CASE STUDY · GOHIGHLEVEL
Aquafeel: a website, rep tracking and client paperwork on one platform.
Three projects built inside GoHighLevel. The website and its forms, leads credited to the right rep across sub-accounts, and a client packet that builds and sends itself.
1
platform for the website, leads and follow-up
300+
reps matched to their leads
4
page client packet, built automatically
3
teams emailed the finished packet
PROJECT 01
Website in the GoHighLevel website builder
The Aquafeel website is built and hosted inside GoHighLevel, so the site, its forms and the CRM sit on one platform.
What the client needed
A professional website that sends every enquiry and application straight into their CRM, with no outside tools to maintain.
What we did
Built the site pages in GoHighLevel's website builder, on Aquafeel's own domain.
Connected the site's forms to GoHighLevel, so each submission creates or updates a contact and starts the right workflow.
Kept the credit application flow linked from the site, so clients move from the website to the application without leaving Aquafeel's pages.
Result
One place for the website, leads and follow-up, with no extra hosting or integration to look after.
PROJECT 02
Rep management across sub-accounts
Each lead is now credited to the rep who sent it, even though the client's form and the reps' portal live in different GoHighLevel sub-accounts.
What the client needed
Aquafeel's reps work from an affiliate portal in one sub-account, but clients fill in the credit application in another. Leads had to land under the right rep so commissions are tracked.
What we did
Rep links
Each rep shares a personal link that carries their rep ID. The form keeps that ID in a hidden field, and a workflow uses it to add the lead under that rep.
Finding why some leads were lost
We ran a side-by-side test of the two link types. The link to the form itself kept the rep ID, and the lead appeared under the rep. The website page that shows the form through an embed dropped the rep ID, so no lead was credited.
Rep lookup
We exported the reps from the Affiliate Manager and built a lookup sheet of over 300 reps, matching each rep ID to the rep's name.
New reps added automatically
A second automation adds each new rep to the lookup sheet when they join, so the list stays current.
Rep name on documents
The rep's name is pulled from the lookup and shown on the client's packet and its email.
Link to the form itself
- 1Rep shares their link
- 2Rep ID kept in a hidden field
- 3Lead appears under the rep
Website page with the form embedded
- 1Rep shares their link
- 2Rep ID dropped by the embed
- 3No lead credited
Result
Leads are credited to the right rep across sub-accounts, and staff see the rep's name on every packet without looking it up.
PROJECT 03
The automated client packet
When a client submits the products form, the full four-page packet is built, emailed to the credit and contracts teams and filed on the client's contact, with no one touching it.
What the client needed
Staff were putting together each client's packet by hand from two forms: cover page, credit application, proposal and the client's ID.
What we did
Trigger
A GoHighLevel workflow on the products form sends the client's data to Make. A security check makes sure only GoHighLevel can start it.
The document
A four-page Google Docs template is filled from the client's data: a cover page with the date in Spanish, the credit application, the proposal with prices and amount financed, and the client's ID photo sized to fit page 4. Client signatures are placed on the right pages.
Rep name
Looked up from the rep sheet built in the second project.
Delivery
The PDF is named after the client and emailed to the credit and contracts teams. The email lists the client, the lender, the rep and the date.
Filed on the contact
The PDF is saved to the client's contact record, so it also shows in the contact's Documents.
Clean-up
The temporary Google Doc is deleted permanently, so no client data is left in Drive.
- 01Products form
- 02GoHighLevel workflow
- 03Rep name lookup
- 04Document and ID photo
- 05PDF created
- 06Saved to the contact
- 07Emailed to 3 teams
- 08Temporary doc deleted
The safety net
- Every step has an alert route. If something fails, the team gets an email with the client's name and the failed step.
- If no ID photo was uploaded, page 4 says so and the packet still goes out.
- One failed run does not switch the automation off, and incomplete runs are kept so they can be finished.
How we launched it
- 01Every test ran on test contacts, with emails going to a test inbox and the workflow in draft.
- 02Each stage was proven with screenshots to the project lead, with a written rollback plan.
- 03It went live on a single real client first, and only after that for everyone.
Result
Staff receive a complete, consistent packet within a minute of the form, with no manual assembly and an alert if anything goes wrong.
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