GoHighLevel Productisation & Automation Specialist – Done-for-You CRM System

GOHIGHLEVEL PRODUCTISATION & AUTOMATION SPECIALIST – DONE-FOR-YOU CRM SYSTEM

We are a well-established UK martial arts academy looking for an experienced GoHighLevel specialist to refine, professionalise and productise our existing CRM and automation system.

Our GHL system is already functioning and used successfully in our business. Nothing is currently known to be broken.

This is not a troubleshooting project, a new build or an invitation to replace everything with your preferred setup.

The objective is to turn our working internal system into a professional, repeatable and commercially deployable done-for-you CRM system that can initially be supplied to other martial arts schools.

THE EXISTING SYSTEM

Our current GHL system includes approximately 10 active workflows covering areas such as:

• Website lead capture and webhook data

• Multiple-child enquiries and programme selection

• Trial-class booking and appointment management

• Appointment confirmations, reminders, rescheduling, cancellations and no-shows

• Pipelines and opportunity stages

• Email , SMS and WhatsApp follow-up

• Internal staff notifications and tasks

• Membership enrolment

• Stripe payment processing

• Follow-up for enquiries and students requiring staff attention

The core system works. It may still contain business-specific wording, hard-coded information, inconsistent naming, unnecessary complexity or processes that would be difficult to install and manage for another business.

THE MAIN OBJECTIVE

We want to create a clean master system that can be deployed efficiently into a new martial arts business without manually rebuilding or rewriting everything.

The finished product should be:

• Professionally organised

• Easy to configure for each business

• Reliable and thoroughly tested

• Clearly documented

• Suitable for repeated deployment

• Easy for staff and clients to understand

• Maintainable as the product develops

• Ready to demonstrate and market to other martial arts businesses

The work will be divided into two phases.

PHASE 1 – SYSTEM AUDIT AND PRODUCTISATION PLAN

The first assignment is to understand and document the existing system before making significant changes.

You will be expected to:

• Map the complete customer journey from initial enquiry through trial booking, attendance, membership payment and ongoing follow-up.

• Review workflows, triggers, waits, conditional branches, calendars, pipelines, opportunity stages, tags, custom fields, custom values, forms, webhooks and integrations.

• Identify any areas that are unnecessarily complicated, inconsistent or too dependent on our individual business setup.

• Identify information that is currently hard-coded and should instead use custom values or another controlled configuration method.

• Separate the system into:

1. Standard features used by every martial arts school

2. Configurable features that change for each client

3. Optional or separately priced customisations

• Identify which assets can be transferred through a snapshot and which connections or settings must be configured manually in every new account.

• Review the system’s naming conventions, folders, workflow organisation and general professional presentation.

• Identify risks that could make repeated deployment, maintenance or future updates difficult.

• Recommend the best structure for a clean master system, demonstration account and client deployment process.

PHASE 1 DELIVERABLES

At the end of Phase 1, we expect:

1. A clear map of the existing system and customer journey.

2. An inventory of the workflows, forms, calendars, fields, values, pipelines, templates and integrations.

3. A written productisation report showing:

• What can remain as it is
• What should be refined
• What should be standardised
• What must become configurable
• What requires manual setup for each client
• Any risks or limitations

4. A recommended product structure, including standard features, optional features and custom work.

5. A prioritised implementation plan for Phase 2.

6. A fixed-price quotation and realistic completion timetable for Phase 2.

No major changes should be made during Phase 1 without prior agreement.

PHASE 2 – IMPLEMENTATION AND DEPLOYMENT SYSTEM

If Phase 1 is completed satisfactorily, the successful specialist will be invited to carry out the agreed implementation.

This is expected to include:

• Introducing consistent naming conventions and workflow folders.

• Removing obsolete tests, untidy remnants and unnecessary duplication where appropriate.

• Simplifying overly complicated logic without changing the intended customer journey.

• Replacing business-specific hard-coded information with controlled custom values or configuration fields.

