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// case studies

Backend systems I've shipped

Architecture-level breakdowns of real GoHighLevel automation systems — diagrams, workflow indexes, and annotated build screenshots.

// case study 01

HVAC Lead & Booking Automation

A six-workflow backend system that captures leads from ads, responds in under 60 seconds, books and confirms appointments, recovers no-shows, requests reviews, and keeps the CRM clean — fully autonomously.

GoHighLevelTwilioWebhooksCalendar APISentiment Branching
// system architecture
// system overview

Marketing Workflows — [Demo] HVAC Client

6 published workflows running in production.

// workflow breakdown

Each workflow, annotated

Trigger, behavior, and impact for every published flow.

01/workflow

New Lead Nurture (Fast 5)

Trigger

Facebook Lead Ad OR Claim Offer Form submitted

What it does
  • Creates opportunity + sends conversational Email + SMS in seconds
  • Waits 7 mins for reply, then branches: Hot Lead gets booking link, no-response gets call connect + voicemail
  • Handles positive / negative / neutral sentiment in separate paths
Why it matters

Lead gets a response in under 60 seconds with zero human input.

02/workflow

Appointment Confirmation + Reminders

Trigger

Appointment confirmed

What it does
  • Removes contact from lead workflow + updates pipeline to Booking stage
  • Sends confirmation email immediately
  • Fires 24-hour reminder email and 1-hour reminder email + SMS
Why it matters

Eliminates no-shows through timed multi-channel reminders automatically.

03/workflow

Appt No Show Recovery

Trigger

Appointment status = No Show

What it does
  • Sends reschedule link via email immediately + SMS
  • Waits 1 day, then sends a follow-up SMS
  • Keeps the contact engaged without manual chasing
Why it matters

Recovers lost appointments automatically — no lead is abandoned after a missed call.

04/workflow

New Sale → Review Request

Trigger

Opportunity moved to Won

What it does
  • Removes contact from active workflow
  • Sends review request email + SMS
  • Waits 3 days, then fires internal team notification
Why it matters

Every closed deal automatically triggers a review request with no staff involvement.

05/workflow

Long-Term Nurture

Trigger

Added from non-responders in Fast 5

What it does
  • Sends 4 nurture emails spaced 7 days apart
  • Runs in background while other workflows continue
  • Auto-exits when contact converts or goes stale
Why it matters

Cold leads stay in a slow-burn sequence — no contact is ever fully abandoned.

06/workflow

Stale Leads — Pipeline Hygiene

Trigger

Opportunity inactive 7+ days in any Marketing Pipeline stage

What it does
  • Auto-updates opportunity to Abandoned
  • Covers Hot Lead, Booked, and New Lead stages simultaneously
  • Runs as a continuous background sweep
Why it matters

CRM stays clean and accurate without manual auditing.

// case study 02

Review & Reputation Management System

A four-workflow reputation backend that requests reviews on autopilot, routes negative feedback privately to the client, and stops messaging the moment a customer engages — protecting brand reputation without manual oversight.

GoHighLevelSMS APIEmail AutomationSurvey TriggersTag Routing
// system architecture
// system overview

Review Management — [Demo] HVAC Client

4 published workflows running in production.

// workflow breakdown

Each workflow, annotated

Trigger, behavior, and impact for every review automation.

01/workflow

Past Customers — Ask For Review

Trigger

Tag "review campaign" added

What it does
  • Sends SMS 1 + Email 1 immediately
  • Waits 1 day, sends SMS 2 + Email 2 follow-up
  • Auto-exits workflow when sequence completes
Why it matters

Reactivates old customers for review collection on autopilot.

02/workflow

Review Link Clicked

Trigger

Contact clicks Review Request tracking link

What it does
  • Adds tag "Review Link Clicked"
  • Immediately removes contact from active review automation
  • Ends workflow cleanly
Why it matters

Prevents over-messaging — contact exits the moment they engage.

03/workflow

Negative Feedback Received

Trigger

Survey submitted 1-3 stars OR tag "negative feedback" added

What it does
  • Stops all active review automations for that contact
  • Tags contact as Negative Feedback
  • Fires internal notification to client + sends thank-you email to customer
Why it matters

Intercepts bad reviews before they go public and routes to human intervention.

04/workflow

Ongoing Review Campaign

Trigger

Tag "request review" added

What it does
  • Waits 20 mins → sends SMS + Email
  • Waits 1 day → checks if Review Link was clicked
  • If clicked: exits. If not: sends final SMS, then exits
Why it matters

Smart campaign that stops itself when the goal is achieved — no redundant messaging.

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