CyberAutomations

Your back office, reviewed

Prepared for Reinvented Consulting after our call on September 26, 2026. It covers what you asked for, what we found in your GoHighLevel account, and how we plan to fix it. Nothing in your live account was changed.

We now know where this is going: a setup you own, built next to GoHighLevel while your current account keeps running. This page shows what that looks like and what we still need from you.

What you asked for

Your words from the call, and what each one means for the build.

Know who actually showed up

Sort every webinar registrant into a pool: no-show, left early, stayed but didn't buy, bought. Use those pools for follow-up ads and lookalike audiences.

Follow up automatically

Each pool gets its own texts and emails after the webinar, like a replay for no-shows and an offer reminder a few days later for people who stayed.

Stop checking it yourself

You said you spend 3-4 hours a day making sure things work. We run a daily automated check with test sends and send you a short report.

Offer it to your inner circle

Once it runs well for you, package the same setup for 3-4 other coaches, each on their own tools and accounts.

Keep what works

ClickFunnels stays. The 864 number and its voice message stay too. They move off GoHighLevel, but they don't change.

What we found

From a read-only backup of your GoHighLevel account and your Skool community, taken September 26.

What we backed up	Count	Notes
Contacts	11,818	10,447 are tagged as webinar registrants
Workflows (automations)	96	61 live, 35 drafts, in 29 folders
Funnels and websites in GoHighLevel	23	9 of them are webinar or masterclass pages
Forms and surveys	28	24 forms, 4 surveys
Tags	132	Many are the same idea spelled different ways
Media files	116	Includes 4 webinar recordings
Skool courses	17	Videos, lessons and resources
Skool community posts	1,072	Plus 450 active members and the event calendar

Attendance isn't being measured. Today a person is tagged as an attendee when they click the Zoom link in a text or email. A click isn't attendance, and it says nothing about how long they stayed. That's why the pools you want can't be built from the current data.Fix: pull the real join and leave times from Zoom after every webinar.
Your live reminder texts use old content. The live webinar reminder sequence came from a 2024 template. It still signs texts with another company's name and uses a 2023 event date, and several of its emails are blank. The two settings it reads the webinar date and Zoom link from are empty, so its reminders go out without either.
Every webinar gets a hand-copied set of automations. Each date has its own copied workflows and its own tag spelling, for example "registered for webinaar", "webinar 5 feb 26" and "registered for webinar 13 aug 26". That makes it hard to see anyone's history across webinars.Fix: one reusable set driven by the webinar date, and one consistent set of tags.
30 emails would send blank, and 30 steps point at things that no longer exist. Most came in with old templates. Nine workflows still use an older business's name, sender address or links.
Most tags are unused. Only 36 of the 132 tags are on any contact, so most of the per-date tags can simply be deleted.
Several workflows are duplicated. "Purchase Upsell", "Purchase Downsell", "Follow Up Sequence No Purchase" and "Bride To Webinar Reinvite" each exist twice and both copies are live.
The 864 voice message isn't stored in GoHighLevel. Calls to the 864 number are answered by an AI voice agent. We found no voicemail greeting, no recording and no phone menu in the account. We need to find where the verse plays today before we move the number.
The number itself is in good shape. It's approved for business texting (what the carriers call A2P), so it can be moved to your own phone account without losing texting.
Mentorship payments work. 23 payments have come through GoHighLevel. Skool's $99 purchases happen on Skool, so we'll need a way for Skool to tell us who bought.

How the webinar pools will work

After each webinar we pull every registrant's join and leave times from Zoom and put them in a pool. Move the controls to see how the "left early" rule changes who lands where. The attendees below are examples, not your data.

Webinar length 120 min

Pitch starts at minute 75

"Left early" means

Each pool gets its own follow-up and its own ad audience. Buyers are removed from every sales sequence the moment a purchase comes in. Texts only go to people who agreed to receive them, and STOP replies are honored.

The plan

In order. GoHighLevel is not edited at any point. It keeps running as is until the new system has taken over and you say so.

