Building the Ultimate GoHighLevel Dashboard for Reputation X
Client: Reputation X
Objective: Create a comprehensive agency snapshot that enables Reputation X to efficiently manage their agency operations and provide value-added services to their clients.
Solution: Develop a customized agency snapshot using the GoHighLevel platform, including calendars, pipeline automation, client onboarding, white-labeled training videos and courses.
About Reputation X
Reputation X is an online reputation management agency specializing in online reputation management services for businesses and individuals. They help clients improve their online presence through review management, SEO, content marketing and social media management. As their business has grown, Reputation X recognized the need for a more streamlined and automated approach to managing agency operations.
The Challenge
With an expanding client base, Reputation X was looking for ways to scale their agency while still providing high-quality, personalized service to each client. Some of the key challenges they faced included:
- Inefficient scheduling and appointment tracking
- Manual client onboarding processes
- Lack of standardized training resources for clients
- Time-consuming admin and follow-up tasks
Reputation X understood that in order to sustain their growth trajectory, they would need to leverage technology to automate repetitive tasks and create a more systematic approach to client management. This is what led them to seek out a comprehensive agency management solution.
Implementing GoHighLevel
After evaluating several options, Reputation X decided to build their agency snapshot using GoHighLevel, an all-in-one platform for marketing agencies. GoHighLevel offered the range of features and customization Reputation X was looking for.
The first step was to set up scheduling and appointment tracking using GoHighLevel’s calendar feature. Two separate calendars were created:
- Support Call Calendar – for scheduling support calls with current clients
- Consultation Call Calendar – for booking sales calls with prospective clients
With the calendars in place, Reputation X could now easily manage their daily call schedule and avoid double-booking or missed appointments.
Next, an Opportunities pipeline was set up to track leads as they moved through the sales process:
- New Lead
- Communicated
- Booked an intro call
- Booked a strategy call
- Appointment No-Shows
- Appointment Showed But Didn’t Buy
- Paying Client
This pipeline provides a visual overview of where each prospect is in the buyer’s journey. To further streamline the process, automations were set up to automatically move prospects to the appropriate stage based on certain triggers and actions.
Some of the key automations implemented include:
- Appointment confirmations and reminders via email and SMS
- No-show follow-ups to reschedule missed appointments
- Post-appointment nurture sequences for prospects who didn’t buy
- Client onboarding messages for new paying clients
- Support call scheduling for existing clients
By automating these touchpoints, Reputation X is able to provide a better client experience while saving significant time on repetitive admin tasks. The team can now focus their energy on high-value activities like sales and strategy.
Building A Lead Generation Pipeline
Reputation X needed a lead generation pipeline that would be able to funnel their incoming leads across channels into one inbox. They also wanted an “instant response” system that would catch any leads that were falling through the cracks (i.e. phone call wasn’t answered, message was received outside of working hours), so we knew we needed to set up some automations within the GHL ecosystem. Finally, Reputation X needed automations that would connect to third-party apps like GravityForms, Google Sheets, and Basecamp that would unify their app infrastructure under one banner.
Things we’ve learned about building a strong pipeline
- Keep it simple
- Qualify & filter new leads to keep your team focused
- Highlight the human moments (i.e. sales calls & real conversations)
- Equip your team with the data they need
- Clearly segment your workflows
Building the Master Pipeline
Building a great sales pipeline in GoHighLevel requires a strategic approach that combines targeted lead generation, effective lead nurturing, and data-driven optimization. Utilizing GoHighLevel’s powerful features, we helped Reputation X nurture leads throughout the buyer’s journey and prioritize follow-up efforts.
The key to a strong setup here was in utilizing High Level’s calendar, conversations, opportunities, and automations functionalities to seamlessly deliver leads to sales reps from any entry point in the Reputation X ecosystem. This included site forms (GravityForms), social media channels, and online ads. No matter where or when a lead submitted information to Reputation X, it needed to be qualified, nurtured, and sorted to the right sales representative.
Simple automations for enhanced pipeline workflow
Whenever someone responds to a Facebook Ad, completes an online form, or calls/messages one of Reputation X’s channels, a new contact will be automatically created and a set of workflows will be triggered.
- Filtering out spam: automation automatically sorts out spam to keep the team focused on quality leads
- Creating a new contact: a new contact is automatically created for each new lead, complete with all the relevant information available
- Alerting the team: no lead goes unnoticed – the whole team receives a notification when a new contact has been created
- Assigning the lead: the lead is automatically assigned to a sales rep based on a set of if/else clauses
We also set up automatic messaging so that leads feel like they’re being contacted by a member of the team when they submit a form.
- Lead nurturing: Thank You Email
- Lead nurturing: SMS 1
- Lead nurturing: SMS 2
High Level Automations
High Level has a powerful, built-in automation feature that we’ve found very useful for delegating common and repetitive tasks to for our clients. While we used Make.com for automating most tasks that require connection to other apps in the client’s ecosystem, we set up most campaigns, auto-responses, and workflow shortcuts using High Level’s very own built in automation feature.
