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đź“Ł Gym Team Notifications & Call Connect Setup Guide (HighLevel)

🧭 Overview

This guide walks you through how to set up internal notifications and Call Connect in your Gym Growth Engine (via HighLevel), ensuring your team is instantly alerted when key lead activities occur. Whether it’s a new lead, a follow-up, or a cancellation, you'll learn how to configure who gets notified, when, and how.

đź”” What Are Gym Team Notifications?

Gym Team Notifications (GTNs) are automated alerts triggered by lead or appointment activity within your system. These ensure your team is aware and responsive in real-time.

There are 6 core notifications, each fully customizable and optional.

🧷 Notification Types

Notification

Purpose

New Lead Notification

Triggers when a new lead enters your system.

Scheduled Follow-Up Notification

Alerts team of follow-up appointments set in the Lead Follow-Up Calendar.

Hot Lead Notification

Notifies when a lead responds and is ready for engagement.

New Appointment Notification

Lets your team know when an appointment is scheduled (manual, AI, or self-booked).

Appointment Confirmation Reminder

Notifies if an appointment within 24 hours is still unconfirmed.

Appointment Cancellation Notification

Alerts if a lead cancels or is marked as canceled in the system.

📱 Notification Channels

Each GTN supports up to 3 delivery methods:

  • In-App Push Notifications

  • Requires the HighLevel app installed on your phone with notifications enabled.

  • Text Message Alerts

  • Sends an SMS to the user’s phone number on file.

  • Email Alerts

  • Delivers a customizable email with lead details to a selected email address.

You can enable one, two, or all three per notification, or remove any you don’t want.

🛠️ How to Edit Notifications

  • Navigate to Automations in your HighLevel account.

  • Open the folder titled Gym Team Notifications (gear icon).

  • Select a notification to review (e.g. “New Lead Notification”).

  • You’ll see three actions:

  • 🟢 In-App

  • 🟡 Email

  • 🔵 SMS

🔧 To Remove a Channel:

  • Click the three-dot menu on that action → Click Delete Action.

🎯 To Change Who Is Notified:

  • Under each action, find “To User Type”.

  • Choose:

  • All Users (default)

  • Particular User(s) – then select specific team members.

You can apply different user settings for each channel (e.g., SMS goes to one person, email to another).

đź“ž What Is Call Connect?

Call Connect is a HighLevel feature that instantly calls your personal phone when key events happen (like new leads or follow-up appointments). You receive a brief audio prompt and press “1” to be automatically connected with the lead.

🧩 Where Call Connect Is Used:

  • New Lead Notification

  • Scheduled Follow-Up

  • Appointment Confirmation Reminder

🛠️ How to Customize Call Connect

  • Scroll to the bottom of a notification (e.g., New Lead Notification).

  • Find the “If Time Is Within Business Hours” condition.

  • Adjust business hours (default: Mon–Fri, 8am–8pm).

  • Click each time range to modify days and times.

  • Save your changes.

  • Under “Assigned User”, choose who gets the Call Connect call.

  • In the Call Connect step, customize:

  • Whisper message (e.g., “You’ve got a new lead from Facebook…”).

  • Delay (e.g., wait 10 seconds before calling out).

  • Save changes.

❌ To Disable Call Connect:

  • Click the three-dot menu on the Call Connect step → Delete Action.

âś… Final Checklist Before Activation

Make sure:

  • You’ve reviewed all six notifications.

  • Each one is customized with your preferred channels.

  • Assigned users are correct.

  • Call Connect steps are configured or deleted as needed.

You do not need to activate these yet — that will be covered in a future step. This is your setup phase.

🧠 Pro Tips

  • Keep notifications lean: Too many alerts = ignored alerts. Assign responsibility carefully.

  • Use Call Connect wisely: It's powerful, but only use it during actual business hours to avoid disturbing your team.

  • Use visuals: Customize email messages with your logo or brand if desired.

Here are some additional Assets to help you with this process

Portal Lesson: Gym Team Notifications & Call Connect

Link: https://members.gymlaunch.com/products/inner-circle-lead-nurture-2-0/categories/2156744042/posts/2183745486