Step 1Done
Full read-only backup of GoHighLevel and Skool, and a plain-English write-up of every automation and message.
Step 2Done
We picked the tools and wrote the build plan: a contact list, an automation engine, and email and texting, all on accounts in your name (see "The new setup" below). Your 61 live automations become about 12 reusable ones. Your answers below fill in the last details.
Step 3In progress
Build the new system beside the old one, on test data first: contacts, one reusable webinar automation set, real attendance from Zoom, and the four pools. At the same time we register your business for texting on the new phone account. That approval takes one to three weeks, and the number can't move until it's done.
Step 4
Follow-up messages for each pool, the pools sent to Facebook and Instagram as ad audiences, and attendance and purchases reported back to Meta so your ads learn from real results. Meta limits lookalike audiences for credit ads, so we'll check what your ad account allows first.
Step 5
Bring over your contacts, including who agreed to texts, run both systems side by side with test sends, and start the daily check and report.
Step 6
Move the 864 number and its voice message over without losing texting or going dark, then switch. GoHighLevel is turned off only after everything runs on the new system, and only when you say so.
Step 7
Package the whole setup so it can be installed for your inner circle on their own accounts.

Where we stopped tonight

Everything below was built on test data only. Nothing is switched on, nothing was sent, and GoHighLevel was not touched.

The setup itself is written. The contact list, email, texting, forms, reports and daily check are all set up as files, ready to switch on for a first test.
Your contact list is mapped. Every GoHighLevel column has a place in the new contact list. We tested the move on 500 made-up contacts. Credit monitoring logins and SSN digits are never carried over.
Attendance tracking is ready. The step that reads Zoom join and leave times and sorts people into the four pools passes its tests. It cannot write to GoHighLevel, by design.
Most of the automations are built. Follow-ups for all four pools, the ad audiences for Meta, STOP and HELP replies, keyword replies and the daily health check. Reminders and payments are partly done and pick up next session.
Every text and email is drafted. 35 texts and 27 emails, written in your voice. Anything we had to guess is marked for you to confirm.
Your content library is searchable. Search finds the right lesson and the exact minute. The rest of the course videos are being transcribed tonight.
Test accounts are open. Texting and payments test accounts are set up, so we can run full tests without a real charge or a real text to a customer.

What we found along the way

Texting approval needs care. The phone carriers restrict texting for credit repair. Your texts avoid that language, but the approval form will ask what the business does. We need one answer from you: does anyone under your brand do credit repair or dispute work for clients, or arrange loans or funding for a fee? If yes, those parts stay on email.
One keyword clashes. INFO is a word the phone company treats as a help request by default. We can keep it by turning that default off, or you can pick another word.
Meta may block lookalike audiences for credit ads. Retargeting each pool still works. We'll confirm what your ad account allows.

Next session

Finish reminders and payments, then run the whole flow end to end on test data.
Your answers in the questions below, especially the new credit repair question under "Messaging and consent", decide the last details.

The new setup

What happens to one person, from sign-up to purchase, once it's built.

Registration pageClickFunnels, staysSomeone signs up for the masterclass.
Contact managerTwentyWe add them to your contact list (or update them), note whether they agreed to texts, and record which date they signed up for.
Reminders and the live webinarZoom, staysA confirmation, then reminders the day before, hours before and minutes before. One set of messages, reused every webinar.
Real attendancejoin and leave times from ZoomAn hour after the webinar ends we pull who joined, when, and for how long.
Four poolsno-show, left early, stayed, boughtEvery registrant lands in exactly one pool. Buyers are removed from every sales sequence the moment a purchase comes in.
Text and email follow-upsTwilio, listmonk with Amazon SESDifferent messages for each pool. Nobody gets a text unless they agreed to texts, and STOP always works.

Ad audiencessent to Meta, one per poolEach pool becomes an audience you can advertise to, updated after every webinar.

PurchasesStripe and SkoolThe contact is marked as a buyer, the welcome messages start, and the sales messages stop.

Everything between the boxes runs in n8n, the automation engine. Every box is an account in your name.

Contact managerTwenty (free software)Every contact, their webinar history, what they agreed to and what they bought, in one place. No charge per user, so your whole team can log in.

Automation enginen8n (runs on your own server)Runs the reminders, pulls attendance, sorts the pools, sends the follow-ups and does the daily check. One set of webinar automations instead of a new copy for every date.

Emaillistmonk with Amazon SESNewsletters and follow-up emails sent from your own web address. Bad addresses and unsubscribes are handled for you. You pay by emails sent, not by how big your list is.

Texting and the 864 numberTwilioThe number moves to a phone account in your name, keeps its business texting approval, and plays your recorded greeting. No texts late at night, and STOP always works.

FormsOpnFormFor anything other than the ClickFunnels registration page, like applications or a waitlist. Every answer is saved on the person's contact record.

Reporting and monitoringMetabase and Uptime KumaSign-ups, attendance and sales for each webinar on one screen. A daily check confirms every piece is running and test messages arrived, and reports to us.

