Bright Omoriame

Portfolio HighLevel Form to Pipeline Automation Setup This case study shows how I set up a complete lead-to-sales system inside GoHighLevel. Instead of just collecting leads, I built automated workflows that move leads through custom sales pipelines based on their actions. It covers how triggers, automation, and pipeline stages work together to make sure every lead is captured, qualified, and sent to the right place for follow-up. The images below show how marketing funnels connect directly to sales operations, helping teams respond faster and close more deals. 2 G I R B M O T H 3 I OR E M A The Image (page 3) shows the Sales Pipeline Dashboard inside the CRM, where marketing leads are turned into real sales opportunities. It displays the “Marketing Pipeline” with clear stages: Hot, Warm, and Cold; where leads are placed after they come in through forms or funnels. This dashboard is key for Revenue Operations (RevOps) because it helps track lead movement, deal value, and overall sales progress. The Kanban-style columns labeled Hot Lead, Warm Lead, and Cold Lead show a structured sales process. Instead of just collecting emails, leads are organized based on intent and readiness to buy. For example, someone who books an appointment can be automatically moved to “Hot Lead,” while a newsletter signup may stay in “Cold Lead.” This setup supports automated lead scoring, lead prioritization, and smarter followups. The dropdown menu set to “Marketing Pipeline” highlights pipeline segmentation. It shows how different pipelines can be created for sales, account management, or other business needs, keeping teams focused and data organized. The Import and Add Opportunity buttons show support for CRM migration and data management. They allow existing contacts and deals from platforms like HubSpot or Salesforce to be added, ensuring clean data and a ready-to-use sales pipeline. 4 G I R B M O T H 5 I OR E M A The image (page 5) shows the pipeline setup inside the CRM, where a custom “New Marketing Pipeline” is created. It defines the full lead journey, from New Lead to Onboarded, and sets the foundation for how leads move through the system. This setup controls how automations run and how conversion data is tracked and reported. The list of pipeline stages: New Lead, Contacted, Accepted, Onboarded, and Declined; shows a clear and structured sales process. Instead of using default stages, the pipeline is tailored to match the business workflow. This makes it easy to see exactly where each lead is in the funnel and supports accurate lead tracking, follow-ups, and sales automation. The checkboxes for Funnel Chart and Stage Distribution next to each stage highlight reporting and analytics setup. By choosing which stages appear in reports, the dashboard focuses on key conversion metrics like lead progress and close rates, without clutter. The Pipeline Name field labeled “New Marketing Pipeline” shows clean CRM organization. Creating and naming separate pipelines helps manage different marketing efforts, such as sales funnels or partnerships, while keeping data clean and teams focused on the right opportunities. 6 G I R B M O T H 7 I OR E M A The image (page 7) shows the Sharing & Permissions section of the CRM, where access to sales pipelines is managed. It focuses on keeping sales and marketing data secure while still making sure the right people can see what they need. This balance is important for protecting sensitive lead and deal information as teams grow. The main list shows active pipelines like New Marketing Pipeline, Newsletter TEST DEMO, and Sales Pipeline, along with the number of stages and last updated dates. This setup supports clear workflow organization. By separating marketing pipelines from sales pipelines, the system avoids mixed or messy data and helps sales teams stay focused on high-intent leads instead of internal or admin workflows. The Sharing & Permissions panel offers options to share pipelines with all users, selected users, or exclude specific users. This highlights strong user access control and team management. It ensures only the right roles, such as sales reps or managers, can access sensitive pipeline data. The permission setting shown as View Only is key for data protection. It allows transparency across teams while preventing unwanted changes. This keeps the CRM clean, accurate, and reliable as a central system for sales and marketing operations. 