Getting Started with Workflows in GoHighLevel

If you are moving from platforms like ClickUp into a marketing automation system, learning how workflows operate in GoHighLevel is essential. This guide walks you through the core concepts, setup steps, and best practices for creating automated workflows that manage leads, nurture campaigns, and internal processes efficiently.

What Are Workflows in GoHighLevel?

Workflows in GoHighLevel are automated sequences of actions and conditions that run in the background based on specific triggers. They allow you to:

Automatically follow up with new leads.
Send emails and SMS based on contact behavior.
Update pipelines and opportunities.
Assign tasks and manage internal notifications.

Instead of manually handling repetitive tasks, you can build a workflow once and let the system execute the logic consistently for every contact that qualifies.

Accessing the GoHighLevel Workflow Builder

To start building workflows, you need to open the workflow builder inside your GoHighLevel account. Make sure you have the correct permissions for the sub-account you are working in.

Log in to your GoHighLevel account.
Select the appropriate sub-account from the left-hand menu.
In the navigation menu, locate and click on Automation or Workflows (depending on your interface version).
Click + New Workflow to open the workflow creation screen.

You will now see a visual builder where you can configure triggers, actions, and conditions for your automation.

Choosing a GoHighLevel Workflow Template or Starting from Scratch

When creating a new workflow, you can either use a pre-made template or begin with a blank workflow. Templates are designed for common use cases, such as appointment reminders or lead nurturing.

Using a GoHighLevel Workflow Template

Click + New Workflow.
Select From Template (if available in your interface).
Browse the list of templates for scenarios like:
- Missed call text back
- Appointment reminders
- Review requests
- Pipeline stage automations
Choose a template and click Create.
Review each step and customize messages, timing, and conditions as needed.

Creating a Blank GoHighLevel Workflow

Click + New Workflow.
Select Start from Scratch or similar option.
Give your workflow a clear name, such as New Lead Nurture – Facebook Ads.
Click Save to create the empty workflow that you can now configure.

Configuring Workflow Triggers in GoHighLevel

Every workflow begins with a trigger. The trigger defines when a contact should enter the automation. Choosing and configuring the right trigger ensures that only relevant contacts are added.

Common Trigger Types

Form Submitted: When a contact submits a specific form.
Survey Submitted: When a survey is completed.
Pipeline Stage Changed: When an opportunity moves to a new stage.
Tag Added: When a tag is applied to a contact.
Appointment Status: When an appointment is booked, confirmed, canceled, or no-show.
Contact Created: When a new contact is added to the account.

How to Add a Trigger

In the workflow builder, click Add New Trigger at the top.
Choose a trigger type, such as Form Submitted.
Select the specific asset (for example, the form name, calendar, or pipeline).
Apply filters as needed, like specific tags or sources.
Click Save Trigger.

After the trigger is saved, anyone who meets the defined criteria can be enrolled into the workflow.

Adding Actions Inside a GoHighLevel Workflow

Once the trigger is set, you need to define what happens next. Actions are executed in order from top to bottom, and you can mix messaging, internal updates, and delays.

Common Workflow Actions

Send Email: Deliver a templated or custom email.
Send SMS: Send a text message to the contact.
Wait/Delay: Pause the workflow for a set amount of time.
If/Else Condition: Branch logic based on contact data or behavior.
Assign to User: Assign a contact or opportunity to a specific team member.
Add/Remove Tag: Update segmentation for the contact.
Update Opportunity: Move a contact through your sales pipeline.

How to Add an Action

Click the + icon beneath the trigger or any existing step.
Select the type of action you want to add.
Configure the settings for that action, such as message content, templates, or wait time.
Click Save to insert the action into the workflow.

Repeat these steps to build out the entire automation sequence. Keep your actions organized and clearly labeled for easier maintenance.

Using Conditions and Branching in GoHighLevel Workflows

Conditions allow you to create smart workflows that behave differently based on contact data or engagement. This helps you personalize messages and improve results.

Setting Up If/Else Logic

Click the + icon where you want to branch the workflow.
Select If/Else or a conditions option.
Define the condition, for example:
- Contact has a specific tag.
- Pipeline stage equals a certain value.
- Email was opened or link clicked.
- Custom field has a specific response.
Save the condition to create two paths: Yes (true) and No (false).
Add separate actions under each branch to deliver different experiences.

With branching, you can send more messages to engaged contacts or exit unresponsive ones from the sequence.

Enrollment, Re-Enrollment, and Exit Rules in GoHighLevel

Managing how contacts enter and leave workflows is critical to preventing spam and duplicate automations.

Enrollment Settings

Specify whether contacts can be added more than once.
Control enrollment based on tags, sources, or existing workflow membership.
Use filters on triggers to limit who is allowed to enter.

Exit Criteria

You can remove contacts from a workflow when they take certain actions or reach specific outcomes, such as:

Booking an appointment.
Completing a purchase.
Replying to a message.
Moving to a particular pipeline stage.

Set up exit actions, tags, or end-of-workflow steps to keep your contact list clean and avoid conflicting automations.

Testing and Activating Your GoHighLevel Workflow

Before enabling any major automation, always test it. This ensures that messages send correctly, timing is accurate, and conditions behave as expected.

How to Test a Workflow

Create or select a test contact with your own email and phone number.
Trigger the workflow for that contact, for example by submitting the associated form.
Check that each action runs in the intended order:

Emails and SMS are received with correct personalization.
Delays match the configured timing.
Pipelines and tags update properly.
Branches route the contact based on the defined conditions.

Activating the Workflow

Once testing is complete, go back to the top of the workflow.
Set the status to Published or Active (depending on your interface).
Confirm that the trigger is enabled and live.
Monitor incoming contacts over the first few days and adjust steps if you notice issues.

Active workflows will automatically start processing new contacts that match the trigger conditions.

Best Practices for GoHighLevel Workflow Management

Name workflows clearly so your team understands their purpose.
Use tags to segment contacts and track automation stages.
Avoid conflicting workflows by planning how triggers and tags interact.
Review performance regularly to refine messages and timing.
Document your automations so new team members can follow the logic.

As your automation library grows, strong naming conventions and documentation will keep your GoHighLevel setup manageable and scalable.

Where to Learn More About GoHighLevel Workflows

For an in-depth reference on every setting available in the workflow builder, review the official documentation at this GoHighLevel workflows guide. You can also explore implementation help, strategy, and done-for-you setups from agencies like Consultevo, which specialize in marketing automation and CRM optimization.

By following the steps above, you can confidently set up, test, and manage automated workflows in GoHighLevel to streamline your marketing, sales, and follow-up processes.

Need Help With ClickUp?

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

Scale GoHighLevel

“`