GoHighLevel SOP Add-On

18. Starting an Automation for an Already Uploaded Client List

Use this SOP when contacts are already inside GoHighLevel and the team needs to start the correct outreach workflow without re-importing the CSV. This is the exact process for launching automation from Contacts, Smart Lists, or Bulk Actions.

18.1 Purpose of This SOP

This SOP prevents the team from accidentally sending the wrong message to the wrong audience, launching too many contacts at once, or enrolling contacts before the list is clean.

Simple definition: this process is for contacts that are already uploaded into GHL. You are not importing a new list. You are selecting existing contacts and adding them to the correct workflow.

Use this when launching outreach to bookstores, libraries, book reviewers, podcasters, influencers, existing prospects, or any list uploaded earlier that now needs to be activated.

18.2 Before You Start: Confirm the List Is Ready
✓ Contacts are in the correct GHL sub-account
✓ Contacts have valid email addresses
✓ Contacts are segmented by vertical or campaign
✓ Correct workflow already exists
✓ Workflow is published, not draft
✓ Email copy inside workflow is correct
✓ Sending email address is connected
✓ A small test contact has already been run
Do not send one automation to every contact unless the whole list should receive the exact same message. If the uploaded contacts include bookstores, reviewers, podcasters, influencers, and general leads, segment them first.
18.3 Segment the Uploaded List First

If a list has already been uploaded, use tags, filters, or Smart Lists to isolate the exact people who should receive the same automation.

SegmentBest Filter or Smart ListWorkflow to Use
Bookstores / Librariesvertical-bookstore or source list contains bookstore/library contactsWF - Outreach Intake - Bookstores
Book Reviewersvertical-reviewer or source list contains reviewersWF - Outreach Intake - Reviewers
Podcasters / Influencersvertical-podcast-influencer or source list contains podcast/social contactsWF - Outreach Intake - Podcasters and Influencers
General Uploaded Outreach Leadsoutreach-new plus campaign/source tagUse only after confirming they all belong in one message track

How to Build the Smart List

  1. Go to Contacts.
  2. Click More Filters or Manage Filters.
  3. Filter by the correct tag, source, campaign, or custom field.
  4. Confirm the contact count looks reasonable.
  5. Click Save as Smart List.
  6. Name it clearly, for example: Bookstores - Ready for Outreach - May 2026.
18.4 Starting the Automation from Contacts
  1. Go to Contacts.
  2. Open the correct Smart List or apply the correct filters.
  3. Confirm the contacts showing are the exact group you want to automate.
  4. Select the contacts by checking the box on the left side of the table.
  5. If you want the full filtered list, click All Contacts Selected or the equivalent option that selects all contacts in that list.
  6. Click Trigger automation.
  7. The Add to automation modal will open.
FieldWhat to EnterExample
Action NameUse a clear campaign/batch name. This appears in tracking reports.Bookstore Outreach Launch - May 2026
WorkflowSelect the matching workflow for that audience segment.WF - Outreach Intake - Bookstores
ModeUse drip mode for large lists. Avoid “send all at once” for cold or semi-cold outreach.Send in drip mode
For large batches: do not send 2,000+ contacts all at once. Use drip mode so GHL adds people gradually and you protect deliverability.
18.5 Choosing the Right Send Mode
ModeWhen to UseRisk Level
Send All at OnceUse only for tiny batches, internal tests, or workflows that do not immediately send emails.High risk for large outreach lists.
Send at Scheduled TimeUse when James wants the campaign to start at a specific time or after final approval.Moderate risk if list is large.
Send in Drip ModeUse for most real outreach campaigns, especially lists over 100 contacts.Lowest and safest for deliverability.

Recommended Drip Settings

  • Small batch: 25 contacts every 15 minutes
  • Medium batch: 50 contacts every 30 minutes
  • Large batch: 50–100 contacts every 60 minutes, depending on sender reputation and prior performance
18.6 Test Before Launching the Full List
  1. Create or identify a test contact with James’ or the team’s email address.
  2. Add the same tags and fields the real contacts have.
  3. Trigger the exact workflow on the test contact.
  4. Confirm Email 1 arrives correctly.
  5. Check merge fields such as first name, organization, book interest, and links.
  6. Check that the contact moves to the correct pipeline stage.
  7. Check that the right tags are added and removed.
  8. Confirm the reply-stop logic is working if the workflow uses it.
Only launch the real list after the test contact works correctly.
18.7 What to Monitor During the Launch
  1. Go to Bulk Actions to monitor progress.
  2. Check whether contacts are being added successfully.
  3. Look for failed actions or errors.
  4. Open a few contact records to confirm workflow history.
  5. Watch Conversations for replies.
  6. Pause or stop the campaign if there is a message, link, audience, or bounce issue.
Never set it and forget it. The first hour tells you whether the setup is clean.
18.8 What to Do After People Reply
  1. Open the conversation and read the full reply.
  2. If the workflow does not automatically stop on reply, manually remove the contact from the outreach workflow.
  3. Add tag: outreach-replied.
  4. Move opportunity to Replied / Needs Response.
  5. If they show interest, add tag: outreach-warm.
  6. Move opportunity to Interested / Warm.
  7. Create a follow-up task for Chiara, Periscal, or James.
  8. Use the correct warm reply template for bookstores, reviewers, or podcasters/influencers.
18.9 If the Workflow Does Not Appear in the Dropdown
  1. Go to Automation > Workflows.
  2. Make sure the workflow exists in the same sub-account as the uploaded contacts.
  3. Open the workflow and confirm it is Published.
  4. Confirm the workflow is not paused.
  5. Confirm the workflow can accept manual/bulk enrollment.
  6. Confirm the workflow has valid actions and no broken email steps.
  7. Refresh Contacts and try again.
Common issue: the workflow exists but is still in draft mode. Publish it before trying to add contacts from Contacts.
18.10 Internal Update Message After Launch

Subject: Book Outreach Automation Launched

Hi James,

I launched the [vertical/campaign name] automation today for [number] contacts.

Workflow used: [workflow name]
Send mode: [drip mode / scheduled / all at once]
Smart List or filter used: [list name]
First send started: [date/time]

I tested the workflow before launch and will monitor replies, errors, bounces, and warm leads. I’ll move interested replies into the correct pipeline stage and assign anything needing your personal response.

— Chiara / Periscal

18.11 Final Checklist Before Clicking “Add to Automation”
✓ Correct Smart List selected
✓ Correct number of contacts selected
✓ Contacts are segmented by vertical
✓ Correct workflow selected
✓ Action name is clear
✓ Drip mode selected for large lists
✓ Test contact has worked
✓ Email links and merge fields checked
✓ Workflow is published
✓ Monitoring plan is ready
Final rule: if you are not sure whether the whole selected list should receive that exact message, stop and segment the list again.
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