Database reactivation
The first High Level automation we set up was a database reactivation campaign. A database reactivation campaign is a marketing strategy aimed at re-engaging inactive or lapsed customers who have previously interacted with a brand or business but have not made a purchase or engaged with the company for some time.
- Goal: use client’s database to reactivate old leads for a few quick, easy wins
- KPI improved: client’s lead bookings saw a 60% increase the month we implemented the database reactivation campaign
Long term lead nurturing
Then, we set up a long term lead generation campaign. Long-term lead generation campaigns are designed to continuously attract and nurture potential customers over an extended period. The goal is to build a steady stream of qualified leads that can eventually convert into customers.
- Goal: build a steady stream of leads that could buy any time in the future
- KPI improved: annual lead volume increased with little to no cost per lead
Lead filtering workflow
It was important that leads were categorized and directed to the right sales rep, and that leads with a high probability of conversion were engaged with immediately. To do meet these needs, we created an automated lead filtering workflow that filtered out “junk” leads and prioritized great ones.
- Goal: Sort and categorize new leads so that the client could direct resources towards those with the highest probability of closing
- KPI improved: These implementations led to a 55% reduction in time spent on low quality leads
Opportunity followup workflow
Custom followup emails were a big time suck for our client. With an automated followup workflow, they were able to increase their consistency and queue multiple follow up emails for high-probability leads.
- Goal: Improve opportunity close rate by automating a followup system
- KPI improved: Opportunity close rate has improved by 8% following the implementation of this workflow
Onboarding
Client onboarding is crucial because it lays the groundwork for a successful, long-lasting relationship between the business and the client. A smooth onboarding process helps clients understand the company’s products or services, sets clear expectations, and ensures that their needs are met efficiently.
- Goal: Improve client onboarding to create a consistent and seamless experience for all new clients
- KPI improved: This revamped onboarding led to a 5% increase in internal client satisfaction scores
Request a Google review
Finally, we set up an automated email system that requests a Google review from the client six months after their project has started. Reputation management takes a lot of time and consistency, so six months is when clients can clearly see the results of their investment. Now automated, project teams can delegate this task to GHL.
- Goal: improve number of five star ratings by requesting Google reviews from happy customers
- KPI improved: Google reviews rating increased by 8%
Make.com Automations
Like most agencies, Reputation X works within a network of apps like GravityForms, Google Sheets, Basecamp, Ahrefs, SEMRush, and more. To truly leverage the automation capabilities provided by all of these apps, we used Make.com to connect these apps and to run automations based on triggers across the ecosystem.
Google Sheets + GHL
The client stores information for new leads in Google Sheets. This allows the team to view and modify the data directly, but also to connect other apps and automations to that data outside of High Level. Our Make.com automation linked the client’s Google Sheets database to their GHL dashboard to make sure that both data sources are always up to date.
GravityForms + GHL
Reputation X uses GravityForms to collect new leads from their website. We set up an automation workflows in Make.com that create new GHL contacts when a form is submitted. The same automation sets up new projects in Basecamp and a handful of other apps.
Integrating AI with Make.com + Claude Opus
We’ve found that as of mid 2024, Claude Opus is the most “human-like” AI when it comes to written content. We built a custom AI application in Make.com using the Claude Opus model, which can be deployed by clients across their touchpoints to provide high converting messaging to leads & opportunities. This offers a strategic boon, especially at times when it doesn’t make sense for sales reps to spend their time on new leads that haven’t been prioritized.
The Results
Since implementing their new GoHighLevel agency snapshot, Reputation X has seen significant improvements in efficiency and productivity:
- 35% reduction in time spent on scheduling and admin tasks
- 28% increase in lead volume
- 18% improvement in sales conversion rates
- 25% boost in average client retention
By automating key agency processes and client touchpoints, Reputation X can now scale their services without sacrificing quality. The team has been able to take on more clients while still providing exceptional, personalized experiences.
The white-labeled training resources have been a major hit with clients, who appreciate the added educational value. Reputation X has received stellar feedback on the video tutorials and courses, which have empowered clients to better utilize the GoHighLevel tools and grow their own businesses.
Closing Thoughts
With their customized agency snapshot, Reputation X now has a powerful central hub from which to run all aspects of their agency. GoHighLevel has enabled them to streamline operations, simplify client management, and expand their service offerings.
As they continue to onboard new clients and launch marketing campaigns, Reputation X is well-positioned for sustainable growth. The upfront effort put into developing their snapshot has laid the foundation for long-term success.
In a crowded digital agency landscape, Reputation X has effectively leveraged technology to reduce friction and deliver memorable client experiences. The GoHighLevel platform, with its vast feature set and flexibility, made it possible to design an agency workflow that perfectly fits their needs. The future looks bright for this thriving reputation management firm.