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How to Use a Single Workflow for All Courses and Lead Magnets in HighLevel

Doug

Tech Stack Integrator

Managing multiple automations for course enrollments, lead magnets, and product purchases can become overwhelming. Instead of creating a separate automation for each course or product, why not use a single workflow to handle everything?

In this tutorial, I’ll walk you through how to build a single, scalable workflow in HighLevel that processes purchases and opt-ins from multiple sources, including Thrive Apprentice, SureCart, and Circle, while keeping things efficient and organized.

Why Use a Single Workflow?

Most businesses using HighLevel for course or membership sales tend to create individual automations for each product, lead magnet, or course. While this works, it quickly becomes difficult to manage as your offerings grow. And if you make a change in your desired setup, you’ll have to make that to a dozen or more automations instead of making it on one place.

A single workflow streamlines everything by:

  • Consolidating all product enrollments into one automation.
  • Allowing repeat customers to re-enter the automation when they purchase additional products.
  • Scaling easily as new courses, products, or lead magnets are added.

Video Tutorial of the Whole Process

If you’d like a video version of this tutorial, check out my video below. Otherwise, continue on and the rest of this article will walk you through step-by-step for setting this up with different tools.

Step 1: Setting Up a Global Inbound Webhook

We’ll begin by creating a HighLevel workflow that listens for incoming data from different platforms.

  1. Go to Workflows in HighLevel and create a new workflow.
  2. Add a Trigger → Select Inbound Webhook.
  3. Copy the Webhook URL → This will be used in Thrive Apprentice, SureCart, and Circle to send purchase data to HighLevel.

This single webhook will receive data about:

  • The user’s email.
  • Their name.
  • What product or course they purchased.

Step 2: Sending Data from Different Platforms

Method 1: Thrive Apprentice (Using Thrive Automator)

If you’re using Thrive Apprentice for course delivery, follow these steps:

  1. Open Thrive Automator and create a new automation.
  2. Set the Trigger → Choose When a user receives access to a product.
  3. Send a Webhook:
    • URL: Paste the HighLevel webhook URL.
    • Request Format: Set to JSON.
    • Fields to Send:
      • Email: Registered user’s email.
      • First Name: Registered user’s first name.
      • Course Name: Thrive Apprentice product title.
  4. Send a Test Request → This ensures the data is formatted correctly.

Method 2: SureCart (Using SureTriggers)

For those selling products with SureCart, we’ll use SureTriggers to send purchase data.

  1. Go to SureTriggers and create a new workflow.
  2. Select a Trigger → Choose When a purchase is created in SureCart.
  3. Set API Action:
    • Choose POST.
    • URL: Paste the HighLevel webhook.
    • Send the following parameters:
      • Email: Customer email.
      • First Name: Customer first name.
      • Course/Product ID: SureCart Product ID.
  4. Filter Out Non-Course Purchases:
    • Add a condition: “Only proceed if the Product ID matches a course product.”
    • This prevents non-course purchases (e.g., PDFs, templates) from triggering course enrollment.
  5. Send a Test Request to confirm the data is correctly structured.

Method 3: Circle (Using Zapier)

Circle lacks a direct integration with HighLevel, and has no native webhook capabilities, but Zapier can fill the gap since it has access to Circle’s paywall API.

  1. Create a Zap in Zapier.
  2. Set a Trigger → Choose New Member Charge in Circle.
  3. Add a Filter:
    • Only continue if the Product Display Name matches a specific course or membership.
  4. Send a Webhook to HighLevel:
    • URL: Paste the HighLevel webhook.
    • Fields to Send:
      • Email: Purchaser’s email.
      • First Name: Purchaser’s first name.
      • Product Name: Circle membership or course name.

Step 3: Processing the Data in HighLevel

Once the data reaches HighLevel, we need to handle it properly.

1. Create/Update the Contact

  • Use Create or Update Contact action.
  • Map email and first name from the webhook data.

2. Identify What the User Purchased

  • Add an If/Else Branch based on the course or product name.
  • Example:
    • If Course Name = HighLevel Masterclass, apply a tag and send an email.
    • If Course Name = HighLevel Funnels, apply a different tag and send a separate email.

This method allows different automations to trigger based on what was purchased without creating separate workflows.

Step 4: Automating Email Sequences & Onboarding

Once the course or product is identified, we can add follow-up automations:

  1. Send a Welcome Email:
    • Use a pre-built email template.
    • Include login instructions and next steps.
  2. Add Wait Conditions:
    • Example: Wait 3 days → Send a follow-up email checking on their progress.
  3. Move Them into an Additional Workflow:
    • If you have long-term onboarding, send them to another workflow designed for ongoing engagement.

Expanding This Workflow to Lead Magnets

This same single workflow can also process lead magnet signups.

How It Works:

  • Set up another trigger for opt-ins.
  • Use the same webhook approach to send lead magnet data.
  • Add an If/Else condition to tag users based on which lead magnet they downloaded.
  • Send them a delivery email and enroll them in follow-up sequences.

By structuring the workflow this way, you eliminate the need for multiple workflows while ensuring all leads and customers are properly handled.

Why This Approach is Better

✅ Scalable → No need to create a new workflow for each course, product, or lead magnet.
✅ Saves Time → Once set up, adding new products only requires adding a new branch.
✅ Prevents Redundant Opt-Ins → Users re-enter the workflow only when they make a new purchase.
✅ Automates Onboarding → Seamlessly tags, emails, and enrolls users without manual work.

Final Thoughts

Using a single workflow for all courses, lead magnets, and memberships in HighLevel is a game-changer for automation efficiency. It simplifies lead and customer management while maintaining flexibility across platforms.

If you’re looking for help setting up your HighLevel automations, check out Convology+, where I provide in-depth courses and community support for building scalable systems like this. 🚀