HighLevel: How to Build a Lead Management Pipeline

In this tutorial, we’ll walk through the process of setting up an automated lead management pipeline in HighLevel. If you’re using HighLevel and want to manage your leads more effectively, this guide will help you automate the intake and follow-up processes, allowing for a streamlined approach to lead management. This method is especially useful for small businesses that deal with leads across different services or product lines.

This tutorial includes a video version to walk you through the entire process step by step.

Building the Lead Intake Form

To kick things off, you’ll need a form on your website to capture lead information.

  1. Go to Forms: In HighLevel, navigate to the Sites tab and click on Forms.
  2. Create a New Form: Give the form a name, such as “Main Contact Form” or “Lead Form.” This form can serve multiple purposes, whether it’s embedded on your website’s contact page or landing page.
  3. Customize the Form: Add essential fields such as name, email, and a dropdown to select the service of interest. Don’t forget to include a text area for additional information like “How can we help you?”.
  4. Two-Column Layout: If desired, you can adjust the form layout into two columns for a more compact appearance.
  5. Save and Integrate: Once the form is ready, click on the Integrate tab to embed it on your website. You can easily add it to a WordPress site using the provided embed code.

Setting Up Your Opportunity Pipeline

Next, you’ll need to create a pipeline for managing leads as they move through your process.

  1. Create a Pipeline: In HighLevel, go to the Opportunities section and create a new pipeline. Name it something simple like “Leads.”
  2. Define Pipeline Stages: These are the stages that I use for most of my clients in businesses that deal in consultations or appointments. You can adapt these for your business.
    • New Lead: This is the initial stage where every lead starts.
    • Contacted: Mark leads as contacted after the initial outreach.
    • Follow-Up: Leads that didn’t convert immediately but need further attention.
    • Consultation: Leads that scheduled a consultation or meeting.
    • Service Scheduled: Leads that have booked a service.
    • Service Complete: Leads that have completed their service.
    • Request Review: After completing the service, automatically send a review request.

Each stage represents a step in your sales process, and you can adjust them depending on your specific needs.

Automating the Workflow

Now that your form and pipeline are set up, it’s time to automate the lead management process.

  1. Create a New Workflow: In the Automation section, create a new workflow to handle lead intake.
  2. Set Up the Trigger: Choose Form Submitted as the trigger. This ensures that whenever someone submits the lead form, they are added to your pipeline.
  3. Create or Update Opportunity: Once the form is submitted, add the lead to the pipeline under the “New Lead” stage. Use dynamic tags for the lead’s name and selected service in the opportunity name.
  4. Automatic Responses: Send an auto-response email to acknowledge the lead submission. You can customize the message or use a pre-made template.

Following Up with Leads

After the initial intake, the real power of automation lies in follow-ups.

  1. Move Leads to the Contacted Stage: When a lead is contacted but hasn’t yet responded, move them to the “Contacted” stage in the pipeline.
  2. Wait Condition: Set a waiting period of 24 hours to give the lead time to respond. This timeframe can be adjusted based on your needs.
  3. Internal Notification: If no response is received after 24 hours, send an internal email or SMS notification to remind your team to follow up with the lead.
  4. Send Follow-Up Email: Automate a follow-up email to the lead to keep your business top-of-mind.

Moving Leads Through the Pipeline

Leads will naturally move through the pipeline as they progress through the sales process. Here’s how to automate their journey:

  1. Booked Consultation Stage: When a lead books a consultation, move them to the appropriate stage in the pipeline. Set up an automation to send them important details, like what to expect during the consultation.
  2. Service Scheduled and Completed: When a lead schedules and completes a service, automate emails that confirm the service, and upon completion, send a review request to gather feedback.

Customizing the Automation for Your Business

HighLevel allows for extensive customization. Depending on the needs of your business, you can tailor each stage and trigger in the pipeline to create the perfect system for managing leads. Whether you’re running an agency, a small business, or a service-oriented company, automating these processes will save you time and ensure no lead falls through the cracks.

Conclusion

By setting up an automated lead management pipeline in HighLevel, you can streamline your lead intake process, automate follow-ups, and ensure your leads are moved through the sales pipeline efficiently. This not only enhances your productivity but also improves your ability to respond to and manage leads effectively.

If you need further customization or have questions about specific automation setups, feel free to reach out or explore additional HighLevel features to take your lead management to the next level.