New Practice Onboarding SOP

Navigate to Sub-Accounts in the Agency Platform

Log into the GHL Agency platform. In the left-hand navigation menu, click on Sub-Accounts.

Agency platform left menu — select Sub-Accounts

Search for the Sub-Account & Navigate to Manage Client

Use the search bar to locate the sub-account to be used. Once found, click the three-dot menu on the account card and select Manage Client.

Search for the sub-account — select "Manage Client" from the menu

Access Actions & Select Load Snapshot

Inside the Manage Client view, click the Actions button in the upper right corner. From the dropdown menu, select Load Snapshot.

Actions → Load Snapshot

Select the Correct Snapshot

In the Load Snapshot modal, use the dropdown to search for and select the appropriate snapshot. As of March 2026, the snapshot for a shared 5-practice account is:

Own - 5 Practice Shared Account FIXED snap

Select "Own - 5 Practice Shared Account FIXED snap"

Excluding Already-Configured Assets (Live Accounts Only)

If the account already has one or more active practices, skip any assets that are already configured to avoid overwriting them. The rule is consistent across all asset types: skip items that do NOT include a specific practice name. Only Select items that include a practice name.

Apply this rule to the following asset categories:

• Calendars — Skip "Appointment Calendar" and "Telehealth Appointment Calendar"
• Forms — Skip "Patient Check-In Form," "Telehealth Appt Form," and other generic forms
• Funnels & Websites — Skip "Appointment Requests," "Reactivations," and funnels without a practice name
• Pipelines — Skip "Patient Sales," "Telehealth," and "Warm Leads"
• Surveys — Skip "Patient Exit Survey"
• Workflows — Skip unnumbered workflows (e.g., "Appointment Reminders Campaign," "New Leads Workflow," "Nurturing Workflow")

Calendars — skip items without a practice name

Forms & Funnels — skip generic items

Pipelines — skip items without a practice name

Surveys — skip "Patient Exit Survey"

Workflows — skip unnumbered/generic workflows

Pre-Load Cleanup — Fresh / Empty Accounts

If there are no active practices on the account, the snapshot can be loaded in full without skipping any items. However, before proceeding, ensure the following are completely deleted to prevent conflicts:

• Contacts
• Automations / Workflows
• Sites (Funnels & Websites)
• Pipelines
• Calendars
• Custom Values

Fill Out Custom Values

After the snapshot is loaded, navigate to Settings → Custom Values. Custom values are numbered 1 through 5, with Practice 1 using values with no number suffix and Practices 2–5 using the corresponding suffix (e.g., _2, _3, etc.).

• If only one practice is being set up, fill in only the custom values matching that practice's assigned number
• Shared custom values (no number suffix) must always be filled as they apply to all practices on the account

Custom Values — numbered per practice slot (1–5)

Access the VitalisMD Billing Shared Drive

The Appointment Validation Sheet Links used in the custom values are stored in the VitalisMD - Billing shared Google Drive. Navigate to Google Drive → Shared Drives and open VitalisMD - Billing.

VitalisMD - Billing shared drive in Google Drive

Copy an Existing Success Tracker

Right-click any existing Success Tracker and select "Make a copy". Rename the copy using the format: [Practice Name] - Success Tracker.

Right-click tracker → Make a copy → Rename to match the new practice

Clean Placeholder Records from the Tracker

Delete all existing records from the tracker except one. The single remaining row must be kept to preserve formatting and prevent automations from using the header row as a data entry point.

Keep one row to preserve formatting — delete all others

Search for a Domain on Namecheap

Navigate to Namecheap and use the search bar to find a suitable domain for the practice's landing sites and marketing campaigns.

Namecheap — prefer .website or .online extensions

Add the Domain to Cart

Once a suitable and available domain is confirmed (indicated by a checkmark), click "Add to cart".

Available domain — click "Add to cart"

Checkout — Disable Auto-Renew & Extra Services

• Disable the Auto-Renew toggle for the domain registration
• Leave Domain Privacy enabled (free)
• Do NOT enable PremiumDNS or any other paid add-on

Click "Confirm Order" to complete the purchase.

Disable Auto-Renew — only free Domain Privacy should be enabled

Configure Advanced DNS in Namecheap

After purchase, go to Manage Domain → Advanced DNS. Delete all existing records, then add a new A Record:

Add A Record pointing to 162.159.140.166

Hand Off Domain to Dayane

Once the domain is configured, hand it off to Dayane. She will provide:

• Names of the two Lead Forms going live
• The Ad Account the campaigns will run from
• The Facebook Pixel ID for tracking

Example of campaign info provided by Dayane

Create Payment Links

Two payment links must be created per practice. Navigate to Payment Links and duplicate an existing practice's links using the three-dot menu → Duplicado (Duplicate):

• Consultation Special — $0.50
• $21 Consultation Special — $21.00

Duplicate existing payment links for the new practice

Update Payment Link Details

After duplicating, update the following fields in each link:

• Name — update to the new practice name
• Description — update to match the practice's messaging
• Image — replace with a photo representing the new practice

Click "Actualizar producto" (Update product) to save.

