Systems & InfrastructureAutomationsCRM Architecture
An automated appointment setter system built inside GoHighLevel
Eight workflows, not one. They put people into the setter's queue on their own, and the setter presses start and works it: no list to build, no numbers to type, no reading back through a thread before ringing. Every call ends with one tap, and the business gets the outcome without asking anyone for it.
Read the workflow as text
- 1In-app ping to the setter (contact owner): new leadNew lead: {{contact.name}}
- 2System note: New Lead, Day 1 of 7New Lead, Day 1 of 7
- 3Call, day 1Call task for the contact owner
- 4Wait: 1 day1 day
- 5System note: New Lead, Day 2 of 7New Lead, Day 2 of 7
- 6Call, day 2Call task for the contact owner
- 7Wait: 1 day1 day
- 8System note: New Lead, Day 3 of 7New Lead, Day 3 of 7
- 9Call, day 3Call task for the contact owner
- 10Wait: 1 day1 day
- 11System note: New Lead, Day 4 of 7New Lead, Day 4 of 7
- 12Call, day 4Call task for the contact owner
- 13Wait: 1 day1 day
- 14System note: New Lead, Day 5 of 7New Lead, Day 5 of 7
- 15Call, day 5Call task for the contact owner
- 16Wait: 1 day1 day
- 17System note: New Lead, Day 6 of 7New Lead, Day 6 of 7
- 18Call, day 6Call task for the contact owner
- 19Wait: 1 day1 day
- 20System note: New Lead, Day 7 of 7New Lead, Day 7 of 7
- 21Call, day 7, the last of the cadence. Exits from here on are 32 the router's jobCall task for the contact owner
The problem
Most calling setups fail in the ten minutes before the call, not on the call. Somebody has to decide who to ring today, find them, read back through the thread, then dial. Do that thirty times a day and half the day is gone, the list is built on whoever was easiest to find, and the calls that matter most are the ones nobody got to.
What shipped
- Setters never build a list, choose who to call, or type a number
- Every task arrives with the notification that raised it, so nobody dials blind
- One tap at hang up clears the right cadences, books the callback and reports the outcome
What happens
A lead arrives and 01 assigns an owner by round robin, then hands them to 01.5. That is seven call tasks, one a day, inside the working day, on that owner's list. The AI is texting them in parallel the whole time, and a booking by either side ends both.
Four more workflows feed the same queue. A reply moves them onto the engaged cadence. A booking that stalled after real times were shown raises a priority call. A cancellation and a no show each raise one for the same day. Nobody assembles any of this: the queue is whatever the rails have already put in it.
The setter opens Manual Actions, presses start, and works down it. Every task carries the notification that raised it, so they know who this is and what happened before they dial.
At hang up, one tap. Seven outcomes, six of them routed by 32, and each clears the cadences that no longer apply. A promised callback books itself on the day it was named. Not interested runs 17, which pulls them out of every chase in the account at once.
The workflows behind it
The rail is eight workflows, not one. Open any row and you are looking at the real thing.
Want one built for you?
Get on a call with me and let's talk it through.