Bring These Eight Things to Your Install Scoping Call

Why prepare before the call

I think a scoping call goes better when you arrive with answers. That is my opinion, not a measured result.

This guide is for coaches and consultants who use GoHighLevel. It lists what to gather before you talk to anyone about an install. I am Roxli. I run Automate With Rox. I offer one fixed-price install, so I will use it as the example.

What the $1,500 install covers

The install has hard edges. That is the point.

- One GoHighLevel pipeline.

- One calendar.

- At most two lead sources.

- Three agreed sequences.

- Capture, routing, follow-up with approved copy, and appointment reminders.

- Testing with realistic scenarios and documented exceptions before handoff.

The target is two weeks after access and scope are agreed. Payment is a 50% deposit and 50% on acceptance. Anything outside the list above is a separate conversation.

The eight things to bring

Use this as a checklist.

1. Access. Confirm who can give admin access to your GoHighLevel account. Confirm who owns the calendar.

2. Your two lead sources. Name them. If you have three, pick two. Say which one you would drop.

3. Your pipeline stages. Write the stage names you want, in order.

4. Your booking rule. Write who should get a booking link and who should not.

5. Your approved copy. Bring the text for the three sequences. Copy you have not approved should not go live.

6. Your out-of-scope list. Write the business types or requests you do not want automated.

7. Your existing client list. Decide how the system should treat people who already pay you.

8. Your human owner. Name one person who gets the hard cases. Add a backup name.

Questions to ask the builder

Ask these in writing. Save the answers.

- What is the exact list of sequences you will build?

- What happens when a lead gives conflicting answers?

- What happens when an email address looks broken?

- What happens when a form note tells the system what to do?

- What will you test before handoff?

- What test evidence will I receive, and is it part of the price?

- What do you need from me, and by when?

Look for plain answers. If an answer is a promise of results, ask for the test instead.

Write acceptance rules before you sign

Acceptance triggers the second 50%. Define it early.

- List the test scenarios you expect the builder to cover.

- Ask for the documented exceptions, meaning the cases that go to a person.

- Ask what else the builder will show you from testing. If you want more than documented exceptions, such as a log of each run, get it in writing first. It may change the scope or the price.

- Agree on what counts as done.

Do not accept a demo of one happy lead. Ask for hard leads too.

Worked example (hypothetical)

This is a made-up case. It is not a client result.

Imagine a business coach with one website form and one Instagram link. She wants a booking link sent to good-fit leads. She has one calendar and one pipeline.

Her scoping notes might say:

- Sources: website form and Instagram link. Nothing else.

- Sequences: new lead welcome, booking nudge, appointment reminder.

- Out of scope: ecommerce owners. They go to her as a task.

- Existing clients: matched against her client list. They go to her as a task.

- Human owner: her, with her assistant as backup.

Now she asks for a third source, a webinar list. That is outside the install. She can swap it for Instagram, or scope it separately. Either way, the written scope decides.

What a test plan should target

Ask the builder for a test plan. I have a plan like this. I have not run it. It has no results.

The plan would use twelve test leads. They would include good fits, weak fits, a duplicate, a spam pitch, an existing client, a broken email address, conflicting answers, and a form note that tries to give orders to the system.

The plan would aim for these outcomes:

- No lead would receive an automatic rejection.

- No duplicate would start a second sequence.

- No existing client would receive a cold pitch.

- No instruction hidden in a form note would be obeyed.

- Hard cases would go to a person with the evidence attached.

- First reply time for the strongest leads would be measured against a target of under 60 seconds.

These are targets only. Results would count only after a run is recorded.

Decide on care separately

Care is optional. It costs $500 a month. It is a separate purchase from the install.

It would include:

- Weekday checks.

- A weekly exception digest.

- A monthly health report that shows missing data as missing.

- Up to one additional hour a month of repair for the supported workflow.

- One recommended improvement a month, with release notes, for an agreed change of up to one hour.

- A next-business-day first response.

It does not include unlimited rebuilds, 24/7 cover, guaranteed sales, or recovered revenue claims. Failures that need your access or a separately scoped change are escalated to you. Your GoHighLevel subscription is separate too.

If your lead volume is low, you may not need care. Ask yourself one question. Would a failure sit unseen for days? If not, skip it for now.

Red flags

Walk away or pause if you see any of these.

- The scope has no end.

- The price depends on results.

- There is no written test list.

- Nobody owns the hard cases.

- The builder promises time saved or money gained.

Your next step

Fill in the eight items on a single page. Send it to the builder before the call. Ask for a written scope in reply. Compare it to your page, line by line.

Quick answer

Bring These Eight Things to Your Install Scoping Call?

I think a scoping call goes better when you arrive with answers. That is my opinion, not a measured result.

This guide is for coaches and consultants who use GoHighLevel. It lists what to gather before you talk to anyone about an install. I am Roxli. I run Automate With Rox. I offer one fixed-price install, so I will use it as the example.