GoHighLevel CRM & Workflow Specialist – Wellness Coaching & Treatment Practice

We’ve already built most of the core structure in the backend — pipelines, workflows, tags, and custom fields are all in place. But now that we’re getting into more advanced areas (like coaching, treatments, and product flows), it’s becoming more technical and time-consuming to manage.
That’s why we’re now looking for someone like you to take over the system — not just to fix what’s needed, but to lead and manage the CRM as we continue to grow.
? What We’re Hoping You Can Take Over:
Troubleshooting and fixing the treatment workflow (details below)


Reviewing and simplifying the current setup where needed


Finalizing and polishing all client-facing automations


Reorganizing or reworking parts of the backend if it makes the system more efficient


Continuing to build out workflows as we expand programs, services, and offers


Making the system easier for our team to manage and maintain over time


You can absolutely redo or improve anything we’ve already built if you see a better way to handle it. We welcome your ideas and trust your experience. The goal is to make sure the CRM is clean, strategic, and fully functional — now and long-term.
???? Current System Status
Consultation Workflow is live and working: Bookings through GHL or Calendly trigger the correct reminders and follow-ups.


Appointment Feedback Form is still a draft: We haven’t finalized the logic yet for segmenting by service type (coaching, treatments, products).


Treatment Workflow is built, but it’s not firing correctly when multiple treatments are selected.


???? Main Issue: Treatment Workflow
The workflow is supposed to:
Apply tags for each treatment selected


Update the custom fields (selected_treatments, treatment_details)


Send follow-up emails based on those selections


But in testing (e.g., Functional Cranial Release, ProstaBlueZone, TRT/StemWave), only one treatment shows in the email, even when multiple were selected.
Potential Causes:
“Stop on Previous” is active


Field data may be overwriting, not appending


Some tags may not be triggering


Merge fields may have formatting issues


This is the top priority we’d love you to address first.
We're Open to Your Strategy
We’re handing the CRM over to you — and we want you to take the lead on improving, optimizing, and expanding it. If you want to restructure parts, rename elements, or rebuild certain workflows in a more efficient way, we fully support that. We trust your judgment and we’re happy to collaborate as needed.














Current CRM Setup Overview – To Be Continued and Improved
This is the current and temporary CRM setup we’ve built so far. It’s a working draft, but not yet complete — and we’re currently stuck on the treatment workflow, mainly because of the number of treatment types and the complexity involved in branching logic.
You’ll be continuing from here — reviewing, improving, and finalizing this structure. The ultimate goal is to guide every lead smoothly through the journey until they either:
Confirm they want to work with Tara (coaching)


Purchase a product


Schedule or commit to a treatment


Consultation Pipeline Stages
Consultation Booked
Client has booked a consultation via Calendly


Consultation Pending
Consultation is scheduled but hasn't happened yet.


Consultation Completed
Consultation has taken place. Tara fills out the Appointment Feedback Form to determine next steps.


Post-Consultation Paths Based on Client Interest
Client Interested in Coaching


Move to the Coaching Program Pipeline


Send coaching agreement and initiate onboarding


Client Interested in Treatments


Move to the Treatments Pipeline


Start the process for booking treatments or sending product recommendations


Client Interested in Both Coaching and Treatments


Add to both pipelines for parallel tracking


No Interest or Declined


No action unless they re-engage later


Follow-Up Required
Waiting on a decision or clarification


Consultation Rescheduled
Meeting moved to a later date


No Show
Client missed the consultation — needs rescheduling or follow-up


Where We’re Currently Stuck
We’ve hit a block in the Treatment Workflow — mostly because there are so many possible treatment combinations. The logic is getting complicated, and we need your expertise to:
Simplify or rebuild the workflow logic


Ensure multiple treatments trigger correctly


Send dynamic follow-up emails based on treatment selections


Make sure tags and custom fields update properly


????? What You’ll Be Taking Over
Continue building and improving this CRM system


Finalize all automation logic across pipelines


Fix the treatment workflow and handle multi-branch logic


Connect product/treatment flows to relevant email sequences and follow-ups


Make the system scalable and easy to manage


Suggest and implement any smarter, cleaner strategies for better long-term performance



This is just our current foundation. We’re fully open to your ideas, improvements, or even reworking parts of the system if it creates a cleaner, more efficient setup moving forward.