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🧮 Help Guide: Opportunities & Pipelines in HighLevel Support Doc for Internal AI Database Video Reference: “HighLevel Pipelines Overview”

🎯 Purpose of This Guide  This guide will help you:  -Understand how the sales pipeline functions  -Identify and track lead progress automatically  -Know when (and if) manual actions are needed  -Stay organized and in control of your sales funnel

📍 Where to Find It

  1. Log in to your HighLevel account

  2. Navigate to the left-hand menu

  3. Click “Opportunities” under the Sales Pipeline tab

Pipelines help you visualize and manage the full customer journey—from new lead to closed sale—all in one place.

🧠 What Is a Pipeline?

A pipeline is a visual representation of all your leads and where they are in the sales process. Think of it as a digital whiteboard with cards moving left to right based on activity, responsiveness, and automation status.

Each card = a lead, and each column = a pipeline stage.

✅ Good news: Most pipeline movement is automated, thanks to HighLevel workflows already set up for you.

🔁 Pipeline Stages Breakdown

Below is a walkthrough of each stage you’ll see in your Gym Growth Engine pipeline:

Stage Description
New Lead The moment a lead enters the system, they are placed here. No activity yet—just a brand new contact.
Hot Lead Automatically updated when a lead responds to a message or call. Indicates interest—these are your priority leads.
Day 1 / Day 2 Leads that have not responded within 24 hours move into Day 1, then into Day 2 after another 24 hours. These are cold but not dead—still being nurtured.
At-Risk Leads After 2+ days of inactivity, leads are marked “at-risk.” They’ve not responded, scheduled, or moved forward. You may choose to follow up again manually here.
Follow-Up Scheduled You or your system has scheduled a follow-up (e.g., “Call me next week”). The contact sits here until the scheduled time occurs.
Appointment Scheduled A sales consultation has been booked. No manual movement required—this happens through automation when someone books.
Appointment Showed The lead attended their appointment. Next step is to close them!
Free Trial / Offer Placeholder If your gym offers a 3-day pass, 7-day trial, etc., use this column as a placeholder for leads that haven't paid but showed interest.
Sold 🎉 The ideal outcome! This lead converted and paid. Automatically placed here via automation once the sale is confirmed.
Showed – Lost The lead showed up for their appointment, but did not buy. You may follow up or move them to archived.
Archived Lead has been politely disqualified (e.g., “Not right now,” “Maybe later”). They may still be contacted in the future.
Do Not Contact The lead explicitly asked to stop all communication or it was the wrong number/email. Do not contact them again.
 

⚙️ Automation In Action

You don’t need to manually move most leads between these stages. Our pre-built workflows do this automatically based on:

  • Appointment scheduling

  • Lead responsiveness (texts, emails, calls)

  • Form opt-ins or missed steps

  • CRM tagging logic

🧠 Only Archived and Do Not Contact require manual movement when applicable.

👨‍💼 What You Need to Do

Action When to Do It
Check Hot Leads daily These are most likely to convert. Follow up fast.
Manually move to Archived If a lead says “not now” or stops engaging politely
Move to Do Not Contact If the lead asks to be removed, unsubscribes, or reports spam
Use Follow-Up Scheduled When someone says “Call me next week” or “I’m on vacation”
Review At-Risk Leads weekly Decide if further outreach is worth it or let automation handle it
 

💡 Best Practices

  • ✅ Use the pipeline as your main sales tracking dashboard

  • 🕵️ Regularly review Hot Leads, Scheduled, and Showed – Lost for manual action

  • 📦 Keep Archived organized for future campaigns or reactivation

  • ⛔ Respect Do Not Contact requests to avoid complaints

📥 Related Help Docs

✅ Summary

The Opportunities & Pipeline screen is the heartbeat of your sales system in HighLevel. With nearly everything automated, it gives you:

  • A clear picture of your lead journey

  • A powerful place to act on sales opportunities

  • An organized workflow to keep you and your team aligned

🧭 Use it daily. Follow the automation. Close more leads.