In this tutorial, we’re taking a deep dive into how to use conditional logic inside of HighLevel to better manage your leads and segment them automatically based on their responses. This method not only organizes leads more effectively but also allows you to automate follow-up actions like tagging, sending customized emails, and assigning internal notifications — all within a single, streamlined workflow.
If you’ve been following my HighLevel tutorials, we’ve already covered lead intake automations where a form submission triggers the creation of an opportunity, sends an auto-response, and notifies your team internally.
In this tutorial, we’re taking it a step further by adding conditional logic to that automation. This will help you segment users based on what they selected in your form and personalize their onboarding experience accordingly.
I’m including a video walkthrough showing this entire tutorial step-by-step that you may find helpful to follow along.
Using Conditionals in HighLevel to Segment Leads
Instead of just adding a tag that identifies someone as a general lead, you can use a conditional “If/Else” statement to sort leads based on the specific service or product they expressed interest in on your form. This approach allows you to create different paths for different user segments in a single automation, reducing the need for separate workflows.
Here’s how it works:
Step 1: Set Up Your Conditional Logic
We’ll be building on the basic automation where a form submission triggers the creation of an opportunity. The next step is to add a condition that checks the service they selected from the form. You’ll be using the If/Else action in a HighLevel workflow automation, which creates a decision fork in the automation path.
For example:
- You can name this condition something like, “What service are they interested in?” This makes it easier to identify when reviewing the workflow.
- From here, select the custom field where users selected their service, like “SEO” or “Website Development.”
HighLevel allows you to create multiple branches in this condition. So, based on their selection (e.g., SEO, Website Development, Custom JavaScript Development), you’ll be able to set up different actions, such as adding specific tags or sending custom emails.
Step 2: Adding Tags Based on Service
Once the conditional logic is in place, the next step is to segment leads by adding appropriate tags based on their selection. For example:
- If a user selects “SEO” as their service of interest, you can automatically tag them as “SEO Lead.”
This tagging allows you to track and manage your leads more effectively in the long term. By segmenting them at this stage, you can customize future communications and actions based on their interests.
Step 3: Customizing Responses and Internal Notifications
Now that your leads are segmented, the next step is to personalize the follow-up communications and internal notifications based on the service they selected.
For example:
- Custom Auto-Responses: Instead of sending a generic confirmation email, customize the auto-response for each service. If someone selects SEO, they could receive a follow-up email with relevant case studies or additional information about your SEO services.
- Internal Notifications: You can also assign different internal notifications depending on the service. For instance, if someone selects “Website Development,” the notification can go directly to the development team, while a “SEO” selection may notify your SEO lead. This can be particularly useful for businesses with multiple departments or teams handling different services.
Step 4: Handling Complex Forms with Multiple Services
Some businesses may have forms that allow for multiple services, requiring more complex conditions. HighLevel’s If/Else conditions allow for up to 9 or 10 branches, so if you have a form with 20 service options, for example, you can build a second conditional to cover all of your services.
If a user selects multiple services on your form, you can create a new condition to manage that. This way, even if the user’s selection doesn’t fit neatly into a single branch, the automation can still assign the correct tags and follow-up actions without any manual input.
Step 5: Leveraging Conditionals for Post-Consultation Follow-Up
Once leads move further along the pipeline, such as after booking a consultation, you can use conditionals to further automate their journey.
For example, if a lead has already booked a consultation for SEO services, you can send them a customized email related to their upcoming meeting. You could also assign calendar appointments or internal notifications to specific team members, ensuring a smooth and personalized follow-up process.
Why Conditional Segmentation Matters
Adding conditional logic into your lead automation workflow gives you the power to create a truly personalized experience for your leads. Instead of treating every lead the same, you can segment them right from the start based on what they actually care about.
For instance:
- Personalized Follow-Ups: Tailoring your communications to a specific service increases engagement and trust.
- Improved Efficiency: Internal notifications go to the right team members, minimizing delays and manual handoffs.
- Scalability: As your business grows, automations with conditional logic allow you to handle large volumes of leads without losing the personal touch.
Final Thoughts on Using Conditionals in HighLevel
Incorporating conditionals into your lead management process can transform the way you handle leads and follow-ups. By segmenting leads based on their responses and automating their journey through personalized emails, internal notifications, and tag management, you can ensure that every lead is handled efficiently and effectively.
This process not only makes life easier for your team but also improves the customer experience. It’s a win-win for everyone involved — your clients receive targeted and relevant communications, and your team gets better organized, saving time and reducing errors.
If you haven’t yet started using conditionals in HighLevel, now is the time. With just a few tweaks to your existing workflows, you’ll see how much easier and more effective your lead management can become.