GHL Book Outreach System

1. What This System Must Accomplish

This is not “blast email.” It is a clean outreach engine: organized contacts, clear segmentation, threaded follow-up, visible pipeline stages, and consistent notes so James can see who is active, interested, or closed.

Vertical	Goal	Success Signal
Bookstores	Introduce Just Sayin’ and InnerShift, invite wholesale or bulk orders, and start conversations with buyers or event coordinators.	Bookstore replies, buyer referrals, requested sell sheet, bulk order interest, event inquiry.
Book Reviewers	Offer a digital review copy, identify genuine fit, and request honest review consideration.	Review copy requested, review accepted, review posted or scheduled.
Podcasters & Influencers	Pitch James as a guest or collaborator around relationships, spiritual care, dating, emotional health, and purpose.	Guest booking, interview inquiry, influencer collaboration, social feature, book mention.

2. Who Does What

Person	Primary Duties
Chiara	Prepare/import CSVs, build and maintain lists, create or refine sequences, launch outreach batches, review replies, update opportunities, assign follow-ups, report weekly results.
Periscal	Reuse the same SOP to build and launch outreach batches, help improve messaging based on response rates, monitor engagement trends, and suggest tests by vertical.
James	Approve final copy, provide books/media assets, handle warm replies that need author voice, conduct podcast appearances, finalize bookstore opportunities.

3. CRM Architecture to Build in GoHighLevel

3.1 One Outreach Pipeline

Create a pipeline named: Book Publicity & Sales Outreach.

Stage	Meaning	Action
1. Imported / Not Started	Contact is in GHL but not yet enrolled in an outreach sequence.	QA contact fields and tags.
2. Ready to Launch	Cleaned and approved for outreach.	Add to correct sequence or tag-start workflow.
3. Outreach Active	Email 1 sent; sequence running.	Monitor replies and engagement.
4. Replied / Needs Response	A real reply came in.	Stop automation if needed; reply manually or assign to James.
5. Interested / Warm	Prospect asked for materials, a review copy, booking details, or bulk-order information.	Send next-step information and set a follow-up task.
6. Booked / Materials Sent	Podcast booked, digital review copy sent, or bookstore packet sent.	Track next action and due date.
7. Closed / Won	Meaningful outcome achieved.	Record result.
8. Closed / No Response	No engagement after the full sequence.	Archive or re-engage later with a new campaign.

3.2 Tags to Use

Tag Type	Recommended Tags
Vertical	vertical-bookstore vertical-reviewer vertical-podcast-influencer
Campaign	campaign-book-outreach-2026
Status	outreach-ready outreach-active outreach-replied outreach-warm closed-no-response
Launch Tags	launch-bookstore-outreach launch-reviewer-outreach launch-podcast-outreach

3.3 Custom Fields to Create

Organization Name
Contact Role / Title
Vertical
Source List
Instagram / Social Handle
Website URL
Book Interest
Last Outreach Batch
Notes / Personalization Angle

4. CSV Preparation and Import SOP

4.1 Minimum CSV Columns

Column	Required?	Notes
First Name	Preferred	Use when available for personalization.
Last Name	Optional	Use if known.
Email	Required	Primary outreach field.
Phone	Optional	Do not use SMS unless specifically approved and compliant.
Organization Name	Preferred	Bookstore, podcast, review outlet, or influencer brand.
Website URL	Preferred	Useful for QA and personalization.
Social Handle	Optional	Useful for influencers and podcasters.
Vertical	Required	Bookstore, Reviewer, or Podcast/Influencer.
Source List	Required	Name of uploaded file or research batch.
Notes / Personalization	Optional	Useful angle for manual edits.

4.2 Exact Import Steps

Open the correct GoHighLevel sub-account.
Go to Contacts.
Click Import Contacts.
Choose Contacts only unless James specifically wants opportunities created during import.
Upload the CSV file.
Choose the correct import type: add new contacts or update existing contacts.
Map every CSV column to the correct standard field or custom field.
Apply the correct vertical and campaign tags.
Create a Smart List for the import when useful.
Do not enroll real prospects into a live workflow until the list has been QA checked.
Submit the import and review any rejected or duplicate rows.

Rule: Never sacrifice list cleanliness for speed. A bad import creates bad reporting, weak personalization, and needless deliverability problems.