Update name, description, and image for each payment link

Add Metadata to Payment Links

After saving each link, scroll to the Metadata section and click "Editar" (Edit) to add:

Add Client and LocationID in the Metadata section

Timezone Adjustment Pabbly Workflow (If Required)

If the practice operates in a different timezone than the GHL account, create a Pabbly timezone conversion workflow. Name it:

[GHL Timezone] to [Practice Timezone] - [Account Name] - Global Validation S...

Replace the default webhook URL in both the Appointment Reminder Campaign and Appointment Cancelled workflow custom values with the new Pabbly webhook.

Within the workflow, update both DateTime Formatter steps:

• Step 5 — Calendar Start Time Formatted: Set From Timezone to the GHL account timezone and To Timezone to the practice timezone
• Step 8 — Format Date with Time Zone: Apply the same timezone configuration

Custom value webhooks for appointment validation — numbered per practice

Timezone workflow naming convention

DateTime Formatter Step 8 — From/To Timezone (e.g., New York → Chicago)

DateTime Formatter Step 5 — apply same timezone configuration

Add a Phone Number

Navigate to Settings → Phone System → Phone Numbers and click "+ Add Number". Set the Friendly Name to identify the practice.

Add a local number with a nearby area code

Connect the Domain in GHL

Navigate to Settings → Domains and click "+ Connect a domain":

• Select Funnel/Website/Store/Blog/Webinar → click "Connect"
• Enter the domain URL — leave "Also add www. and redirect traffic" unchecked
• Click "Continue"
• Click "Verify records" (DNS was already set up in Namecheap)
• Once verified, select the appropriate funnel to connect

Settings → Domains → Connect a domain

Select Funnel/Website option → Connect

Enter domain — leave www redirect unchecked

Verify DNS records — passes if Namecheap was configured correctly

Update Pipeline Names

Navigate to Pipelines and update the names to reflect the new practice. Choose a pipeline slot for a practice not currently live on the account.

Pipelines — choose a slot not currently live and rename

Update Calendars

Navigate to Calendars and update the two calendars matching the chosen pipeline's practice name. Also update the Calendar Group name in the sidebar.

• Appointment Calendar — rename and update availability to match the appointment slots submitted by the practice
• Telehealth Appointment Calendar — rename and ensure agents Lady and Rhenallyn are assigned

Update calendar and group names — assign correct agents to Telehealth

Create a Google Calendar for the Practice

Create a new Google Calendar named: [Practice Name] - VitalisMD Appointments

• Set the timezone to match the practice's location
• Invite the practice's email addresses so staff can view appointments

Google Calendar — set correct name, timezone, and share with practice

Link Google Calendar via External Sync

In the Appointment Calendar settings in GHL, go to the External Sync tab. Set Link to Calendar to the newly created Google Calendar. Leave sync as Default Sync (One-way Sync). Click "Save changes".

External Sync — link to the new practice's Google Calendar

Create a Pabbly Workflow per Lead Form

A Pabbly workflow must be created for each lead form going live. Name using the convention:

FB to HL - Lead Form - [Practice Name] [State] - [Campaign Name]

Pabbly workflow naming convention example

Update the Facebook Lead Ads Trigger

Update the trigger step with:

• Page — the practice's Facebook page
• LeadGen Form — the specific form provided by Dayane

Update Page and LeadGen Form in the trigger step

Re-Capture Webhook Response

After updating the trigger, click "Re-Capture Webhook Response" to capture a fresh response from the new form, ensuring all fields are properly mapped throughout the workflow.

Click "Re-Capture Webhook Response" to refresh field mappings

Update Router Filter Conditions

Route 1 (Qualified Leads): Update Select Label to map to the location qualifier question from the new form. Filter Type: Equal to / Value: yes.

Route 1 — map location qualifier, value = "yes"

Route 2 (Disqualified Leads): Update the same field for Route 2. Filter Type: Equal to / Value: no.

Route 2 — map location qualifier, value = "no"

Update the Get Pipelines Step

Update the GHL connection to the correct sub-account, then re-execute the step to retrieve the correct pipeline and stage IDs for the new practice.

Get Pipelines — re-execute after updating the GHL connection

Update the Create Contact Step

• Tags — add the new practice's tag so agents can identify which practice a lead comes from
• Timezone — if the practice has a different timezone than the GHL account, enter it here (e.g., America/Chicago)

Create Contact — add practice tag and timezone if applicable

Update the Create Opportunity Step

• Pipeline ID — select the correct Warm Leads pipeline for the practice
• Stage ID — map from the Get Pipelines step output
• Name — map from lead form First Name and Last Name
• Contact ID — map from the previously created contact

Once all steps are configured, execute them in order — the test lead should appear in GHL.

