Setting Up a New Client Account: An Example Walkthrough

4 min read

Let’s walk through the process of setting up a new client account, focusing on getting the details right, ensuring compliance, and connecting all the necessary pieces.

A new sub account is created automatically when a form with the customer information is sent and the project is added in ClickUp, therefore we just need to go to Gohighlevel portal by searching the account by its name.

Search the sub account #

Step 1: Setting Up the Business Profile #

Now, let’s get this info into the system.

  • Legal Business Name: Copy the exact legal business name from the official documents or Open Corporates and paste it into the ‘Legal Business Name’ field.
  • Physical Address: Do the same for the physical address – copy it precisely from the documents into the address fields.

Finding the Client’s Core Info #

First things first, we need the client’s basic information.

  • Start with Search: Your best friend in ClickUp (or our project management tool) is the search bar. Use it to quickly find the client’s space or relevant tasks.
  • Check the Client Directory: If you can’t find essential info like their EIN or legal documents easily, dive into the client directory (Google Drive > Shared Drives > PE Client > Client Directory).

Verify the Business Type #

We need to know if the business is an LLC, Corporation, etc.

  1. Use Open Corporates: If the business type isn’t obvious from the documents, head over to opencorporates.com
  2. Search: Enter the business name and the state (e.g., Ohio for our original example).
  3. Confirm: Look for the official listing to confirm their structure (e.g., “Domestic Liability Company” means LLC).

Complete the General Business Information #

  • Address Details: Double-check the ZIP code and ensure the address is complete.
  • Language: Set to English/English.
  • Business Niche: You can usually leave this as the default.
  • Contact Email: Ensure the main contact email is correct. The primary, billing, and notification emails can often be the same.
  • Business Type: Select the type you verified earlier (e.g., LLC).
  • Industry: Choose the appropriate category (e.g., Healthcare).
  • ID Type & Number: Select ‘EIN’ and paste the client’s EIN number in the PDF where we consulted the address and name of the business.
  • Region: Check ‘U.S.’ and ‘Canada’.
  • Other Settings: Make sure these are set correctly:
  • Merge Facebook Contacts: On
  • Disable Contact Time Zone: On
  • Gather Open Tracking Intelligence: On
  • Enabled deprecated features: Always checked on
  • In Tab Voicemail and Missed Call Text Back: verify Enabled Missed call text back is unchecked/Off

Step 2: Domain Set Up #

  1. Verify Competitor Absence: Check the CSM dashboard “Geo” tab to ensure the account does not have a direct competitor listed.
  2. Access DreamHost: Go to your DreamHost account.
  3. Navigate to DNS: Click on the “DNS” settings section.
  4. Add CNAME Record:
    • Click to add a “CNAME” record.
    • Enter the first part of the account’s desired website address. The second part will be your domain.
    • Point the CNAME to “sites.ludicruscloud.”
    • Click “Create” to save the record.
  5. Go to GHL (GoHighLevel): Log in to your GHL account and navigate to the specific account’s settings.
  6. Add Domain in GHL:
    • Go to the “Domains” section.
    • Click “Add Domain” and select “WordPress.”
    • Enter the CNAME record you created in DreamHost.

Verify Domain Addition: Confirm the domain has been added successfully in GHL.

Step 3: Funnel and Website Configuration #

  1. Identify Offer:
  • Return to the main account view in GHL and go to “Sites.”
  • Determine the campaign offer by reviewing the “OPT-IN TREATMENT DESCRIPTIONS” document.
  1. Select Funnel Template: Choose a funnel template that aligns with the identified campaign offer.
  2. Funnel Settings:
  • Go to the funnel’s “Settings.”
  • Rename the funnel “Spa Name + Offer” in ClickUp.
  • Remove any price tags from the funnel name or settings.
  • In the “Path,” enter the first part of the domain you added in Step 1.
  • Add the full domain name that you registered and click “Save.”
  1. Website Configuration: Repeat the same process for the website section within GHL.
  2. Edit Funnel:
  • Open the funnel in edit mode in a new tab.
  • Click on any broken image placeholders and upload the logo.
  • Copy the logo image link.
  • Close the funnel edit page.
  • Go to “Custom Values” and paste the logo link into the “Location Logo” field.
  • Open the official account website and make a right click over any title and select the option “Inspect” and take the fount color
  • Go to GHL and in custom values, add this hexadecimal color number.

Step 4: Product Setup #

  1. Deposit Submission – Add Products:
  • Go to the “Deposit Submission” section.
  • Click on “Products.”
  • Upload your product list using a CSV file.
  • Navigate back one level.
  1. Deposit Submission – @29 Setup:
  • Go to “Deposit Submission” again.
  • Set the price to “29” (or as specified).
  • Click “Save.”
  1. Full Payment Step – Add Product:
  • Go to the “Full Payment” step.
  • Click “Products.”
  • Click “Add Product.”
  • Enter the full offer price.
  • Click “Save.”
  1. Edit Initial 5 Steps:
  • Open the first five steps of the funnel.
  • In the “Full Payment” step, adjust the price to match the specific offer price.
  • Select the chart element and in the editor, choose “Deposit Success” as the success action.

Step 5: Link and Tracking Setup #

  1. Edit First 5 Steps – Link Addition:
  • Open each of the first five steps of the funnel for editing.
  • Add the relevant links to each step within your canvas.
  1. Hotjar Setup:
  • Go to your Hotjar account.
  • Add a new site in Hotjar.
  • Enter the opt-in link and complete the remaining site information.
  1. Hotjar Installation Validation:
  • Once all details are added in Hotjar, go back to the main Hotjar dashboard.
  • Validate the installation to ensure tracking is active.

Step 6: Getting a New Phone Number (Twilio) #

  • Search by Area Code: Start a search for a new number using that area code.
  • Find Local Exchanges: Look up the client’s address on a map. Identify the names of nearby towns or neighborhoods (e.g., Wetherington, Bethany, Old Westchester for the original example).
  • Select Best Number: Try to find an available number from one of those hyper-local exchanges. Choose the best fit.

Let’s set up the number we just acquired.

  • Edit Configuration: Go into the number’s settings.
  • Forwarding: Paste the standard call forwarding number into the ‘Forward calls to’ field.

Settings

  • Whisper Message: Turn OFF
  • Call Recording: Turn ON
  • Incoming Call Timeout: Set to 60 seconds. (Adjust per standard procedure).
  • Friendly Name: Update the “Caller ID Name” and replace it by our new phone number in this format “(501) 025 7536” to display correctly.

Step 7: Fill in the custom values  #

Updated on June 24, 2025
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