GoHighLevel workflows: a beginners guide

In short

A workflow in GoHighLevel is an automation. It runs when a trigger fires (like a form submission), then does things in order: send a text, wait an hour, send an email, check a condition, take a different action based on the answer. Once you build it, it runs without you. This guide explains every piece with real examples.

The anatomy of a workflow

Every workflow has three parts: a trigger, a series of actions, and (optionally) conditions that branch the path.

Trigger: the event that starts the workflow. Examples: form submitted, appointment booked, tag added, appointment missed, date arrived.

Actions: what the workflow does. Examples: send SMS, send email, add tag, move to pipeline stage, assign to user, create task, call webhook.

Conditions: if/else branches. If the contact booked a call, go down path A. If not, go down path B.

Your first workflow: the new lead follow-up

Here is the most common starting workflow. A new lead fills out your form. GoHighLevel sends them a welcome text immediately. Waits 1 hour. Sends a follow-up email. Waits 1 day. If they have not booked a call, sends another text asking if they have questions.

Build this: Trigger = "Form submitted". Action = "Send SMS" (welcome message). Wait step = 1 hour. Action = "Send Email" (follow-up with more info). Wait step = 1 day. Condition = "Calendar appointment booked is false". If true (no booking): Action = "Send SMS" (gentle follow-up).

Wait steps and time windows

Wait steps tell the workflow to pause before the next action. You can wait a fixed time (2 hours, 3 days), wait until a specific time of day (only send between 9am and 7pm), or wait until a contact takes an action (opens an email, books a call).

Time windows are important. You do not want your workflow texting someone at 3am. Set a "run between" window on your send actions or use a wait step that pauses until business hours.

Common workflow types

New lead welcome sequence: send a series of messages over the first 3 to 7 days to warm up and qualify a new lead.

Appointment confirmation and reminder: send an immediate confirmation when a booking is made, then a reminder 24 hours before and another 1 hour before.

No-show recovery: when an appointment is missed, send a text offering to reschedule, wait 2 hours, send again, wait 1 day, final attempt.

Review request: after a job or appointment is marked complete, send a review request linking directly to your Google review page.

Frequently asked questions