An all-in-one onboarding system for GoHighLevel SaaS agencies — replacing manual
setup with an end-to-end automated workflow that guides clients, answers their questions, and configures their
subaccounts in real time.
Executive Summary
Onboarding OS is a complete, AI-powered system designed specifically for GHL agencies. It replaces
manual, repetitive onboarding with an end-to-end automated workflow that guides clients through setup,
answers their questions, and configures their subaccounts in real time.
PILLAR 01Automated Portal
An onboarding flow that runs without your team's involvement.
PILLAR 02AVA AI Assistant
The client's first line of support — answering setup questions proactively.
PILLAR 03Master Dashboard
A central view to watch every client's progress live and identify churn signals.
The problem we solve
Onboarding isn't designed as a system — it's treated as a handoff.
Most GHL SaaS agencies have automated two things: creating a subaccount and loading a
snapshot. Everything that comes after — collecting business info, configuring custom values, walking clients
through A2P, DNS, integrations, email warmup, and the endless "where do I click" questions — is either manual or
DFY.
PROBLEM 01
Your support team is buried in repetitive setup work.
You answer the same 20 questions for every new client. Your team becomes a glorified manual instead of
focusing on real work.
PROBLEM 02
You have zero visibility until clients complain.
You don't know who's stuck, where, or why — until they email asking for a refund or quietly disappear.
PROBLEM 03
Configurations are inconsistent.
Client 25 doesn't get the same setup as client 1. Missed fields lead to broken automations and downstream
support volume.
PROBLEM 04
Onboarding caps your growth.
Past 15 clients per month, manual onboarding becomes the bottleneck. Adding clients means adding headcount
— which kills margin.
Onboarding OS treats onboarding as the structured, trackable workflow it actually is —
built specifically for agencies running GHL at scale.
What Onboarding OS does
Clients onboard themselves. AI handles support. You watch it all
happen.
The system is built around what agencies actually need: clients who onboard themselves, an
AI that handles support, and a master view that shows you everything live.
01
Your clients onboard themselves through a guided portal
Each client receives a personalized onboarding portal embedded directly inside their GHL subaccount. They
open GHL, click a menu item, and they're inside their setup flow. No separate logins, no "where do I go"
confusion.
The portal walks them through five structured stages, each with clear progress and a "mark complete"
mechanism:
Business Profile — name, address, phone, email, hours, service category, logo
Compliance & Messaging — A2P registration info (EIN, business type)
Technical Setup — domain, DNS provider, email sending domain
Integrations — Google Business Profile, Facebook, calendar
Go Live — final QA, test message, test workflow, confirmation
02
AVA — the AI that guides every client through their setup
AVA is the AI assistant embedded inside the portal. She is not a generic chatbot. AVA knows what stage the
client is on, what fields she's already collected, what's still missing, and how to troubleshoot the
common blockers in each stage.
She drives the conversation. She knows what info to collect next, what to explain, and how to
phrase technical concepts in plain language.
She doesn't wait for clients to ask. She walks them through proactively — "now we need your
EIN, here's what it is and where to find it."
She saves info instantly. The moment a client gives their business name, AVA writes it to GHL
custom values and your master dashboard in real time.
She troubleshoots on her own. DNS problems, A2P confusion, OAuth failures — she handles them
before your team ever sees them.
She decides when to escalate. After 2–3 failed attempts, she creates a support ticket with
full context — eliminating any need for support calls.
03
The portal is your support system
This is the part most agencies underestimate. The portal isn't just a setup wizard — it's the support layer
too. Clients ask AVA their questions inside the portal, in context, with knowledge of their specific
stage and data. Your support inbox stops being the front door.
The result: most clients never need to contact your team at all. The ones who do come pre-qualified — AVA has
already tried to solve it, documented what she tried, and handed you the ticket with full context. Your
team handles 5 real problems instead of 50 basic questions.
04
The master dashboard — every client, every step, live
The agency-side dashboard is where your team lives. It shows every client across every stage of onboarding,
with full visibility:
Who's active, who's stuck, who's gone silent
Which stage each client is on and which fields are still missing
Last activity timestamp and time-since-stalled, flagged automatically
Open escalation tickets with full conversation context, ready for action
Daily health-tier classification: Never Started · Trial Expiring · Stuck on Stage · Activity
Stalled · Finish-Line Drop-off
You're no longer waiting for clients to complain. You see churn signals before they happen.
05
Automated escalation — your team only handles what matters
When AVA can't resolve something, she generates a support ticket containing the issue summary, every
troubleshooting step she tried, full conversation context, and all the client's details. Your support staff
stops chasing context. They open the ticket and immediately know what to do.
All-in-one
Three stitched-together tools → one integrated system.
Most agencies stitch together three things to handle onboarding: a checklist, a support
system, and a tracking spreadsheet. Onboarding OS replaces all three.
What you have today
What Onboarding OS replaces it with
Manual checklists or PDFs sent to new clients
Guided in-portal flow that collects info and configures GHL automatically
Support team answering the same 20 questions every onboarding
AI assistant that handles the majority of support questions and escalates only
real issues
Spreadsheets, group chats, or "asking the team" to find out where a client is
Master dashboard with live stage, fields, stuck signals, and churn risk
Inconsistent custom setup, every client configured differently
Same 5-stage flow for every client, every field written to GHL automatically
Discovering churn after the client cancels
Daily health-tier classification flags risk before it becomes a refund
What's included
Every engagement ships with the full system.
