GoHighLevel system

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TYPE OF WORK

Gig

SALARY

150

HOURS PER WEEK

24

DATE UPDATED

Sep 5, 2026

JOB OVERVIEW

GoHighLevel Recruiting Automation Project Brief
Implementation Instructions for Selected GHL Automation Specialist
Project Overview
You have been selected to build First Family Trust's recruiting and interview automation system inside our existing GoHighLevel account. The hiring framework has already been designed. Your responsibility is to translate the approved process into a clean, functional, tested, and documented GoHighLevel system.
Primary objective: A candidate should move from application through screening, assessment, CEO review, paid trial, offer, and final hiring outcome with the CRM controlling pipeline stages, scheduling, communications, reminders, internal tasks, and handoffs.
1. Project Scope
• Work inside our existing GoHighLevel account.
• Do not modify unrelated existing workflows without approval.
• Build the recruiting system using clear workflow names, folders, tags, custom fields, calendars, and pipeline stages.
• Use our approved candidate communications and hiring process.
• Ask for clarification before making a business-rule assumption that could affect candidates or existing systems.
• Test all major paths before the project is considered complete.
2. Dedicated Interview Rooms
Coordinate/configure two dedicated recurring Zoom rooms and connect the appropriate links to the scheduling and communication workflows.
Room Purpose
First Family Trust | Candidate Interview Room Stage 1 recruiter screening
First Family Trust | Candidate Assessment Room Stage 2 skills assessment
• Do not use the CEO's Personal Meeting ID.
• Stage 1 communications must populate the Stage 1 room link.
• Stage 2 communications must populate the Assessment room link.
• Account for rescheduling/cancellation so outdated reminders are not sent.
3. Build the Recruiting Pipeline
Create the pipeline: VA Recruiting Pipeline - 2026.
1. Application Received
2. Application Under Review
3. Interview Approved
4. Stage 1 Scheduled
5. Stage 1 Completed
6. Stage 2 Approved
7. Stage 2 Scheduled
8. CEO Interview
9. Paid Trial
10. Offer Pending
11. Hired
12. Future Consideration
13. Not Selected
4. Candidate Records & Custom Fields
Create standardized candidate fields sufficient to operate and report on the recruiting process.
• Name, email, phone, location/time zone and application date
• Resume/resume link and video introduction link
• Current pipeline stage
• Interview dates/times and assigned interviewer
• Stage 1 score and recommendation
• Stage 2 score and recommendation
• CEO score/decision
• Paid trial score
• Strengths, concerns, red flags and technical/communication notes
• Follow-up required
• Next action and next-action due date
• Final decision
Use controlled dropdowns where appropriate for recommendations, decisions, interviewer assignment, and other standardized values.
5. Interview Scheduling
• Create/configure separate Stage 1 and Stage 2 interview calendars.
• Prevent double booking.
• Capture and correctly display candidate time zone.
• Assign the correct interviewer.
• Insert the correct Zoom room link.
• Move/update the opportunity when the appointment is booked.
• Create internal interviewer notification/task.
• Handle reschedules, cancellations, and appointment-status changes correctly.
6. Candidate Communication Automations
Trigger / Status Required Action
Interview Approved Send approved interview acceptance email.
Stage 1 booked Immediate confirmation with date, time, time zone, Zoom link, duration, and preparation instructions.
24 hours before Stage 1 Reminder.
2 hours before Stage 1 Reminder.
15 minutes before Stage 1 Reminder.
Stage 2 Approved Send advancement / Stage 2 scheduling communication.
Stage 2 booked Send assessment confirmation and correct Assessment Room link.
Stage 2 upcoming Send configured reminders.
Future Consideration Stop active interview sequence; send approved communication when applicable.
Not Selected Send approved rejection communication and stop interview reminders.
Offer Pending Trigger internal offer task and approved candidate communication.
Hired Stop recruiting workflows and hand off to onboarding.
7. Internal Team Automations
• Interview Approved -> scheduling task for Data Manager / Recruiting Coordinator.
• Stage 1 Scheduled -> notify HR interviewer and create interview-prep task.
• Stage 1 Completed -> create scorecard-completion task if score/recommendation is missing.
• Stage 2 Approved -> scheduling task.