5. Smart Lists to Create

Bookstores - Ready to Launch: vertical-bookstore + outreach-ready
Reviewers - Ready to Launch: vertical-reviewer + outreach-ready
Podcasters & Influencers - Ready to Launch: vertical-podcast-influencer + outreach-ready
All Replied - Needs Manual Response: outreach-replied
Warm Opportunities: outreach-warm
No Response - Recycle Later: closed-no-response

6. Recommended Outreach Method: Email Sequences

Use Marketing > Emails > Sequences for the core three-email outreach series. Build one sequence for each vertical:

SEQ - Bookstores - Book Sales Outreach
SEQ - Reviewers - Digital Review Copy
SEQ - Podcasters & Influencers - Guest / Collaboration

Build Instructions

Go to Marketing > Emails > Sequences.
Click New Sequence.
Name it using the naming convention above.
Create Email Step 1 using the approved copy below.
Add a delay before Email Step 2.
Create Email Step 2.
Add a second delay before Email Step 3.
Create Email Step 3.
Turn on Stop on Reply when available.
Test with internal email addresses before enrolling real contacts.

7. Supporting Workflows to Build

Build three launch workflows so a tag can prepare the contact, create/update an opportunity, and enroll or route the contact into the correct outreach path.

7.1 Workflow: Bookstores

Go to Automation > Workflows.
Click + Create Workflow > Start from Scratch.
Name it WF - Outreach Intake - Bookstores.
Add Trigger: Contact Tag Added = launch-bookstore-outreach.
Add Action: Create/Update Opportunity. Pipeline = Book Publicity & Sales Outreach. Stage = Outreach Active.
Add Action: Add Tag = outreach-active.
If available, enroll in SEQ - Bookstores - Book Sales Outreach. Otherwise launch the sequence manually from the filtered Smart List or bulk action.
Optional: add an internal notification for high-value batches.
Save, publish, and test with one internal contact first.

7.2 Workflow: Reviewers

Name it WF - Outreach Intake - Reviewers.
Trigger: Contact Tag Added = launch-reviewer-outreach.
Create/update opportunity in the outreach pipeline at Outreach Active.
Add tag outreach-active.
Enroll in SEQ - Reviewers - Digital Review Copy if the account supports it, or launch manually from Smart Lists.
Save, publish, and test.

7.3 Workflow: Podcasters & Influencers

Name it WF - Outreach Intake - Podcasters and Influencers.
Trigger: Contact Tag Added = launch-podcast-outreach.
Create/update opportunity in the outreach pipeline at Outreach Active.
Add tag outreach-active.
Enroll in SEQ - Podcasters & Influencers - Guest / Collaboration if supported, or launch manually.
Save, publish, and test.

8. How to Launch a Batch

Import the CSV into Contacts.
Review the Smart List for missing emails, duplicates, bad names, or incorrect vertical tags.
Confirm that personalization fields are sensible.
Move or tag the approved contacts as outreach-ready.
Add the correct launch tag or enroll manually into the correct sequence.
Confirm the first messages send correctly on a small internal or pilot batch.
Launch the full approved batch.

✓ Imported correctly

✓ Correct tags applied

✓ Sequence tested

✓ Opportunities created

✓ Reply-handling plan ready

✓ James alerted to warm prospects

9. Reply Handling SOP

When a prospect replies:

Read the full reply carefully.
Move the opportunity to Replied / Needs Response.
Add the tag outreach-replied.
Remove or pause any active launch tag or sequence if needed.
Respond manually using the approved warm-response templates or assign the reply to James when author voice is needed.
If interested, move to Interested / Warm and add outreach-warm.
Create a task with the next due date.

Non-negotiable: A human reply changes the contact from “automation” to “relationship.”

