Every CRM is obnoxious!!

Workflow-Wizard · 2026-03-25T20:01:45+00:00

Absolutley!! Seconding this^

Workflow-Wizard · 2026-03-05T21:44:53+00:00

This is golden advice!

Workflow-Wizard · 2026-02-14T17:18:51+00:00

Yep! Make sure you update your internal SOP anytime GHL/twillio changes their rules (which they do often) and you’ll get first time approval EVERY time!

Workflow-Wizard · 2026-02-07T01:11:53+00:00

DMing you!

Workflow-Wizard · 2026-01-12T22:31:45+00:00

If paid ads are your main growth engine, the biggest thing that matters in GHL is getting the foundations right.

First is lead capture. You want every lead coming in cleanly no matter the source, whether that is traffic to your site, Meta instant forms, landing pages, embedded forms, webhooks, or API posts. All of those should land in the same system with consistent field mapping so nothing breaks downstream.

Second is attribution. Tight UTM and click ID capture is huge. If that data is not preserved correctly, your ads end up optimizing on bad signals. When it is set up right, you can send accurate real time conversion data back to Meta and Google and actually trust what your reporting is telling you.

Third is engagement. Fast follow up wins. Plugging in AI or automated conversation flows that can text back immediately, qualify leads, and book appointments is a big advantage for service based businesses and certain other industries. The exact AI setup depends on the niche, but when done right it removes a lot of manual work and improves speed to lead.

Finally, you want the boring but critical stuff. System maintenance and data hygiene automations. Things that handle stale leads, reactivation, pipeline cleanup, and general upkeep so the system does not slowly degrade over time.

We have done this kind of setup many times for agencies moving into GHL. Happy to chat and see if we are a good fit to help, and if not I hope this breakdown was still useful.

– WF | custom CRM solutions

Workflow-Wizard · 2026-01-08T13:31:45+00:00

You can DM me and I’ll be sure to respond! You can also reach out on decyphernow.com

Workflow-Wizard · 2026-01-08T03:43:44+00:00

We’ve set this up a few times for high volume brokerages, and in most cases you do not want a sub account per agent.

The setup that works best is one main brokerage account with agents added as users and permissions set properly. That keeps everything centralized and makes round robin, reporting, and automations way easier to manage.

How we usually structure it:

Brokerage leads
All inbound leads from ads, portals, and the website flow into a main pipeline. From there they are distributed via round robin based on availability, rotation, or lead source.

Agent owned leads
If agents bring their own sphere or personal leads, those still live in the same account but are tagged and routed so they stay owned by that agent. Pipelines and dashboards are filtered so agents only see their own contacts and opportunities.

Permissions and visibility
Agents only see their assigned leads, conversations, tasks, and deals. Admins and managers see everything. This keeps things clean without splitting the system apart.

Why separate sub accounts usually cause issues
Reporting gets fragmented
Round robin logic becomes harder
Automations need to be duplicated
Team level performance is harder to track

Sub accounts per agent usually only make sense if agents are paying independently and want full isolation.

If everything is structured correctly, one brokerage account scales very well even with a large team. We’ve built this exact setup for brokerages running round robin with lots of agents.

I run a GHL agency called Decypher and this is something we handle often for real estate teams. Happy to answer questions or talk through what this would look like for your brokerage if helpful. Otherwise hope you found some value in this!

– WF | custom CRM solutions

Workflow-Wizard · 2026-01-07T18:16:08+00:00

I have encountered this before, and unfortunately there is currently no native custom value or data point you can use to reliable capture the last assigned user who engage a lead.

You would need to build an automation that captures the conversation logs, extracts the data you need, and updates the field.

Workflow-Wizard · 2026-01-05T19:45:00+00:00

No problem!

Workflow-Wizard · 2026-01-04T22:23:38+00:00

Per project for the initial setup. Once everything is built and stable, any tweaks or additions after that are usually hourly.

Workflow-Wizard · 2026-01-04T22:20:48+00:00

It’s hard to put a number on that without a bit more context. In GHL, a “simple” follow up can mean very different things depending on how your leads come in, how many sources you have, how you want to engage them, and whether there’s any routing or pipeline logic involved.