• Stage 2 Scheduled -> notify Operations Manager and create assessment-prep task.
• CEO Interview -> notify CEO/assistant with candidate details, prior scores/notes, and meeting information.
• Paid Trial -> create trial setup tasks.
• Offer Pending -> create offer preparation/follow-up tasks.
• Not Selected or Future Consideration -> close obsolete tasks and stop active interview reminders.
8. Decision & Pipeline Logic
The system must support these outcomes without incorrect communications:
• Advance
• Hold
• Decline
• Reschedule
• Cancel
• No-show
• Future Consideration
• Paid Trial
• Offer Pending
• Hired
Example: once a candidate is declined, canceled, or moved out of an active interview stage, they must not continue receiving interview reminders.
9. Stage Handoffs
Stage 1 Handoff
• Provide interviewer access to candidate record, resume/link, interview time, Zoom link, and score fields.
• Allow interviewer to record score, notes, and Advance / Hold / Decline recommendation.
• Advance triggers Stage 2 process; Hold does not a ---------- trigger advancement or rejection; Decline triggers Not Selected process.
Stage 2 Handoff
• Operations Manager receives candidate details and assessment information.
• Candidate receives correct assessment scheduling information and Zoom link.
• Store Stage 2 score/recommendation and move passing candidates to CEO Interview.
CEO / Paid Trial Handoff
• CEO receives finalist information, prior scores, strengths/concerns, and interview details.
• CEO approval moves candidate to Paid Trial.
• Paid Trial completion captures trial score/final decision.
• Approved candidate moves to Offer Pending and then Hired.
• Hired candidates leave recruiting workflows and enter onboarding handoff.
10. Recruiting Dashboard
Build a simple management view/dashboard showing at minimum:
• Total applications
• Under review
• Interview approved
• Stage 1 scheduled/completed/passed
• Stage 2 candidates
• CEO finalists
• Paid trials
• Hired
• Upcoming interviews
• Overdue follow-ups / next actions
Leadership should be able to understand the recruiting funnel without opening each individual candidate record.
11. QA & Testing Requirements
Before delivery, run test candidates through the system.
Test Path Required
Application -> Interview -> Stage 2 -> CEO -> Paid Trial -> Offer -> Hired Yes
Application -> Interview -> Not Selected Yes
Hold Yes
Reschedule Yes
Cancellation Yes
No-show Yes
Future Consideration Yes
• Verify merge fields: name, date, time, time zone, Zoom link, interviewer, duration.
• Verify duplicate-message prevention.
• Verify reminders stop when no longer applicable.
• Verify pipeline movements.
• Verify internal notifications and tasks.
• Verify appointment/reschedule/cancellation logic.
• Verify no existing unrelated GHL automation is disrupted.
12. Documentation & Handoff
At project completion, provide a basic handoff explaining:
• Pipeline and stages created
• Custom fields created
• Calendars configured
• Workflows created
• Workflow triggers and stop conditions
• Tags or naming conventions used
• How Stage 1 and Stage 2 scheduling works
• How candidate decisions trigger next steps
• How to edit candidate email/reminder templates
• How to troubleshoot the most likely workflow issues
All workflows should be named and organized clearly enough that another GHL administrator can maintain the system later.
13. Definition of Done
The project is complete when a test candidate can move through the full First Family Trust recruiting process with correct pipeline stages, scheduling, Zoom links, candidate communications, reminders, internal tasks, score/decision capture, reporting, and final hiring outcome without the team manually rebuilding the process for each candidate.
Operating standard: Nobody gets lost in the pipeline, every next action is clear, and automation reduces administrative work without sacrificing accuracy.
14. Completion Checklist
☐ Recruiting pipeline created
☐ Candidate custom fields created
☐ Stage 1 calendar configured
☐ Stage 2 calendar configured
☐ Zoom links connected
☐ Acceptance workflow built
☐ Stage 1 confirmation/reminders built
☐ Stage 2 advancement/confirmation/reminders built
☐ Internal notifications/tasks built
☐ Scorecard follow-up logic built
☐ CEO handoff built
☐ Paid Trial / Offer Pending handoff built
☐ Not Selected / Future Consideration logic built
☐ Hired / onboarding handoff built
☐ Dashboard/reporting view built
☐ All required test paths passed
☐ System documented and handed off

SKILL REQUIREMENT
Marketing Automation Workflow GoHighLevel
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