ACTA Football · GoHighLevel
Build instruction for the GoHighLevel automations specialist. Structural cleanup first, then the rules governing every booking, rebooking and reschedule, then how the pipelines stay in sync — and one open question about the current architecture.
Anything in this typeface is a literal value inside the CRM — a pipeline, stage, or calendar. Type it exactly as written. All stage names here were read from the live pipeline settings on 9 September 2026.
action marks something to change, delete or merge. confirm marks something to check before building.
PEM throughout means the Player Evaluation Meeting pipeline.
The existing automations live in a folder called New Sales Architecture 2026. You have a free hand with them.
Repair or rebuild. If you can get the pre-call engagement process behaving correctly by fixing the workflows already there, do that. If you judge it faster or more robust to switch that folder off entirely and build the whole process fresh against this spec, do that instead — ACTA would rather have it rebuilt and right than patched and fragile.
Make the call early: look at what exists, read this document, then decide. The measure is that it works, and works immediately. Nothing here is attached to the current implementation.
ACTA runs a two-call sales process with a follow-up call after the second. The first call is the Player Development Session (PDS), the second is the Player Evaluation Meeting (PEM) — the closing call.
PDS Pipeline and PDS Confirmation & Qualification are the same pipeline twice over — the second carries extra stages tracking pre-call engagement. A prospect booking an initial meeting lands in both. Player Evaluation Meeting is the closing call and comes later.
| PDS Confirmation & Qualification | PDS Pipeline | Player Evaluation Meeting |
|---|---|---|
Call booked | Call Booked | Call Booked |
Contacted - NC | — | — |
NC within 24 hours | — | — |
Confirmed | — | — |
Qualified | — | — |
No Show | No Show | No Show |
Cancelled | Cancelled | Cancelled |
Pending Reschedule | Pending Reschedule | Pending Reschedule |
Rescheduled PDS Appt | Rescheduled PDS Appt | Rescheduled |
DQ | DQ | DQ |
Qualified - Player Evaluation Not Booked | Qualified - Player Evaluation Not Booked | — |
Qualified - Player Evaluation Booked | Qualified - Player Evaluation Booked | — |
| — | Follow Up - Player Evaluation Call Booked delete | — |
| — | — | Call Completed - Not Closed |
| — | — | Call Completed - Follow Up Booked |
Deposit | Deposit | Deposit |
Won | Won | Won |
Lost | Lost | Lost |
| Calendar | ID | Feeds |
|---|---|---|
ACTA Player Development Session | AVnCdHE5MgQpF4q4t6Xl | Both PDS pipelines |
ACTA Player Development Session | xCH2v6k2AKGUQb12NXuo | Both PDS pipelines |
ACTA Player Evaluation Meeting | K7EtYcZb3wwKtYM72b5e | PEM pipeline + stage change in the PDS pair |
Follow Up - ACTA Player Evaluation Meeting | hHD2MGGb5jMwouPNxEE4 | PEM pipeline — follow-up bookings |
ACTA Onboarding Meeting | lXE04vrbONLxGRFiIs07 | Currently an onboarding pipeline repoint |
The two PDS calendars are interchangeable for automation purposes. Every rule referencing "a PDS calendar" applies to either.
Two pieces of structure are wrong and should be corrected before the rules in Part Two are built on top of them.
ACTA Onboarding Meeting calendar lXE04vrbONLxGRFiIs07 creates an opportunity in a separate onboarding pipeline. Prospects should never enter that pipeline.ACTA Onboarding Meeting calendar lXE04vrbONLxGRFiIs07 moves the opportunity to Call Completed - Follow Up Booked in the Player Evaluation Meeting pipeline — the same outcome as booking through the Follow Up - ACTA Player Evaluation Meeting calendar hHD2MGGb5jMwouPNxEE4.ACTA Onboarding Meeting calendar lXE04vrbONLxGRFiIs07 itself stays live and in use. It is the onboarding pipeline and its opportunity-creating workflows that go.PDS Pipeline, Follow Up - Player Evaluation Call Booked duplicates Qualified - Player Evaluation Booked. It has no counterpart in the Confirmation & Qualification pipeline, so the two pipelines cannot mirror each other cleanly.Follow Up - Player Evaluation Call Booked into Qualified - Player Evaluation Booked.Qualified - Player Evaluation Booked instead.Follow Up - Player Evaluation Call Booked.