8 G I R B M O T H 9 I OR E M A The image (page 9) shows the Workflow List, which is the main control area for automations inside the CRM. This is where all automation logic is created, organized, and monitored. It gives a clear overview of how different workflows are grouped and how many contacts are moving through them, making it easy to manage performance and scale operations. The folders labeled B2B Sales Warm Leads, Marketing Pipeline, and Sales Pipeline show a clean and organized automation structure. Grouping workflows by business function or lead stage helps prevent clutter as the system grows. This setup makes it easy to find, update, or fix automations quickly, which is important for long-term CRM scalability and automation hygiene. The columns for Total Enrolled and Active Enrolled help track how leads move through each workflow. These metrics are useful for monitoring funnel health and spotting issues like stalled leads or broken automation steps before they affect conversions. Workflows marked as Draft show a careful build process. Automations are tested and reviewed before being turned live, which protects the customer experience and keeps data clean. The Create Workflow button is where new automations are built using triggers and actions, connecting form submissions, lead updates, and sales pipelines to fully automated marketing 10 G I R B M O T H 11 I OR E M A The image (page 11) shows the starting point of the Automation Engine, where a new workflow is created from scratch. It displays the Visual Logic Editor, which is used to connect customer actions (triggers) to system responses (actions). This is where multi-step nurturing sequences and marketing automations are built. The main block labeled “Add New Trigger”, connected to an END node, shows how every automation begins. A trigger such as Form Submitted or Appointment Booked decides when a contact enters the workflow. This setup supports behavior-based marketing, making sure automations run instantly based on real user actions instead of fixed schedules. The top tabs: Builder, Settings, Enrollment History, and Execution Logs, make it easy to monitor and manage workflows. These tools help track who entered the automation, what actions were taken, and where issues may occur. This visibility is important for troubleshooting, performance tracking, and keeping the automation system running smoothly. The Test Workflow button and the Draft/Publish toggle show a safe deployment process. Workflows are tested before going live, and keeping them in draft mode prevents errors from affecting real leads. This ensures clean data, reliable automation, and a better overall customer experience. 12 G I R B M O T H 13 I OR E M A G I R B M O T H 14 I OR E M A The images (page 13 & 14) show the moment a workflow trigger is added inside the automation builder. This is the step where a user’s action on the frontend, such as signing up, gets connected to backend automation. It’s the link that starts the entire workflow. The “Choose a Workflow Trigger” dropdown is used to search for events like Form Submitted or New Signup. This supports behavior-based marketing. Instead of using random triggers, I match specific user actions to the right automation. Selecting New Signup targets high-intent users who actively entered through a form, webinar, or landing page, making the workflow more relevant and effective. The “Add filters” option under the trigger adds another layer of lead segmentation. Even if the trigger is New Signup, filters let me define which form or funnel the signup came from. This is important for managing multiple funnels, so a high-ticket offer can trigger a different follow-up sequence than a free download or low-ticket product. The Workflow Trigger Name field filled with New Signup shows good automation organization. Clear naming keeps workflows easy to manage, audit, and scale as the system grows, helping teams quickly understand what starts each automation. 15 G I R B M O T H 16 I OR E M A G I R B M O T H 17 I OR E M A G I R B M O T H 18 I OR E M A The images (page 16-18) show the fulfillment step of the automation workflow. This is where marketing automation connects directly to sales by using the Create/Update Opportunity action. Instead of just tagging a lead, this step moves every qualified contact straight into the sales pipeline so follow-up can happen immediately. The Actions sidebar highlights Create/Update Opportunity selected from the recent actions list. This shows lead routing and deal flow setup. By using this action, a contact is upgraded from a simple record into an active sales opportunity. This keeps the CRM clean and organized and prevents leads from being forgotten or stuck in the database. In the setup panel, the Pipeline is set to New Marketing Pipeline and the Pipeline Stage is set to New Lead. This ensures proper data alignment and segmentation. Leads from this campaign are sent to the correct pipeline and stage, making reporting accurate and helping sales teams know exactly where to start. The Opportunity Name uses {{contact.name}} and the Opportunity Source uses {{contact.source}}. This enables personalization at scale and supports attribution tracking, showing where each lead came from. The workflow path—New Signup Create/Update Opportunity End—confirms a clean, reliable lead-tosales process with no gaps. → → 19 summary HighLevel Form to Pipeline Automation Setup Overall, these images show how I use Revenue Operations (RevOps) principles to automate lead routing and sales pipeline management. By removing manual data entry and using event-based workflows, leads don’t get lost and sales teams can act quickly. This setup improves lead flow, conversion tracking, and sales speed, while creating a system that can easily scale as traffic and lead volume grow. 21 thank you Appreciate you reading through.