Automations & Workflows

This video brings together all the components covered in the previous training videos by walking through the Automations section of the GoHighLevel instance. It demonstrates how a lead flows through the entire system — from filling out a landing page form, to being automatically tagged and added to the pipeline, to being managed through to treatment.

The key concepts covered:

1 .Automations are organized by patient journey — Advanced Care Workflows, General Dentistry Workflows, and Specialty Workflows.

2. Every workflow has a trigger and a set of actions — The trigger fires the workflow; the actions execute automatically afterward.

3. A live walkthrough of the Dental Implant Lead workflow shows exactly how a new lead is captured, tagged, notified, contacted, moved through the pipeline, and assigned a revenue value for forecasting.

The end result is a complete, automated lead-to-treatment system: marketing assets generate leads → automations capture and route them → pipelines track them all the way through treatment and revenue forecasting.

Overview

Automations are the engine that connects your marketing assets (funnels, forms, surveys) to your pipelines (where leads are managed). Without automations, leads would have to be entered manually and tracked by hand — automations make the entire process instant and hands-free.

Like the rest of the snapshot, automations are organized by patient journey:

Advanced Care Workflows ➡ Implants, sedation, smile makeovers

General Dentistry Workflows ➡ Cleanings, new patient specials, ortho

Specialty Workflows ➡ B2B referral partner workflows

This SOP outlines exactly what happens when a new lead submits a form on a landing page.

Patient-Facing Flow

1. Patient visits the landing page (e.g., Dental Implant Landing Page).

2. Patient completes the survey, answering qualification questions:

a. Number of missing teeth

b. How long the issue has persisted

c. Lifestyle impact (avoiding foods, pain, etc.)

d. Prior consultation history

e. Desired timeline

f. Financing interest, credit, income

g. Contact information and preferred call time

3. Patient is redirected to the Thank You Page.

Backend Flow (Automatic, Behind the Scenes)

1. Contact is created in GHL with all submitted info (name, phone, email).

2. Contact is tagged with the appropriate offer ("Dental Implant Lead").

3. Opportunity is created in the matching pipeline (Advanced Care).

4. Practice receives a notification email alerting them to the new lead.

5. Lead receives a text message confirming submission and setting expectations.

Once an automation places a lead into the pipeline, it's the team's job to move them through each stage.

Steps

1. Open Opportunities → Advanced Care Pipeline (or relevant journey).

2. Locate the new lead in the Lead column.

3. Reach out to the patient and, once contact is made, drag them to Contacted.

4. After they're qualified, move to Qualified.

5. Once an appointment is scheduled, move to Booked.

6. After the patient attends, move to Showed.

7. After treatment is completed, move to Treated.

Adding Notes to a Lead

1. Click into the lead's opportunity card.

2. Add notes about the conversation (e.g., "He was super cool — wants to schedule follow-up").

3. Click Save.

4. Notes are stored within the contact record for the team's future reference.

Communication From the Card

1. Text the patient directly from the card

2. View contact details

3. Access full conversation history

One of the most strategically valuable features of the pipelines is the ability to attach a dollar value to each opportunity for accurate revenue forecasting.

Steps

1. Open the lead's opportunity card.

2. Enter the value of the committed treatment (e.g., $25,000 for a full-arch case).

3. Save.

4. The pipeline now displays: T

a. Total value of leads in each stage

b. Total potential revenue across the entire pipeline

c. Forecasting visibility for the practice's leadership team

Why This Matters

1. Provides clear revenue forecasting at any moment

2. Helps the practice prioritize follow-up on high-value cases

3. Allows leadership to identify pipeline bottlenecks (e.g., high-value leads stuck in "Booked" but not "Showed")