Create Opportunity — set correct Pipeline ID and Stage ID

Update Google Sheets Step (Route 2)

• Location — enter the practice name
• Location ID — enter the GHL Location ID

Google Sheets Route 2 — update Location and LocationID

Update Funnels & Sites

Navigate to Sites → Funnels and open the folder matching the chosen practice. Each folder contains 4 funnels.

All Funnels — Settings Update:

• Update the Domain to the newly purchased practice domain
• Insert the Facebook Pixel tracking code in the Head Tracking Code field, replacing [pixel] with the actual Pixel ID provided by Dayane (appears twice in the snippet)

Funnel Settings — update domain and insert Pixel code

<!-- Facebook Pixel Code -->
<script>
  !function(f,b,e,v,n,t,s)
  {if(f.fbq)return;n=f.fbq=function(){n.callMethod?
  n.callMethod.apply(n,arguments):n.queue.push(arguments)};
  if(!f._fbq)f._fbq=n;n.push=n;n.loaded=!0;n.version='2.0';
  n.queue=[];t=b.createElement(e);t.async=!0;
  t.src=v;s=b.getElementsByTagName(e)[0];
  s.parentNode.insertBefore(t,s)}(window, document,'script',
  'https://connect.facebook.net/en_US/fbevents.js');
  fbq('init', '[pixel]');
  fbq('track', 'PageView');
</script>
<noscript><img height="1" width="1" style="display:none"
  src="https://www.facebook.com/tr?id=[pixel]&ev=PageView&noscript=1"
/></noscript>
<!-- End Facebook Pixel Code -->

Appointment Requests & Phone Evaluations — Image Updates:

• Main/hero image (Patient Information Package)
• Doctor/provider photo (circular image)
• Map image (practice location at the bottom)

Update main image, doctor photo, and map

Meta Business Suite — Domain Verification

In Meta Business Suite, go to Safety Settings → Domains. Click "+ Añadir" and follow Meta's domain verification steps by adding a TXT record in Namecheap. Once propagated, the domain will show as "Verificado" (Verified).

Meta — Safety Settings → Domains

Click "+ Añadir" to begin domain verification

Domain shows "Verificado" once TXT record propagates

Update the Available Ad Accounts Sheet

Navigate to the Available Ad Accounts Google Sheet, locate the ad account number provided by Dayane, and update the Name column to reflect the practice being onboarded.

Update practice name in the Available Ad Accounts sheet

Update Shared Workflows

In Automations, locate these two shared workflows (outside any practice folder) and add a new condition branch for the new practice:

• Patient Replies to Pabbly
• Walk In Patient Tag to Patient Charge

For each new branch update:

• Condition — "Tags includes [new practice tag]"
• Internal Notification — Title and Message must use the correctly numbered location_name custom value (e.g., )
• Webhook - Patient Replies Slack Channel — update LocationName Custom Data to the same numbered custom value

Shared workflows requiring updates

Add a new condition branch for the new practice tag

Internal Notification — use correctly numbered location_name custom value

Webhook step — update LocationName with correct numbered custom value

Update Practice-Specific Workflows

Navigate to the workflow folder matching the chosen practice. All workflows should be published. The only one requiring extensive editing is the Appointment Reminders Campaign.

Practice-specific workflow folder — all should be Published

Webhook — Global Validation Form Action (Appointment Reminders & Cancelled Workflow): Verify the webhook URL custom value is correct for the practice's timezone. If different from the GHL account, replace with the Pabbly timezone-adjusted webhook. Ensure all Custom Data fields use the correctly numbered custom values.

Verify webhook URL and custom data use correct practice numbering

Appointment Reminders Campaign — Content Updates:

• Before & Afters — replace with practice before/after images
• 1 Day Before — update with exterior image and patient testimonials
• Email 3 — update with exterior image and testimonials
• 4 Hours Before SMS — update with practice-specific content

Appointment Reminders Campaign — steps requiring content updates

Verify the Test Lead in GHL

Verify the test contact was created correctly in GHL with:

• Correct contact name, email, and phone number
• Opportunity created in the correct pipeline at the New Leads Warm Campaign stage

Test lead confirmed in GHL with opportunity in the correct pipeline

Create Practice Timezone Contact (If Applicable)

If the practice is in a different timezone than the GHL account, before booking the test appointment:

• Create a contact using the email address that will receive practice communications
• Set the contact's timezone to the practice's actual timezone

Book a Test Appointment

From the test lead's contact record, book an appointment using the correct Appointment Calendar for the practice.

Select the correct practice calendar — do not update contact timezone if it differs

Manually Execute All Automation Steps

After booking, manually execute all automation steps for the test contact. Monitor progress in the Enrollment History of each workflow — the contact should show as "Finished" or actively progressing through wait steps.

Workflow Enrollment History — test contact should show Finished or in progress

Final Review & Campaign Launch

• Ask Rochelle to review the full setup and confirm everything is functioning correctly
• Once Rochelle approves, the account is confirmed ready for launch
• Notify Dayane to proceed with launching the ad campaigns