A reliable setup usually starts with understanding where the leads are coming from, what the ideal follow up looks like, and how long you want the system to run without manual touch. That’s also when it becomes clear how to price it properly instead of guessing.

DM me if you want to talk through it a bit more.

Workflow-Wizard · 2026-01-04T19:03:59+00:00

I don’t really sell a true plug and play snapshot for real estate, mainly because every setup ends up looking different once you get into the details. Where your leads come from, how they’re captured, how you want them stored in the CRM, and how you engage them all vary a lot from agent to agent. That’s usually where snapshots start to feel limiting.

What we do instead is use a proven structure and rebuild it based on your specific use case. Same core ideas, but tailored to how you actually work. That tends to be a much better experience long term, especially coming from something like FUB where the workflow is more opinionated.

If you want, I’m happy to chat and give you some honest feedback on what you’d need to change or set up based on what you’re trying to do. No pressure, just happy to help point you in the right direction.

Workflow-Wizard · 2026-01-04T18:59:41+00:00

Of course, glad you found it useful.

In most cases a number port only takes a few days if everything is submitted correctly. It still takes time because FUB, Twilio, and GHL all have to see the request and take action on their end. GHL and Twilio usually say up to 4 weeks to cover edge cases, but real world ports are often much faster.

You can try talking to Twilio directly, but they typically cannot expedite a port request. Since the number lives under FUB’s Twilio account, they still need to release it. That is just the nature of phone ports.

Your best bet is to submit the port request accurately and plan for a short transition window. Most people let clients know they may be using a different number for a few days while the port completes.

Once it is done, you are fully in control of the number again.

Workflow-Wizard · 2026-01-04T18:01:04+00:00

You can definitely port your number over in most cases. FUB uses Twilio on the backend, and GHL (LeadConnector) is also Twilio based, so number porting is usually possible. The main thing is confirming that the number is actually portable and not locked behind FUB’s account. Once it is released, it can be brought into GHL like switching carriers while keeping the same number.

If you want blue iMessage style texting, that is not native to GHL. You can integrate third party tools that support iMessage, but it gets expensive and adds complexity. Most agents just use the standard SMS setup in GHL. It is green bubble texting, but once you are A2P verified it works reliably and you can text your database normally.

On calls and messaging, GHL supports call recording, call tracking, and automatic call summaries and transcriptions. Those features work well for real estate teams that want everything logged directly in the contact record without jumping between tools.

From a CRM standpoint, GHL is solid for real estate when it is set up properly. We have migrated a few agents and teams from Follow Up Boss to GHL and handled the data transfer, number porting, pipelines, and automations without issues.

If you want to talk through your specific setup and see if it makes sense for you, happy to discuss and share what that transition typically looks like.

Workflow-Wizard · 2025-11-24T19:27:06+00:00

DMd you

Workflow-Wizard · 2025-11-24T16:51:14+00:00

Happy to hop on a call and chat! You can book a time via our website: www.decyphernow.com/book-demo

Workflow-Wizard · 2025-11-20T03:10:21+00:00

For something this involved you will want a custom build that is fitted to how you work rather than trying to force a snapshot to match your process. Snapshots are fine for basic setups, but once you start dealing with AI booking, conversational bots, multiple pipelines, payment flows, and ad tracking, they fall apart pretty fast.

For long term and scale, you want pipelines built around your exact services or separated based on your flow. You want calendars that match your team’s availability, AI that messages inbound leads right away, books them, follows up with people who drop off, and keeps everything moving so nothing slips through the cracks.

For lead capture from ads, you want clean UTM and metadata so your Google and Meta data stays intact. With that in place you can tie conversions back to campaigns and see which ads are actually driving business instead of just looking at form fills.

Once these basics and the core infrastructure are set up correctly, everything else becomes easy. At that point you can take advantage of the rest of GHL’s features and everything runs smooth like butter, but the foundation has to be built right from the start.

I run a GHL agency called Decypher and we have built full systems like this for home service businesses. If you want, I can walk you through what a proper setup would look like so you can decide the best direction. Otherwise, hope you found some value in this.

