GHL CRM and Workflow Automation
A sample GoHighLevel CRM and automation system built for a martial arts service business, covering lead capture, booking funnels, UTM tracking, reminders, no-show recovery, rescheduling, and post-trial nurture automation.
Maria Cristina Gomez | GHL CRM and Workflow Specialist
Project Overview
GoHighLevel CRM, Booking Funnel, and Workflow Automation System for a Martial Arts Service Business
This project demonstrates a complete GoHighLevel CRM and workflow automation setup for a martial arts school offering multiple services and free trial classes. The system manages leads from first booking to reminders, no-show recovery, rescheduling, trial attendance, and post-trial nurturing.
Project Goals
What the system had to deliver
Funnel Types Created
Three booking funnel builds
Each funnel captures the selected program plus full UTM data, then hands the lead to the right automation.
A booking funnel where prospects can choose from multiple martial arts programs and book a free trial class.
A group calendar setup where leads choose the service first, then select an available date and time. Hidden UTM fields capture the source directly from the landing page.
A dedicated booking funnel for one service, with UTM tracking, contact updates, opportunity creation, confirmation messages, and internal notifications.
CRM Field Setup
Custom fields built for clean reporting
Every field is written by automation so contact records stay consistent across funnels.
| Field | Example values |
|---|---|
| Contact Type | Trial Class Student Special Class Student Regular Student Not Ready |
| Trial Status | Trial Booked No Show Trial Rescheduled Trial Attended Joined Special Class Not Ready |
| Lead Source | Meta Ads Google Ads Email SMS Website Google Business Profile LinkedIn Direct / Unknown |
Pipeline Setup
Opportunity stages from first click to enrolment
- 1
New Lead
- 2
Trial Booked
- 3
No Show
- 4
Trial Rescheduled
- 5
Trial Attended
- 6
Special Class Student
- 7
Enrolled / Regular Student
- 8
Not Ready / Long-Term Nurture
Workflow Automations Created
Nine connected GoHighLevel workflows
Expand any workflow to see its purpose, triggers and step-by-step actions.
Reminder Workflows
Reducing no-shows with timed reminders
- Triggered after appointment booking
- Sends reminder 24 hours before class
- Sends final reminder 2 hours before class
- Includes arrival time, what to wear, and what to bring
- For students who joined the Special Class
- Reminds them about their first actual class
- Includes date, time, location, and arrival instructions
No-Show & Rescheduling Logic
One journey, no duplicate messages
Duplicate prevention was added so students who reschedule do not receive both the rescheduled confirmation and the first-time booking confirmation.
Email & SMS Automation
Every message in the customer journey
Trial booked confirmation
Email + SMS sent right after the booking, with class date, time and location.
Trial class reminder
Email + SMS 24 hours and 2 hours before class with arrival and what-to-bring details.
First-class reminder
Email + SMS for Special Class students ahead of their first real class.
No-show follow-up
Email + SMS with a friendly reschedule link, followed by two later touchpoints.
Rescheduled confirmation
Email + SMS confirming the new date without duplicating the first booking message.
Thank-you after trial
Email + SMS thanking the student and introducing the next step.
Back2School Special nurture
Five-email sequence plus SMS promoting 50% OFF + FREE uniform.
UTM Tracking & Reporting
Know exactly where every booking came from
The funnel uses UTM links and hidden fields to capture where leads came from. The workflow then updates the clean Lead Source field for easier reporting.
Problems Solved
Real issues found and fixed
Rescheduling could create duplicate contact or appointment records.
During rescheduling, the workflow used the existing appointment’s reschedule link or a custom reschedule link field instead of sending the normal public booking link.
No-show students could be marked in two ways.
Used two triggers in one No Show workflow and added an anti-duplicate tag check.
UTM values were lost when moving from landing page to booking page.
Recommended embedding the group calendar directly on the landing page so hidden fields can capture UTM values.
Parents can book multiple children using the same parent email and phone number.
Each child is treated as a separate student/contact record, not a duplicate, so student details, tags, stages, and appointment context always match the right journey.
Opportunity update was skipped in logs.
Reviewed execution logs and corrected opportunity update/create-update configuration.
Skills Demonstrated
Capabilities used in this build
Final Result
A complete, connected automation system
This project demonstrates a complete CRM and workflow automation system for a service-based business. The setup supports lead capture, trial class booking, reminders, no-show recovery, rescheduling, attendance tracking, and post-trial nurturing. It also includes UTM tracking and lead source reporting so the business can understand which marketing channels generate leads and booked appointments.
Need a GHL CRM and Workflow Specialist?
I help service-based businesses build clean CRM systems, booking funnels, workflow automations, email/SMS follow-ups, and lead source tracking inside GoHighLevel.
Work With Maria Cristina