GoHighLevel Retention Workflow Guide

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How to Build Retention & Rebooking Workflows in GoHighLevel

Retention workflows in GoHighLevel are one of the best ways to keep clients coming back automatically. Even if you also use tools like ClickUp for project management, your rebooking and follow-up strategy should live inside your marketing automation system so it runs on autopilot. This guide shows you how to recreate the Gains Game retention and rebooking system step by step.

The process below is based on HighLevel’s official documentation and is adapted into a practical, easy-to-follow how-to article.

Why Use GoHighLevel for Client Retention

Before building anything, it helps to understand why a retention workflow matters in GoHighLevel:

  • Stay in front of past clients without manual follow-up
  • Turn one-time buyers into repeat buyers
  • Encourage upsells and add-ons over time
  • Automate reminders for rebooking at the perfect moment

The “Gains Game” concept in the original training is all about creating experiences that make clients want to come back. Your GoHighLevel workflows operationalize that concept so it happens consistently for every customer.

Overview of the GoHighLevel Retention & Rebooking System

The Gains Game setup uses a combination of workflows, tags, and timed follow-ups inside GoHighLevel. At a high level, you will:

  1. Identify who is a new client, an active client, and a lapsed client.
  2. Apply the right tags when they purchase or complete an appointment.
  3. Trigger a retention workflow that sends valuable content and reminders.
  4. Trigger a rebooking workflow that nudges them to book again.

The core idea is simple: every time someone buys or visits, you start a new “game” in your GoHighLevel workflow that guides them toward their next booking.

Preparing Your GoHighLevel Account

Before building the workflows, make sure your GoHighLevel account has the following items ready:

  • Products or services created in your pipeline or calendar
  • Appointment calendars configured for your team or locations
  • Pipeline stages for lead, client, and repeat client (optional but recommended)
  • Basic email and SMS settings fully configured

For more advanced strategic help with setting up your CRM and marketing stack, you can also review resources from ConsultEvo, which focuses on automation and growth systems.

Step 1: Define Your Key Tags in GoHighLevel

Tags are the backbone of the Gains Game method in GoHighLevel. You use them to track where each client is in their lifecycle.

Recommended Tag Structure in GoHighLevel

  • New Client – applied when a lead becomes a paying customer for the first time
  • Active Client – applied when a client is currently booking or engaged
  • Needs Rebooking – applied when enough time has passed since the last appointment
  • Lost / Inactive – applied when they have not rebooked after a set period

Create these tags in your GoHighLevel account under Contacts > Tags. Use names that are clear to your team so everyone knows what stage each client is in.

Step 2: Create the Retention Workflow in GoHighLevel

Your first automation will focus on nurturing clients right after they buy or visit. This is the “retention” phase of the Gains Game inside GoHighLevel.

2.1 Configure the Trigger

Create a new workflow and set the trigger based on your business model:

  • Appointment Status – when an appointment is marked as “Completed”
  • Order/Invoice Paid – when a product or package is purchased
  • Pipeline Stage Change – when a deal moves to “Won” or “Client”

Once the trigger fires, add an action to apply your “New Client” or “Active Client” tag.

2.2 Add Immediate Follow-Up Messages

Right after the trigger, send a combination of:

  • Thank-you email – confirming what they received and setting expectations
  • SMS follow-up – short, friendly message reminding them you are available if they have questions

Use your GoHighLevel email and SMS templates to keep this consistent.

2.3 Schedule Value-Driven Touchpoints

Next, add timed steps in your GoHighLevel workflow that deliver helpful content:

  • Educational emails about getting better results from your service
  • Tips on maintenance, aftercare, or best practices
  • Stories or case studies that build trust

Space these messages over several days or weeks, depending on your service cycle.

Step 3: Build the Rebooking Workflow in GoHighLevel

The rebooking workflow is designed to get clients to schedule their next session before they forget. You can create this as a separate workflow in GoHighLevel or as a continuation of the retention flow.

3.1 Determine Your Rebooking Window

Decide how long a typical client should wait before their next session. Examples:

  • 2–4 weeks for recurring services (e.g., personal training, beauty services)
  • 3–6 months for check-ups or strategy sessions
  • 12 months for annual reviews or large projects

Use this timing to set a delay in your GoHighLevel workflow after the last appointment or purchase.

3.2 Add the “Needs Rebooking” Step

After the delay, add an action to apply the “Needs Rebooking” tag inside GoHighLevel. This makes it easy to segment and also acts as a visual signal for your team.

3.3 Send Rebooking Invitations

Now add a series of messages encouraging the client to book again:

  • First reminder – friendly nudge with a direct booking link
  • Second reminder – highlight the benefit of staying consistent
  • Final reminder – last call before they are marked as inactive

Each message should include a clear call-to-action and a link to your GoHighLevel calendar or booking page.

Step 4: Handle Responses and Stop Conditions in GoHighLevel

It is important to stop the rebooking sequence when a client takes action. Otherwise, they may receive irrelevant reminders.

4.1 Use Goal or Conditional Steps

Inside your GoHighLevel workflow, add conditions such as:

  • If appointment is booked, remove “Needs Rebooking” tag
  • If pipeline stage changes to “Active Client”, stop this workflow
  • If they reply “Stop” or similar, remove them from future campaigns

These conditions keep your automation clean and customer-friendly.

4.2 Mark Clients as Lost or Inactive

If a client does not rebook after the full sequence, set an action to apply the “Lost / Inactive” tag in GoHighLevel. You can later create win-back campaigns specifically for this group.

Step 5: Monitor and Optimize Your GoHighLevel Workflows

Once everything is live, monitor performance directly inside GoHighLevel and improve over time.

  • Track open and click rates for your emails
  • Monitor reply rates for SMS messages
  • Measure how many clients rebook within your target window

Adjust your timing, messaging, and offers based on what you see. Small changes to your GoHighLevel workflows can significantly increase client lifetime value.

Additional Resources for GoHighLevel Retention Systems

The exact Gains Game concepts and examples come from the official HighLevel help center. You can review the original reference here: The Gains Game: Keep Clients Coming Back with Retention & Rebooking Workflows.

Use that material together with this how-to guide to tailor your own GoHighLevel setup to your niche, service cycle, and client journey.

Conclusion: Turn Every Client into a Repeat Client

By combining smart tagging, clear triggers, and well-timed messages, your GoHighLevel account becomes a full retention engine instead of just a CRM. Implement the retention and rebooking steps above, then refine them as you learn from your data. Over time, this Gains Game structure will keep more clients returning, increase revenue, and reduce the need for constant new lead generation.

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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