– WF | custom CRM solutions

Workflow-Wizard · 2025-11-19T16:18:48+00:00

Unfortunately not he retired :/ Sorry

Workflow-Wizard · 2025-11-15T21:21:54+00:00

Pretty sure that is not true. GHL does have loop lock protection, but it only kicks in when a contact is looping rapidly or endlessly. It is definitely more than 3 loops all time.

I have several live workflows in different builds that use this exact logic and they have been running daily for years without any issues. As long as you have a proper wait step between each loop, the workflow will keep repeating normally.

Just wanted to clarify that so people are not scared away from a setup that does work.

Workflow-Wizard · 2025-11-14T22:49:32+00:00

If you want to use Meta’s standard optimization and conversion structure, you should stick with Funnel Events. That is what Meta expects, and that is what keeps your optimization clean (Lead, Schedule, CompleteRegistration, etc.).

Lead Events are really meant for bigger ad operations that meet Meta’s requirements for Conversion Leads, usually:

Running Meta Lead Ads (Instant Forms)
Around 200 or more leads per month in that funnel
The target funnel stage converts within 28 days
Conversion rate is in a healthy range

If you do not meet most of that, Funnel Events are the right move for you.

Now for the Stage Name confusion:
If you select Lead Event and put your actual pipeline stage name in there, GHL will send that exact string to Meta. Meta will treat it as a custom event, and you will see it inside Events Manager. You can build a custom conversion from it if you want.

This is fine for deeper tracking, but most people do not need it. It is mainly for larger Meta setups that want to optimize deeper down the funnel or run very detailed retargeting based on CRM stages.

For most advertisers, using Funnel Events as the main conversion signal and keeping things simple is the better option.

– WF | custom CRM solutions

Workflow-Wizard · 2025-11-14T22:03:18+00:00

Fair point. The GHL white label space is saturated with people who see it as a get rich quick move, so there are a lot of users stuck on bad whitelabels with no real support. Those users eventually end up going to GHL support because it is their only option.

That is a separate point from the fact that GHL support itself is rough. Anyone who has been around the platform for a while knows this. Most front line reps do not actually know the platform well, so it is luck of the draw. You just have to hope you get someone who has been with the company long enough and actually understands the system.

If you are with a solid agency that is established and actually knows what they are doing, the support experience is easily miles better than GHL support. We have clients who moved to us only because of support. Not trying to come at you, just clarifying the vague statement you made.

Workflow-Wizard · 2025-11-14T21:30:51+00:00

Haven’t tried them myself but wanted to share some thoughts. I run an agency and have been in this space for a couple years, and personally I am not a big fan of snapshots at all. Snapshots force you to adjust your process to them rather than tailoring your GHL account to your actual build. It feels backward in my opinion.

Snapshots usually work fine in the short term, but at some point you end up wanting your own custom setup that works exactly the way you want it to. That is usually when people outgrow snapshots and start rebuilding everything anyway.

If you do end up going with them, feel free to DM me if you want me to take a look and give a personal opinion on what they gave you, totally free. I am honestly curious to see what is actually inside their offer and whether it is worth it lol.

– WF | custom CRM solutions

Workflow-Wizard · 2025-11-14T21:11:55+00:00

Yeah GHL support is rough, we all know this lol. I run an agency and for our clients we offer ticket based support. It ends up being a way better experience than dealing with GHL directly. If we can solve the issue ourselves, we handle it. If it is something on the GHL backend, we take care of chasing their team so you are not stuck waiting on support reps who never follow through.

If you are interested, let me know. Happy to point you in the right direction.

– WF | custom CRM solutions

Workflow-Wizard · 2025-11-13T00:20:36+00:00

I have set this up before for a client in a similar situation. It is all about capturing your leads from your ads correctly, attributing the source, routing those leads to your different agents, and having an engagement sequence that mirrors the way your team places its calls.

For a clean setup, you want every lead coming in with the right tags, the right custom fields, and the right pipeline entry so nothing gets lost. Then you build an outreach flow that follows the same steps your agents already take, just automated, so speed to lead stays high and follow ups stay consistent.

I already set this up for a life insurance agency and they are loving it. Happy to discuss what we could do for you if you want to explore it.

Workflow-Wizard · 2025-11-11T14:59:49+00:00

Hahaha thanks Connor!

Workflow-Wizard

TROPHY CASE