spreadsheet so each contact is on its own row.
- Remove obvious duplicates where possible.
- Include key identifiers such as email and phone numbers.
- Map columns clearly to the appropriate fields inside the system.
Good preparation ensures that your GoHighLevel database receives accurate and useful information from the start.
Understanding contact matching when importing
During the import process, you may be prompted to set how contacts are matched. This determines whether GoHighLevel updates an existing record or creates a new one. Typical strategies include:
- Matching by email address
- Matching by phone number
- Matching by a combination of fields
Choose a method that reflects how your business uniquely identifies clients to keep your CRM consistent.
Deleting Contacts Safely in GoHighLevel
Sometimes it becomes necessary to remove contacts from your CRM. When deleting records in GoHighLevel, be mindful of the impact on your campaigns and reporting.
What to consider before deleting contacts
Before removing any contact, review the following:
- Whether the contact is part of ongoing workflows or automations
- If they are associated with opportunities, tasks, or appointments
- Whether you need their data for compliance or reporting
Careful review prevents accidental loss of important business information.
Troubleshooting GoHighLevel CRM Issues
The official CRM FAQ explains common questions about how contacts behave in the system. When something does not look right, a structured checklist is helpful.
Basic troubleshooting steps inside GoHighLevel
- Check filters: Make sure no filter or smart list is hiding records.
- Confirm permissions: Ensure your user role has access to view all relevant contacts.
- Review recent imports: Look for incomplete or duplicated uploads.
- Inspect automations: See whether workflows are creating or changing contacts automatically.
- Consult official documentation: Refer back to the FAQ page for explanations about each behavior.
The official FAQ resource that this guide is based on can be found here: GoHighLevel CRM FAQs. It is the primary reference for technical details and behavior inside the CRM module.
Next Steps for Optimizing Your GoHighLevel CRM
Once you understand how contacts, imports, and conversations work, you can begin optimizing your setup for better marketing and sales performance.
- Keep your database clean by regularly merging duplicates.
- Standardize how you capture contact details in forms and funnels.
- Use clear tags and custom fields to improve segmentation.
- Review your automation rules so they create and update contacts correctly.
If you need professional help planning migrations, setting up automation, or structuring your CRM, you can explore consulting and implementation services at Consultevo, a site focused on modern marketing systems and automation.
By following the FAQ-based instructions and regularly reviewing your setup, you will keep your GoHighLevel CRM accurate, reliable, and ready to support all of your campaigns and workflows.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your GHL , work with ConsultEvo — trusted GoHighLevel Partners.
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