CM Hub Onboarding Flow

Pre-Trigger — Sale Closed

✉️

Jordan sends intro email (client ↔ Maddie) Jordan Manual

After the sale closes, Jordan sends a personalized welcome email connecting the client with Maddie (Executive Accountability Coach). Viktor can draft this on request using the standard template with details from the sales call analysis.

📝 Standard template available

🤖 Viktor can draft on request

Trigger — Onboarding Form

📋

Client submits onboarding form Zapier Automated

Typeform "Limitless Client Account Creation" submission triggers Zap 162664788. Posts client info to #new-booked-member-onboarding and creates the GHL sub-account.

📎 Form ID: LoLZ5mxA

⚡ Zap 162664788

🔔 #new-booked-member-onboarding

Step 1 — Sub-Account

🏗️

GHL sub-account created Zapier Automated

Zapier builds the sub-account in GoHighLevel, then fires a webhook to Viktor with location_id, client_name, and client_email.

🔗 Webhook: /webhooks/cm-hub-created

⚠️ Can silently fail — Viktor monitors for this

🤖

Viktor processes webhook → Sub Account ✅ Viktor Automated

Viktor receives the webhook, updates the onboarding tracker (Sub Account Created ✅), and notifies @Sheila in #client-success with a link to the sub-account and tracker.

📊 Onboarding Tracker updated

💬 #client-success → @Sheila

Step 2 — Analyzer Account

🧠

AI Call Analyzer account created Viktor Automated

Viktor creates an account on dc.clinicalmarketer.ai using the client's email, then fires a Zapier webhook to set the Analyzer Webhook URL as a custom value inside the GHL sub-account.

🔗 POST dc.clinicalmarketer.ai/api/users

⚡ Zapier sets webhook URL in GHL

💬 #client-success → @Sheila

Step 3 — Phone Number

📞

Viktor requests phone number purchase Viktor Automated

Viktor posts in #client-success tagging @Alyanna M with the client name, business name, area code, and sub-account link. Alyanna reacts ✅ when done — Viktor detects the reaction and marks the tracker.

💬 #client-success → @Alyanna + @Sheila

👁️ Reaction monitor: ✅ = Phone Purchased

📞

Alyanna purchases phone number in GHL Alyanna Manual

Alyanna buys the phone number in GHL using the client's area code, then reacts ✅ to Viktor's message. Viktor detects this and marks Phone Num Purchased ✅ in the tracker.

⚠️ A2P cannot start until phone exists

📊 Tracker auto-updated on ✅ reaction

Step 4 — Domain & A2P (run in parallel)

🌐 Domain Connection Manual

Squarespace CNAME → GHL domain connection. Done manually in GHL: Settings → Domains & URL Redirects → Add Domain. Viktor marks Domain Connected ✅ and notifies Sheila.

⚠️ GHL domains page doesn't render in automation

📋 A2P Registration Alyanna Manual

Viktor preps all A2P data and formats it for the A2P Wizard. Alyanna submits manually (reCAPTCHA Enterprise blocks full automation). Viktor marks A2P Submitted ✅ after confirmation.

🔗 a2pwizard.com

⚠️ Requires phone first

Step 5 — A2P Approval (Async)

⏳

A2P approval monitoring Viktor Monitoring

Viktor monitors the #a2p channel and GHL Trust Center daily for approval status. When approved, marks A2P Approved ✅ in tracker and posts to #a2p (not #client-success — per Lauren's rule).

🕐 Daily cron check

💬 Updates go to #a2p only

⏱️ Typically 3–10 business days

Step 6 — Limitless Workspace

💬

Limitless DPT Slack channel created Viktor Automated

Viktor creates a private Slack channel in the Limitless DPT workspace for the client and adds the Important Links bookmark.

📌 "Important Links" bookmark auto-added

📧

Lauren invites client to their Slack channel Lauren Manual

Lauren manually invites the client to their Limitless DPT channel via email. Some clients join on their own from the onboarding form; others need the direct invite. Viktor monitors for the client to join and DMs Lauren when they do.

👁️ Join monitor: hourly cron → DMs Lauren

💡 Some join from form, others need invite