10. Approved Three-Email Copy by Vertical

10.1 Bookstores - Three Email Sequence

Email 1 Subject: Books your customers may actually talk about

Hello {{contact.first_name}},
I’m reaching out on behalf of Dr. J. R. Andrews, author of Just Sayin’ and InnerShift: Spiritual Care in the Age of Distraction.
These are books built for real conversation. Just Sayin’ speaks directly to modern dating, trust, discernment, and relationship patterns in a sharp, culturally aware voice. InnerShift addresses spiritual health, distraction, burnout, and the need for deeper inner alignment.
We are connecting with bookstores that curate thoughtful, discussion-worthy titles for readers who want more than surface-level inspiration.
Would your store be open to reviewing information for possible shelf placement, bulk ordering, or an author conversation/event opportunity?
I’d be happy to send a short title sheet and ordering details.
Warmly,
Chiara
InnerShift360 Team

Email 2 Subject: Following up on Dr. Andrews’ books

Hello {{contact.first_name}},
I wanted to follow up in case my earlier note got buried.
Dr. Andrews’ books may be a strong fit for bookstores serving readers interested in relationships, faith, personal growth, emotional wellness, and culturally grounded conversation.
We can send:
• Book summaries
• Author background
• Ordering information
• Bulk purchase or event discussion details
Would it be helpful for me to send the bookstore packet?
Best,
Chiara
InnerShift360 Team

Email 3 Subject: Should I close the loop?

Hello {{contact.first_name}},
I know bookstore inboxes stay busy, so I’ll keep this brief.
Should I:
1. Send the title and ordering materials,
2. Follow up at a better time, or
3. Close the loop for now?
Thank you for considering Dr. J. R. Andrews’ work.
Warmly,
Chiara
InnerShift360 Team

10.2 Book Reviewers - Three Email Sequence

Email 1 Subject: Review copy opportunity: Just Sayin’ / InnerShift

Hello {{contact.first_name}},
I’m reaching out from the InnerShift360 team with a review-copy opportunity for one or both of Dr. J. R. Andrews’ books:
• Just Sayin’ — a direct, culturally sharp book on dating, trust, emotional clarity, and relationships
• InnerShift: Spiritual Care in the Age of Distraction — a timely reflection on spiritual health, distraction, burnout, and inner alignment
We are identifying reviewers whose audiences engage with relationships, faith, emotional wellness, self-awareness, or purpose-driven living.
Would you be open to receiving a digital review copy for honest consideration?
If so, I can send the best-fit title immediately.
Warmly,
Chiara
InnerShift360 Team

Email 2 Subject: A digital review copy for your consideration

Hello {{contact.first_name}},
I wanted to circle back on the review-copy invitation.
If either title aligns with your audience, we would be glad to send a digital copy for possible review, feature, or recommendation. There is no pressure for a positive review — only honest consideration if the book genuinely fits your platform.
Would you prefer:
• Just Sayin’,
• InnerShift,
• or both?
Best,
Chiara
InnerShift360 Team

Email 3 Subject: Final check on review-copy interest

Hello {{contact.first_name}},
I’ll make this my last follow-up for now.
Would you like a digital review copy of Just Sayin’, InnerShift, or both for consideration?
If not, no worries at all — I appreciate your time.
Warmly,
Chiara
InnerShift360 Team

10.3 Podcasters and Influencers - Three Email Sequence

Email 1 Subject: Guest idea for your audience: relationships, trust, and spiritual health

Hello {{contact.first_name}},
I’m reaching out on behalf of Dr. J. R. Andrews — author, speaker, chaplain, and creator of InnerShift360.
He speaks with clarity, warmth, and edge on topics that fit many modern audiences:
• Dating and distrust in the current relationship climate
• Why safety matters, but cannot become the whole playbook
• Spiritual care in an age of anxiety, distraction, and emotional fatigue
• Purpose, healing, and whole-life alignment
His books, Just Sayin’ and InnerShift: Spiritual Care in the Age of Distraction, give him rich material for meaningful, highly shareable conversations.
Would you be open to exploring Dr. Andrews as a guest, interview subject, or collaborator for your platform?
I can send a short pitch sheet, sample topics, and media details.
Warmly,
Chiara
InnerShift360 Team

Email 2 Subject: Dr. Andrews could be a strong fit for your platform

Hello {{contact.first_name}},
I wanted to follow up on my earlier note.
Dr. Andrews brings a rare mix of pastoral depth, cultural fluency, relationship insight, and practical language that can create strong podcast episodes, reels, or interview moments.
Potential conversation angles include:
• “When mistrust becomes a dating strategy”
• “Why emotional safety is not the same as emotional shutdown”
• “Spiritual fatigue in a distracted age”
• “The inner work people avoid before they ask for love”
Would it be useful for me to send the media kit and guest-topic sheet?
Best,
Chiara
InnerShift360 Team

Email 3 Subject: Should I send the guest details?

