Job Description

The objective of this project is to clean up and establish a structured GoHighLevel (GHL) ecosystem for Client Success Managers (CSMs) to ensure efficient client tracking, communication, and workflow management.

This setup should integrate smoothly with the existing Sales GoHighLevel sub-account, and a strategic decision is needed on whether to:

Incorporate CSMs into the existing Sales sub-account with dedicated pipelines and automations. Create a separate CSM sub-account while ensuring seamless lead and client movement between both.
Additionally, this project involves migrating client data from HubSpot to GoHighLevel, porting phone numbers from Aircall to GHL, and setting up a fully functional communication system (calls, SMS, and emails).

Key Deliverables:1. Ecosystem Setup & Structural Decision:

Assess and recommend

the best approach:

Option 1:

Keep CSMs within the existing Sales sub-account, creating a dedicated pipeline for them.

Option 2:

Set up a

separate CSM sub-account

and create a workflow to sync lead movement between both sub-accounts. Implement the chosen structure, ensuring workflows are optimized for client handover from Sales to CSMs. Set up user roles and permissions for CSMs based on the agreed structure.

2. Data Migration from HubSpot to GoHighLevel:

Transfer all client-related data from HubSpot, ensuring accurate mapping into GHL. If feasible, migrate email history to maintain communication logs. Ensure data integrity by cleaning up and deduplicating any records before import. Validate that all relevant fields, tags, and properties align properly with GoHighLevel.

3. Custom Field & Data Cleanup:

Audit and clean up existing custom fields in GoHighLevel, removing unnecessary or redundant fields. Standardize data input formats for consistency. Organize data within GHL in a way that improves usability for CSMs.

4. Phone System & SMS Setup (Porting from Aircall to GHL):

Port existing phone numbers from Aircall to GoHighLevel, ensuring a seamless transition. Set up a fully functional phone and SMS system inside GHL, allowing CSMs to make and receive calls and texts within the platform. Configure call tracking, voicemail, call routing, and SMS automation to enhance client communication. Ensure team access and permissions are correctly configured for CSMs. Test the phone and SMS setup to verify full functionality.

5. Automations & Integrations:

Set up automations to ensure smooth client handovers between Sales and CSM teams. Configure automations for pipeline transitions, follow-ups, and reporting. Integrate third-party tools (if required) to ensure a seamless workflow between systems. Ensure that HubSpot integrations (if still needed for any functions) are properly connected with GHL. Automate email, SMS, and call reminders for follow-ups and client communication.

6. Email & Communication System Setup:

Ensure that email sending and tracking is properly configured in GHL. Migrate email templates, sequences, and automation from HubSpot to GHL. Verify deliverability settings (SPF, DKIM, and DMARC) for improved email performance. Organize CSM email templates for follow-ups, onboarding, and client retention.

7. Testing & Validation:

Perform thorough testing to ensure data accuracy, pipeline movement, automations, email syncing, and phone/SMS functionality. Validate permissions and visibility settings for CSMs. Conduct a review session to confirm that everything is properly structured.

8. Documentation & Training:

Provide a summary document detailing the new workflow setup, automations, and integrations. Conduct a brief training or recorded walkthrough for Operations and CSMs to navigate and utilize the new system efficiently.

Success Metrics:

? Clear decision on whether to keep CSMs in the Sales sub-account or create a separate sub-account with seamless integration. ? Complete migration of HubSpot data, including contacts, deal stages, notes, and (if possible) email history, without data loss. ? Clean and structured custom fields with minimal redundancy. ? Seamless phone system migration from Aircall to GoHighLevel, ensuring no disruption in communication. ? Automated processes that effectively transition clients from Sales to CSMs with minimal manual intervention. ? System tested, validated, and ready for CSMs to use with proper documentation and training.

Project Timeline:

(Timeline to be determined based on scope complexity and workload.)

Phase 1:

Structural Assessment & Recommendations - Week 1

Phase 2:

Data Cleanup & HubSpot Migration - Week 2

Phase 3:

Phone Number Porting & Communication Setup - Week 3

Phase 4:

Automations, Integrations & Testing - Week 4

Phase 5:

Training & Documentation - Week 5

Job Type: Part-time

Pay: R500,00 - R800,00 per hour

Work Location: Remote