What this means for you

You own it. Every account is in your name; we manage it, and you can hand it to anyone later.
Attendance becomes real data pulled from Zoom, so the four pools and the ad audiences are built on who actually stayed.
One set of webinar automations, driven by the date. New webinar, new date, done. No more copying automations and typing tags by hand.
ClickFunnels, Zoom and Skool stay exactly as they are. Skool buyers get matched to their contact so the sales messages stop.
GoHighLevel keeps running, untouched, until the new system has run one full webinar start to finish and you say stop.
The whole setup is one package. It can move to another server in about an hour, and it can be installed again for your inner circle.

GoHighLevel vs an owned setup

Where each job runs today and where it will run on tools you own. The cost column is for the owned setup, rounded, and we'll confirm each number before anything moves. Anything that brings in money (texts, email, sign-ups) keeps a backup route.

Job	GoHighLevel today	Owned setup	Monthly cost
Contacts and follow-up lists	GoHighLevel CRM	Contact manager (Twenty)	Included in server
Automated follow-up	96 GoHighLevel workflows	Automation engine (n8n), about 12 reusable automations	Included in server
Email sequences	GoHighLevel email on your domain	Email tool (listmonk) plus sending from your own web address (Amazon SES)	Priced by emails sent
Text messaging and the 864 number	GoHighLevel phone service	Twilio, with the number moved over	Number rental plus texts sent
Phone greeting and call answering	AI voice agent in GoHighLevel	Twilio with your recorded greeting; AI answering only if you still want it	Number plus call minutes
Forms	24 GoHighLevel forms	Form tool (OpnForm)	Included in server
Webinar registration page	ClickFunnels (stays)	ClickFunnels (stays)	No change
Attendance data	Not measured	Pulled from Zoom after each webinar	Included; needs your Zoom Webinar plan
Ad audiences	Facebook connected, no audience sync	Pools sent to Meta directly	Included; ad spend unchanged
Payments	GoHighLevel payments	Stripe directly (payment links and checkout)	Stripe's per-sale fee only
Reporting	GoHighLevel dashboards	Reporting tool (Metabase)	Included in server
Website tracking	GoHighLevel and the Meta pixel	Private analytics (Umami); the Meta pixel stays	Included in server
Who controls the data	Stored in GoHighLevel	Stored in accounts in your name

The server and software for the owned setup run roughly $40 to $100 a month. Zoom, texts, calls, emails sent, any AI answering, and your current GoHighLevel bill are on top of that. Once you send your GoHighLevel invoice amount (see the questions below), we'll put it side by side with these.

Mapping: where each piece goes

Every part of your current account and where it ends up. Nothing moves until you confirm, and the originals stay untouched in GoHighLevel the whole time.

Today	Size	New home	When
Contacts	11,818	Contact manager (Twenty), brought over with tags, webinar history and who agreed to texts	Step 5, once we've matched the fields
Live workflows	61	About 12 reusable automations in n8n: registration and reminders, attendance and pools, four follow-up sequences, payments, the keyword text replies, Skool buyers, STOP and bounced-email handling, and the daily check. 11 old workflows retired	Steps 3 and 4
GoHighLevel funnels and websites (9 webinar)	23	ClickFunnels or static webinar pages; the rest reviewed with you	After the live funnel is confirmed
Forms and surveys	28	Two registration forms first; the others reviewed	Registration first, remaining forms later
Calendars	4	Added only if appointment booking returns	Decide with you
Sales pipelines	7	One active sales pipeline	After we match the stages
Products and payment plans	10	Stripe checkout or payment links, in your Stripe account	After active offers are confirmed
864 number and voice message	1	Your own Twilio account	Step 6
Skool courses and community	17	Stays on Skool, backed up	Done

Your content, made searchable

Your Skool courses, community posts and webinar recordings hold years of teaching. We've backed all of it up and we're turning every recording into text. That makes it a private library your new system can search.

17courses

108course videos

122 hof recorded teaching

1,072community posts

4,180comments

248downloadable resources

4webinar recordings

A support assistant trained on your own teachingMembers ask a question, it answers from your lessons and calls, with a link to the exact video and minute. You review what it says before it goes live.

Faster course updatesFind every place you explained a rule that has since changed, and see what members asked most in the comments.

The weekly deal roundupCurrent card and bank offers gathered from public sources and drafted in your voice for your review, never posted without you.

PrivateThe library stays on our systems, nothing gets published, and no member's personal details leave the accounts they're in today.

Enhancements

Extras you can add once the basics are running. They use the content library above and the public credit-offer sources we already follow. Everything is drafted for your review first. Nothing goes to members without you.