The requirement in one line: a booking automation must fire on a genuine new booking and must not fire again when the same person reschedules or moves stage.
What is happening now, and is wrong: pre-call engagement email sequences are firing on reschedules and on stage changes. They should fire on a genuine new booking and on nothing else. A prospect who simply moves an existing appointment is currently misjudged as a brand-new booking and is sent the new-booking sequence a second time. That is a live fault hitting real prospects. It is not the intended design and no part of it should be preserved.
Something in the account is causing that misjudgement, and finding it is part of the job. One or more automations are treating an existing prospect as new and triggering the new-booking workflow. ACTA's suspicion — unconfirmed, so verify rather than assume — is that the pipeline-syncing automations are implicated: a sync writes a stage change, and that stage change can look like a fresh booking event to a downstream trigger. Work through everything in New Sales Architecture 2026, establish what is actually firing and why, and switch off whatever is producing the fault.
You are not obliged to preserve any of it. Turning the whole folder off and rebuilding against this spec is an acceptable outcome if that is the faster route to correct behaviour.
| # | Route | Booking or rebooking |
|---|---|---|
| 1 | The prospect books themselves through the booking link for either ACTA Player Development Session calendar — AVnCdHE5MgQpF4q4t6Xl or xCH2v6k2AKGUQb12NXuo | Either |
| 2 | The prospect reschedules from the Google calendar event itself, using the reschedule link on the invitation rather than going back to a booking page | Rebooking |
| 3 | A sales rep books on the prospect's behalf: opens the contact record in the CRM, goes to the Appointments section, and books against either ACTA Player Development Session calendar — AVnCdHE5MgQpF4q4t6Xl or xCH2v6k2AKGUQb12NXuo | Either |
PDS Pipeline?The question is "has this person got, or ever had, a call booked with us" — expressed concretely as an existing opportunity in the PDS Pipeline. It is not about whether the appointment record is new.
Whether the two sequences sit in one automation with a branch or in two separate automations is the specialist's call. What is not optional is that the paths are distinct and driven by different triggers.
The first-versus-repeat split applies identically to the closing call and to follow-ups. The copy is largely the same in each pair; the difference is a variation acknowledging the reschedule.
| Situation | Sequence |
|---|---|
First PDS booking. No opportunity for this contact exists in the PDS Pipeline, and they have never had a PDS meeting or a call booked with ACTA. | New-booking PDS sequence |
Any PDS rebooking, by any route. An opportunity for this contact already exists in the PDS Pipeline, or they have already had a PDS meeting or a call booked with ACTA. This holds whatever stage they are currently sitting in — including No Show, Cancelled, Pending Reschedule or Rescheduled PDS Appt — and whichever of the three routes in 2.1 they used. | Returning PDS sequence |
| First PEM booking. Original opportunity, no prior Player Evaluation Meeting booked. | PEM first-booking sequence |
| Any PEM rebooking, by any route. A Player Evaluation Meeting has already been booked for this contact at some point — rescheduled, cancelled, no-showed, or otherwise. | PEM rebooking sequence |
ACTA Player Evaluation Meeting K7EtYcZb3wwKtYM72b5e.Call Booked.Qualified - Player Evaluation Booked.Qualified - Player Evaluation Booked.A follow-up is booked after the Player Evaluation Meeting has happened. Three routes, one outcome.
Follow Up - ACTA Player Evaluation Meeting calendar hHD2MGGb5jMwouPNxEE4 while still on the Player Evaluation Meeting, and the prospect books their slot there and then.
Follow Up - ACTA Player Evaluation Meeting calendar hHD2MGGb5jMwouPNxEE4.
ACTA Onboarding Meeting calendar lXE04vrbONLxGRFiIs07. Once the work in 1.1 is done this produces exactly the same outcome as routes 1 and 2, rather than creating an opportunity in the onboarding pipeline as it does today.
Call Completed - Follow Up Booked in the Player Evaluation Meeting pipeline.
One prospect exists as an opportunity in more than one pipeline, so a stage change in one has to propagate. These rules come from ACTA's existing sync spec, checked here against the live stage lists.
1. A stage that exists in only one pipeline has no sync bearing. Landing in it causes no stage change anywhere else. That covers every stage unique to PDS Confirmation & Qualification, and every stage unique to the Player Evaluation Meeting pipeline.