Differences across tiers are scope of customization, branding, and capacity — not feature
reduction.
Standard deliverables (all tiers)
Client onboarding portal embedded into your GHL subaccounts via custom menu link
AVA, AI onboarding assistant fully configured for the five standard stages
All five stage workflows: Business Profile · Compliance · Technical · Integrations · Go Live
Real-time GHL custom value writing as fields are collected
Conversation persistence — clients can leave and return without losing progress
Master agency dashboard with live client status and stuck-client visibility
Automated escalation ticket creation with full conversation context
Daily client health classification (5 tiers) for proactive churn prevention
Implementation scope (all tiers)
Initial discovery call to confirm your snapshot, custom value structure, and stages
System installation and connection to your GoHighLevel instance
Test client setup and end-to-end validation before launch
Live walkthrough with your team — portal, dashboard, and escalation handling
Documentation — agency operator guide and client-facing FAQ
Tier 1 — Standard
4–5 days
Standard install from kickoff
Tier 2 — White-Label
7–10 days
White-label install from kickoff
Tier 3 — Custom
2–3 weeks
Scoped per engagement
Revision policy. Each engagement includes two rounds of revisions during the build window
— copy, field configuration, workflow logic, and branding. Additional rounds beyond the included two are scoped
and billed hourly. Scope changes that materially alter the system architecture (new stages, new integrations,
structural dashboard changes) are treated as separate engagements, not revisions.
Pricing & tiers
Three deployment options. All include the full feature set.
The differences are branding, customization depth, and onboarding capacity.
Tier 01
Standard
Quick install
$2,997one-time setup
+ $297/month
Up to 30 onboardings/month
GHL Success Path branded portal & assistant
Connects to your existing GHL
Standard 5-stage flow as built
Standard AVA configuration
30 days post-launch support
Tier 02 · Most chosen
White-Label
Your branding, your backend
$3,997one-time setup
+ $497/month
Up to 70 onboardings/month
Fully white-labeled — your name, logo, colors
Linked with your custom backend or existing systems
Custom CTAs and custom steps per your system
Re-skinned & re-voiced AVA
60 days post-launch + priority queue
Tier 03
Custom
Custom workflows, custom scope
Customscoped per project
Custom monthly
Capacity based on volume
Fully white-labeled
Custom architecture per spec
Fully custom stages, fields, logic, integrations
Custom prompts, tools, escalation logic
Dedicated support tier negotiated
The monthly fee on a self-hosted deployment covers ongoing GHL Success Path support, system
updates, bug fixes, and feature updates. If you prefer a one-and-done handover with no recurring fee, that's
available under all tiers.
Optional add-on
Self-host on your own infrastructure.
Some agencies prefer to own every layer of the stack — their own servers, AI keys, database.
After handover, you control the stack end-to-end: you hold the source code, the database, and every API key.
Right fit if you...
· Need compliance / data residency that rules out shared infrastructure
· Have an internal technical team to operate the stack post-handover
· Want full control over AI provider, hosting region, and database
Pricing+$1,000one-time
add-on, any tier
Layer
Component
Recommended provider
Purpose
Frontend
React/Vite app hosting
Vercel · Netlify · Cloudflare Pages
Hosts the client-facing portal embedded in GHL
Domain
Custom domain + SSL
Any registrar
Branded URL e.g. portal.youragency.com
Automation
Self-hosted n8n
Railway · Render · DigitalOcean · AWS
Runs the AI chat handler, tool executor, load-state workflows
· All API keys and provider accounts (you create them, you own them)
· Operator and developer documentation — how to run, modify, and extend the system
· 60-minute technical handover call covering architecture, deployment, and operations
· 30 days of post-handover technical support for deployment-specific issues
Scope notes
Out of scope — deliberate boundaries.
To keep timelines and pricing predictable, the following are explicitly out of scope unless
negotiated under Tier 3. Some steps must remain manual due to platform and security limitations.
GoHighLevel snapshot creationWe configure into your existing snapshot — we do not build a new
one.
A2P registration submissionsThe system collects info and prepares the campaign; final
submission stays with your team or the client (per Twilio/LC ToS).
Domain & DNS configurationWe guide the client through it — we do not access or modify their
DNS records.
OAuth authenticationGoogle, Facebook, and similar connections are completed by the client
themselves.
Third-party licensing feesGHL subscription, Twilio/Mailgun, domain costs are paid by you
directly.
Custom GHL workflows or automationsCampaigns or marketing automation outside the onboarding
stages are not part of this engagement.
How we work together
Five steps from kickoff to live.
STEP 01 — DAY 0
Discovery
60-min call. Confirm tier, snapshot, current sequence, branding, backend. Sign agreement, pay setup fee,
lock the build slot.
STEP 02
Build & Configure
Install the system, connect your GHL, configure stages and fields, apply branding (T2+), load your master
dashboard. Two build updates.
STEP 03
Test & Validate
Run a test client end-to-end through all five stages. You and your team validate experience, copy,
branding, edge cases. We iterate.
STEP 04
Launch & Walkthrough
60-min live walkthrough — portal, master dashboard, escalation flow, edge-case handling. System goes live
with your next new client.
STEP 05
Post-Launch Support
30 days (T1) · 60 days (T2) · negotiated (T3). Direct messaging access to the founder for any issue, bug,
or refinement.
Ready to move forward — or have questions?
Reply to this proposal directly, or book a call. Walk through scope, integration, or pricing with the founder —
we'll have a build slot locked within the week.