Hello {{contact.first_name}},
Just making one final check.
Would you like me to send Dr. J. R. Andrews’ podcast guest materials and suggested interview topics, or should I close the loop for now?
Thank you for considering him.
Warmly,
Chiara
InnerShift360 Team

11. Manual Reply Templates for Warm Responses

11.1 Reviewer Says Yes - Send Digital Copy

Subject: Digital review copy attached / ready

Hello {{contact.first_name}},
Wonderful — thank you for your interest.
I’m sending the requested digital review copy of {{custom.book_interest}} for your consideration. We appreciate honest engagement with the work and would be grateful for any review, recommendation, or feature you feel is appropriate after reading.
If helpful, I can also send:
• A short author bio
• Book description
• Social handles and website
• Suggested pull quotes or discussion angles
Thank you again,
Chiara
InnerShift360 Team

11.2 Bookstore Requests More Info

Subject: Bookstore packet for Dr. J. R. Andrews’ titles

Hello {{contact.first_name}},
Thank you for your interest.
I’m sending more information on Dr. J. R. Andrews’ titles, including the book summaries, audience fit, ordering discussion points, and author/event possibilities. Both Just Sayin’ and InnerShift are built for readers who appreciate thoughtful, conversation-starting work.
Please let us know what would be most useful next:
• Shelf-placement discussion
• Bulk-order information
• Author event or store conversation
• Additional title materials
Warmly,
Chiara
InnerShift360 Team

11.3 Podcaster / Influencer Requests Details

Subject: Dr. J. R. Andrews guest details

Hello {{contact.first_name}},
Thank you for your interest in Dr. Andrews.
I’m sending his guest details, suggested episode angles, and background. He is especially strong in conversations around modern dating, trust, emotional safety, spiritual health, purpose, and the inner work people often avoid.
A few strong topic directions:
• The good and bad of distrust in modern dating
• Why people default to protection over connection
• Spiritual care in a distracted age
• What relationships reveal about our unfinished inner work
Please let us know if you’d like to explore scheduling.
Best,
Chiara
InnerShift360 Team

12. Deliverability and Compliance Rules

Use accurate contact data and avoid sending to obviously weak or malformed addresses.
Send in manageable batches rather than dumping large cold lists into one launch.
Keep messaging personalized and relevant to the recipient’s role.
Do not use SMS for cold outreach unless James expressly approves the compliance path.
Stop or adjust sequences when a real response arrives.
Track unsubscribes, bounces, replies, and warm leads weekly.

13. Weekly Reporting Dashboard

Metric	Report Weekly
Contacts imported	Total by vertical
Contacts launched	Total by sequence
Email 1 sent	Per vertical
Replies	Total and reply rate
Warm leads	Interested bookstores, reviewers, podcasters/influencers
Digital review copies requested	Count and next-step status
Podcast or collaboration inquiries	Count and pending action
Bookstore packet requests	Count and next-step status
Bounces / unsubscribes	Watch for list quality and sender reputation issues
Recommended copy tests	What to tweak next week

14. Pre-Launch and Daily Checklists

14.1 Pre-Launch QA

✓ Correct CSV selected

✓ Duplicates reviewed

✓ Email fields valid

✓ Vertical tag applied

✓ Campaign tag applied

✓ Smart List built

✓ Sequence tested internally

✓ Workflow published and tested

✓ Opportunity stages verified

✓ Launch batch approved

14.2 Post-Launch Daily

✓ Review new replies

✓ Update opportunity stages

✓ Stop automation where needed

✓ Send warm-response materials

✓ Assign James author-level replies

✓ Track notable wins and objections

✓ Note copy patterns that perform

✓ Report any deliverability issue fast

15. Naming Conventions

Asset	Naming Format
Sequence	SEQ - [Vertical] - [Purpose]
Workflow	WF - Outreach Intake - [Vertical]
Smart List	[Vertical] - [Status]
Campaign Tag	campaign-book-outreach-2026
Launch Tag	launch-[vertical]-outreach

16. Final Operating Standard

The goal is not volume for volume’s sake. The goal is an organized outreach system that creates real conversations, meaningful reviews, credible guest opportunities, and bookstore interest that can help move books.

Chiara and Periscal should optimize for: clean lists, segmented messaging, consistent follow-up, fast warm-lead handling, and clear weekly reporting.