Every certificate on a countdown

The public website, online store, course platform and member directory are separate tools. GoHighLevel sits in the middle. It turns orders into records, puts each learner in a product pipeline, works out expiry dates, and runs the renewal and nurture emails. An AI receptionist covers the phone when the team is away.

• An Order custom object stores each purchase as its own record, keyed on a unique Order ID, with order date, items, item count and total amount.
• A many-to-many association links Contacts (Buyer) to Orders (Purchase), so one contact shows their full purchase history.
• A Create Associated Order record action maps the latest order fields into a new record, and a temporary tag stops the same order from being processed twice.
• A one-time backfill loaded the historical orders into the object before go-live.

• A WooCommerce Order Submitted trigger starts the router for every external store order.
• It checks for sponsored enrollments first, where an employer pays for a learner, then writes an order-details note.
• Branches handle advisor Gold and Platinum bundles, aging-in-place bundles and single courses. Each one puts the buyer in the right product pipeline and tags them.
• Members who join through the public directory come in by Zapier and get a Gold or Platinum tag from what they bought.

• Every course has its own pipeline: Purchased → In progress → Course completed → Expired.
• A day-calculation loop runs whenever an opportunity changes. A date formatter compares the Expiration Date with today, and a math step works out the days left and updates the opportunity or moves it to Expired.
• An expiry nurture emails each specialist on a fixed schedule around the expiration date.

• The LMS reports each completion through Zapier, which writes the Last Completed Course ID to the contact.
• A router with one branch per course ID (certifications, recertifications, dementia safety, grab bars, captioned and Spanish editions) handles each one.
• Each branch updates the contact, calculates the credential expiry date, sends the "Your app & credentials" email, alerts staff and writes a note.

• A Voice AI agent on GPT-4.1, with a warm and senior-friendly voice, answers when no specialist is free.
• The prompt is tight: greet, ask why they are calling, repeat it back, then collect and confirm the name and phone number.
• It never answers questions itself. Every question goes to a specialist on the callback, so it gives no wrong certification advice.
• Three post-call actions save the call reason and details to contact fields, so the team calls back with context.

• Each audience has its own lead-magnet form and nurture, with copy written for that buyer.
• The certification nurture waits for a trigger-link click after each email. A click stamps the engagement date, and a timeout sends the next email.
• Buying a course or booking a call removes the contact from nurture automatically.
• Website, directory and custom-quote forms post to Slack so the team sees them immediately.

Most pipelines track a learner through a product, not a sales deal. A follow-up pipeline sorts members into four categories by how they joined, and a B2B pipeline tracks outreach to agencies, health systems and home-modification programs.

• A two-email B2B sequence offers the certification to home-modification programs that struggle to hire occupational therapists. Replies range from course-outline requests to pushback from OT managers, which feeds back into positioning.
• A monthly newsletter, a post-conference campaign and 100 email templates in folders: renewals, the expiry series, advisor emails and review requests.
• 54 educational posts on falls, medication safety and bathroom injuries are queued in the Social Planner for Facebook, Instagram and LinkedIn.
• The shared inbox handles email, SMS and Instagram DMs: outreach replies, order and renewal questions, course-access requests and missed-call text-backs.

Live automations are grouped by job: email campaigns, forms and nurture, maintenance, order and course handling, and Zapier/API connections. Retired versions sit in an Inactive folder, so 90 published workflows are easy to tell apart from drafts and backups.