2. A mirrored move is unconditional — it does not depend on where the opportunity currently sits. When a sync moves an opportunity to a stage, it goes there from whatever stage it is in. Worked example: a Player Evaluation Meeting is booked, so the PDS Pipeline moves to Qualified - Player Evaluation Booked. The PDS Confirmation & Qualification opportunity must move to its matching Qualified - Player Evaluation Booked regardless of its current stage — including straight out of NC within 24 hours, Contacted - NC, Confirmed or Qualified. Do not build preconditions or ordering assumptions into the sync; there is no required path through the stages.
Four live stages were never given an explicit sync rule. Applying principle 1 above: Rescheduled, Call Completed - Not Closed and Call Completed - Follow Up Booked exist only in the Player Evaluation Meeting pipeline, so they propagate nowhere. Rescheduled PDS Appt exists in both PDS pipelines, so it syncs bidirectionally between them like the other shared PDS stages, and does not touch PEM. This is inferred rather than separately confirmed. confirm
A single shared status: moving into one of these in any pipeline moves the corresponding opportunities in the others to the same stage.
| Stage | PDS Conf & Qual | PDS Pipeline | PEM |
|---|---|---|---|
DQ | yes | yes | yes |
Deposit | yes | yes | yes |
Won | yes | yes | yes |
Lost | yes | yes | yes |
Bidirectional. A move in either moves the other; PEM is untouched.
| Stage in both pipelines | Direction |
|---|---|
Call Booked | Both ways |
No Show | Both ways |
Cancelled | Both ways |
Pending Reschedule | Both ways |
Qualified - Player Evaluation Not Booked | Both ways |
Qualified - Player Evaluation Booked | Both ways |
Rescheduled PDS Appt | Both ways confirm |
Each of these exists in one pipeline only, so by principle 1 above, moving into any of them causes no stage change anywhere else.
| Stage | Exists only in |
|---|---|
Contacted - NC | PDS Confirmation & Qualification |
NC within 24 hours | PDS Confirmation & Qualification |
Confirmed | PDS Confirmation & Qualification |
Qualified | PDS Confirmation & Qualification |
Rescheduled | Player Evaluation Meeting |
Call Completed - Not Closed | Player Evaluation Meeting |
Call Completed - Follow Up Booked | Player Evaluation Meeting |
Note the asymmetry this creates, and build for it: an opportunity can be sitting in one of the Confirmation & Qualification-only stages when a sync arrives from elsewhere. It moves out of that stage without ceremony — see principle 2.
The automations live in an automations folder called New Sales Architecture 2026, containing two subfolders: PDS Pipeline and Player Evaluation Pipeline. Known workflows include:
PDS Appointment Booked + Rescheduled — carries much of the pre-call engagement contentPlayer Evaluation Appointment Booked + Reschedule — the PEM equivalentPlayer Evaluation Follow Up Appointment BookedAlongside these sit roughly thirty separate workflows whose only job is syncing stages between pipelines — one per combination.
Thirty workflows to maintain one behaviour looks like the wrong shape, but that is an outside view and it may be the right call in GoHighLevel. Review it and say plainly whether a smaller, more maintainable structure achieves the same result — and if so, what it looks like. If thirty is genuinely the correct approach in this platform, say that too, and it stays.
Two things worth weighing. Custom code is on the table: ACTA has previously built pipeline syncing by hand in code rather than as workflows, and that may well be the cleaner route here — a single implementation of one rule, instead of thirty copies of it drifting apart. And the sync workflows are a suspect in the misfiring described in Part Two, so whatever replaces them should be built so that a sync-driven stage change cannot be mistaken for a new booking downstream.
1. One inferred sync rule. The four stages that had no explicit rule are resolved in Part Three by applying ACTA's stated principle, not by separate instruction. The one worth a second look is Rescheduled PDS Appt, which this spec syncs bidirectionally across the two PDS pipelines because it exists in both.
2. Sequence names. This spec defines which sequence fires and when. The four sequences — new-booking PDS, returning PDS, PEM first-booking, PEM rebooking — exist in the CRM but have not been named here. Match them by function when building.
3. The copy itself is believed correct and already written. Part of the job is confirming that the right existing copy is attached to the right trigger, rather than writing anything new.