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.
- Use Open Corporates: If the business type isn’t obvious from the documents, head over to
opencorporates.com - Search: Enter the business name and the state (e.g., Ohio for our original example).
- 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: 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 3: Domain Set Up #
- Product Addition:
- Add products to the sub account.
- Upload product data using the CSV file provided by Patrick.
- Full Payment Page:
- Add products to the full payment page.
- Set the price for each product.
Step 4: Website and Funnels #
- Check Their Site: Take a quick look at the client’s actual website. Do they have a Privacy Policy page?
- Internal Template: If they don’t have a privacy policy on their site (which happens often!), we’ll need to use our internal website template later in the process. This ensures compliance for things like A2P registration.