GoHighLevel Custom Objects Guide
Managing advanced data structures in your CRM can feel complex, especially if you are used to tools like ClickUp. This step-by-step guide shows you how to create and update custom object records in GoHighLevel using workflow actions and triggers so you can automate relationships, ownership, and data flow across your account.
This how-to is based on the official documentation and walks through each configuration screen, option, and setting you will see when working with custom object records.
Understanding GoHighLevel Custom Object Records
Custom object records in GoHighLevel let you go beyond standard contacts, opportunities, and companies. They allow you to structure data that fits your business model, such as subscriptions, properties, policies, or any other entity that needs its own fields and relationships.
Within a workflow, you can automatically:
- Create new custom object records.
- Update existing records that match specific criteria.
- Manage relationships between objects and contacts or companies.
- Control record ownership and visibility.
The process is handled through a dedicated workflow action called Create or Update Custom Object Record.
Where to Find the GoHighLevel Custom Object Action
Inside a workflow in GoHighLevel, you will configure custom object records through a specific action. This action is split into three logical sections so you can define, search, and update records in a structured way.
- Identify the Record (what you want to work with).
- Find the Record (search conditions).
- Update or Create the Record (what to do with the data).
You can add this action into any supported workflow that runs in an account where custom objects have been set up.
Step 1: Identify the Custom Object in GoHighLevel
The first section of the action is called Identify the Record. Here, you specify exactly which custom object type and record you want to work with.
Selecting the GoHighLevel Custom Object
In the Identify the Record section, you will configure:
- Custom Object: Choose which custom object definition to use (for example, Subscription, Policy, or Property).
- Record: Decide how the workflow will target the record.
The Record setting offers three options:
- Selected from Custom Objects: You manually pick an existing record from the list. The action will always use this specific record when it runs.
- Received from trigger: The record reference is passed into the workflow from a trigger that supports custom objects (such as an event related to that object).
- Found from contacts in the workflow: The workflow will look for a record related to the current contact.
If you choose the option that finds the record from contacts, additional settings appear.
Finding Related GoHighLevel Contacts
When using Found from contacts in the workflow, you get an extra field:
- Find Contacts: Controls which contact or contacts are used to search for related custom object records.
Use this when the custom object is linked to contacts and you want to automatically locate the correct record based on that relationship.
Step 2: Define How to Find the Record in GoHighLevel
The second section of the action is Find the Record. This determines whether the system should search for an existing custom object record or skip directly to creation.
- Do you want to find a record? answer Yes or No.
What you choose here changes the fields that appear:
When You Choose Yes
If you select Yes for finding a record, you will see:
- Find Based On (Optional): An expression or condition that tells GoHighLevel how to search for a matching custom object record. This is typically built from existing fields or properties on the object.
- No Record Found: Decide what happens when no record matches the conditions.
For the No Record Found setting, you can choose:
- Stop: End the workflow action if nothing is found.
- Create a record: Automatically create a new custom object record when the search returns no results.
When You Choose No
If you select No for finding a record, the system will skip the search and go straight to creating and populating a record based on the options you configure later in the action.
Step 3: Update or Create the Custom Object in GoHighLevel
The third section, Update or Create the Record, defines what changes are applied to the custom object record, whether it is found or newly created.
Choosing the Data Source
In this part of the GoHighLevel action, you will see:
- Object Values From: Decide where the values come from.
You can pick one of two options:
- Manually Enter: Fill in the custom object fields directly in the action.
- From Current Record: Use values from the current custom object record that the workflow is acting on.
Manual Field Mapping in GoHighLevel
If you select Manually Enter, additional fields appear so you can map or set properties:
- Custom Object Fields: A list of all fields defined on the custom object. For each field, you can set a value, expression, or reference to other data.
- Add Relationship: Use this to link the custom object record to related contacts, companies, or other entities.
- Object Ownership: Controls who owns the record. This can drive assignment and visibility rules across users.
This manual configuration is useful when you want full control over the data being written into the record.
Using the Current Record Values
If you choose From Current Record, GoHighLevel will populate the fields using the existing data on that object, based on what the workflow is currently processing. This is typically used when you want to update or pass through data without manually re-mapping every field.
Practical Tips for Custom Objects in GoHighLevel
- Plan your custom object schema before building workflows so fields and relationships are clear.
- Use descriptive naming on fields to avoid confusion when mapping values.
- Test workflows with a few sample records to confirm that the Find the Record logic behaves as expected.
- Use the No Record Found > Create a record option carefully to prevent unintentional duplicates.
Following these practices will help you maintain clean data and reliable automations in your account.
Additional GoHighLevel Resources
To see the original technical reference for creating and updating custom object records, review the official documentation here: Creating and updating custom object records.
If you need strategic implementation help beyond this how-to, you can find expert CRM and automation consulting at Consultevo, including advanced configuration for GoHighLevel setups.
By combining well-structured custom objects, clear relationships, and the Create or Update Custom Object Record workflow action, you can build powerful automations that reflect your exact business model inside GoHighLevel.
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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