Weekly deal roundupfrom public offer feeds, drafted in your voiceCurrent card bonuses, bank offers and rule changes, collected every day from public sources and written up once a week. You approve it, then it goes to Skool or out by email.

Text alerts for the best offerskeyword DEALS on the 864 numberMembers who text DEALS get a short alert when an offer beats a bar you set, say a $500 bonus or more. Same rules as every other text: only to people who agreed, and STOP always works.

Members' offer trackera page inside Skool or the members' areaA live table of current offers with the bonus, the spend needed, the deadline and the source, matched to what you teach about timing and profile building.

Support assistantanswers from your own lessons and callsMembers ask a question and get your answer with a link to the exact video and minute. Questions it can't answer go to you as a list of what to cover next.

Objection librarybuilt from your calls and commentsThe questions and doubts members raise most, grouped, with your best answers pulled from the recordings. Useful for the "didn't buy" messages and for your sales calls.

Course gap reportquarterly, from the libraryWhere a rule you taught has since changed, and which topics members ask about that no lesson covers yet.

Sample: what a weekly roundup entry looks like

Business card, $750 after $6,000 in 3 months. Public offer, ends Oct 31. Fits members past the profile-building stage; skip if you opened two cards in the last 90 days.
Checking bonus, $300 with direct deposit. No monthly fee for the first year. Good first banking-footprint move for newer members.
Rule change: one issuer now counts business cards toward its application limit. Adjust the vertical funding sequence before applying.

Layout only; the amounts above are placeholders. Real entries link to the public source and carry the date we checked.

Questions for you

Answer what you can. Your answers stay in this browser until you send them. When you're done, press "Email my answers" or copy them into a message. Never type a password, login or recovery code here. Those go through the secure channel we set up separately.

Access and ownership

Who owns the GoHighLevel agency account?

Do you currently have administrator access to GoHighLevel?

Yes No Not sure

Who can create a new administrator user for the transition?

Have access details been shared through the secure channel we set up separately?

Yes Not yet

Your GoHighLevel monthly invoice amount

Which company or person legally owns the 864 phone number?GoHighLevel lists your LLC as the business on the number, but the phone service sits under the agency account. This decides who can authorize the move.

Do you have working administrator access to ClickFunnels?Do not enter the password here. Send credentials through the secure channel.

Yes No

Zoom: which plan, and are you the account admin?

Meta (Facebook ads): do you have Business Manager access, and has Meta put your ad account in a special ad category?

Which Stripe account takes mentorship payments? (name only)

Webinar flow

Which registration page is live?

How does ClickFunnels hand registrants to Zoom?

What counts as "left early"?

Left before the pitch Stayed under 60% of the runtime Other, explained in the notes below

How long after the webinar does someone count as "didn't buy"?

3 days 7 days 14 days

How do you learn who bought the Skool community?

Zapier notifies me I export a list I check by hand

Which mentorship payment plans are still sold?Your account lists one-time, two-time, three-time and yearly plans. Tell us which are current.

Messaging and consent

Where do people currently agree to receive email and text messages?

Text only people who opted in?

Yes It's complicated, explained in the notes below

Does anyone under your brand do credit repair or dispute work for clients, or arrange loans or funding for a fee?The texting approval form asks this. Teaching people to do it themselves is a no.

No, education only Yes, explained in the notes below

Where does the 864 verse play today?

Do you have the original audio file?

Yes No

Who gets the daily report, and how often do you want a summary?

What to send us

Besides the answers above, four things we can't get from the account itself.

The original 864 verse audio file. It isn't stored in GoHighLevel.
ClickFunnels and Zoom access through the secure channel we set up separately, never by email or through this page. Zoom needs a Webinar plan with reporting.
Meta Business Manager access for the ad audiences.
Your latest GoHighLevel invoice, so the cost comparison shows real numbers.

Your back office, reviewed

What you asked for

Know who actually showed up

Follow up automatically

Stop checking it yourself

Offer it to your inner circle

Keep what works

What we found

How the webinar pools will work

The plan

Where we stopped tonight

What we found along the way

Next session

The new setup

What this means for you

Workflow map

1. Registration and reminders

2. Attendance and pools

3. No-show follow-up

4. Left-early follow-up

5. Stayed, didn't buy

6. Buyer onboarding

7. Payments and payment plans

8. Keyword text replies

9. Skool buyers

10. STOP, HELP and bounces

11. Meta audiences and results

12. Daily health check

Held for your decision

Retired