• Improving the professionalism and consistency of email s, SMS messages, WhatsApp messages, internal notifications and staff tasks.

• Creating a clean, reusable master system or snapshot.

• Creating a demonstration account containing fictional contacts, appointments and opportunities.

• Establishing a client onboarding questionnaire that collects all information needed for installation.

• Creating a complete new-client deployment checklist covering:

• Business details
• Locations and programmes
• Calendars and availability
• Users and permissions
• Telephone numbers
• Email services and domains
• Stripe
• Website forms and webhooks
• Pipelines and opportunity stages
• Message wording
• Data import
• Consent and communication preferences

• Creating written test scenarios for normal customer journeys and important edge cases.

• Establishing a quality-assurance and client-acceptance process.

• Creating a version-control and change-log process for the master system.

• Recommending how improvements to the master system should be distributed to existing client accounts.

• Creating administrator SOPs, staff instructions and short Loom training videos.

• Documenting third-party services, costs, licences and limitations.

• Defining what should be included in the standard service, what should be optional and what would require custom development.

• Completing a pilot deployment into a separate test account, if agreed.

IMPORTANT WORKING RULES

This is a live business system.

You must document and understand the existing logic before changing it.

Do not delete, replace or rebuild working assets without explaining the reason and receiving approval.

All changes must be tested with suitable test contacts and realistic scenarios before being applied to the live system.

We are not currently looking to introduce AI bots, complicated new integrations or unnecessary features.

You must disclose any paid templates, external software, licensed assets or third-party services you propose using.

All workflows, documentation, snapshots and other work created specifically for this project must belong to us.

You must not copy another client’s confidential workflows, materials or data into our product.

REQUIRED EXPERIENCE

You should have:

• At least three years of substantial, hands-on GoHighLevel experience.

• Experience working inside GHL Agency accounts and sub-accounts.

• Proven experience creating reusable snapshots or repeatable systems for deployment into multiple client accounts.

• Strong knowledge of workflows, calendars, pipelines, opportunities, forms, custom fields, custom values, tags and communication templates.

• Experience separating hard-coded client information from reusable automation logic.

• Experience with Stripe, webhooks, APIs and website-to-GHL data mapping.

• The ability to understand and safely improve a system built by somebody else.

• Experience creating onboarding, deployment, testing and quality-assurance processes.

• Clear written and spoken English.

• The ability to produce understandable SOPs, system maps and Loom walkthroughs.

• The ability to work independently while explaining important decisions in plain language.

Coding ability is helpful but not essential. However, you must be comfortable understanding webhook payloads, data mapping and integration behaviour.

This role is not suitable for someone whose experience is limited to completing a GHL course, copying basic snapshots or building simple workflows from tutorials.

CONTRACT AND ONGOING WORK

Phase 1 will be a fixed-price assignment.

Phase 2 will be separately agreed after the system has been properly assessed and the implementation scope is clear.

Please do not provide a fixed price for the entire productisation project without first explaining the assumptions behind your quotation.

After completion, there may be ongoing work for approximately 5–10 hours per week involving:

• Maintaining and improving the master system

• Testing updates before deployment

• Supporting new client installations

• Maintaining documentation

• Troubleshooting technical issues

• Helping develop additional product features

This is initially an internal technical role and is not customer-facing.

HOW TO APPLY

Begin your application with the word “PHOENIX”. Applications that do not begin with this word may not be considered.

Please answer the following questions individually:

1. How many years have you worked directly and regularly inside GoHighLevel?

2. Describe one GHL system that you personally converted from a single-business setup into a repeatable system for multiple client accounts.

Please explain:

• How many accounts it was deployed into
• What information was originally hard-coded
• How you made the system configurable
• What did not transfer correctly through the snapshot
• How long a normal new-client deployment took afterwards

We want one genuine, specific example—not a general list of GHL features.

3. Give one example of something that appeared to be included in a GHL snapshot but did not work correctly after installation into a new sub-account.

What exactly happened, what caused it and what did you add to the deployment pr