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💪 Help Guide: Setting Up Gym Team Notifications & Call Connect in HighLevel

Welcome to your step-by-step help doc for configuring Gym Team Notifications and Call Connect inside HighLevel. Use this guide as a companion to the training video.

 

🚨 Section 1: Gym Team Notifications

🔧 Where to Find It:

  1. Log in to your HighLevel dashboard.

  2. Navigate to Automations from the left-hand menu.

  3. Select the folder labeled Gym Team Notifications (gear icon).

You’ll find six internal notification workflows here that can be customized. These are not active by default — they must be reviewed and manually turned on.

📝 The 6 Gym Team Notifications Explained:

  1. New Lead Notification

    • Triggered when a new lead is added.

    • Notifies your team immediately with lead contact details.

  2. Scheduled Follow-Up Notification

    • Fires when a follow-up call is scheduled (e.g. “Call me next week”).

    • Notifies your team to ensure timely follow-ups.

  3. Hot Lead Notification

    • Triggered when a lead replies (engaged or interested).

    • Meant for real-time responses to warm leads.

  4. New Appointment Notification

    • Sent when any new appointment is added to the calendar.

    • Includes AI-booked, self-scheduled, or manually scheduled appointments.

  5. Appointment Confirmation Notification

    • Notifies team of upcoming appointments within 24 hours that have not been confirmed.

    • Helps prevent no-shows.

  6. Appointment Cancelled Notification

    • Triggers when an appointment status changes to "Cancelled" (manually or via text).

    • Keeps your team up-to-date.

📲 Notification Delivery Options

Each notification supports three delivery channels. You can enable or disable each:

  • In-App Notification
    Via HighLevel mobile app (push notification).

  • Text (SMS)
    Sent to the user's personal mobile number.

  • Email
    Delivered to the user's email address.

✅ You can mix and match these per user and notification type.

👤 Customizing Who Gets Notified

  • By default, notifications go to all users in your HighLevel account.

  • You can limit notifications to specific users:

    1. Click into the automation (e.g., "New Lead Notification").

    2. Find the “To User Type” setting.

    3. Select “Particular User” and choose the team member(s).

    4. Repeat for each notification channel (email, SMS, app).

🧹 Optional: Removing Notification Actions

Don't want a certain delivery method?
Click the three dots (•••) next to that action and select “Delete Action.”
Example: Disable SMS by deleting the SMS notification step.

☎️ Section 2: Call Connect Feature

Call Connect allows HighLevel to automatically call your phone when a trigger happens, giving you the chance to press 1 and call the lead directly.

🛠 Call Connect Is Used In:

  • ✅ New Lead Notification

  • ✅ Scheduled Follow-Up

  • ✅ Appointment Confirmation

🔁 How It Works:

  1. Trigger Event Occurs (e.g., a new lead comes in).

  2. HighLevel calls your personal cell with a whisper message:

    “You just got a new lead from Facebook. Their name is John Smith. Press any key to call now.”

  3. You press a key, and the system automatically dials the lead.

  4. You’re connected instantly without leaving your phone.

⏰ Setting Business Hours

Call Connect only operates during set business hours:

  • Default: Monday to Friday, 8:00 AM – 8:00 PM

  • To change:

    1. Open the automation step.

    2. Edit the “If Current Time” settings.

    3. Adjust days and times as needed.

    4. Click Save.

👤 Choosing the Assigned User

Specify who gets the call:

  • In the Call Connect step, set the Assigned User.

  • This person will receive the automated call.

  • One or multiple users can be selected.

🔊 Adjusting the Whisper Message

  • The whisper message can be edited.

  • Control how long the system waits before dialing the lead.

  • Tailor your messaging to your team's workflow.

❌ Disabling Call Connect

If you do not want to use Call Connect:

  • Click the three dots (•••) on the Call Connect step.

  • Select “Delete Action.”

✅ End-of-Setup Checklist

Before moving on, make sure you:

  • Reviewed all 6 Gym Team Notifications.

  • Customized delivery channels (App, Email, SMS).

  • Assigned the correct users to each notification.

  • Configured Call Connect settings (business hours, users, message).

  • Deleted any unwanted notification or call steps.

Once this is done, you’re ready for the next phase of implementation.

💡 Pro Tips:

  • Use Call Connect for hot leads to boost your response time.

  • Limit SMS notifications to avoid unnecessary distractions.

  • Use user-specific targeting for better team delegation.