Client Onboarding Overview

Get a complete overview of the AVA client onboarding process with GoHighLevel — from defining your niche and building snapshots, to configuring sub-accounts, assigning phone numbers, and running test calls before launch.

Overview

This guide provides a full overview of the AVA client onboarding process using GoHighLevel (GHL).
You’ll see how to move from niche definition, snapshot creation, and client acquisition, all the way through technical setup, number assignment, workflow updates, and test calls.

By the end, you’ll know exactly what steps are involved and how they fit together — so you can confidently onboard clients from start to finish.

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Step-by-Step Setup

Steps

1. Define Your Niche

   Before you do anything else, define the niche or vertical you’re targeting — for example, real estate, coaching, or financial services.
   A clear niche will guide everything: your automation, pipeline stages, messaging, and even what AVA says on the call.

   Start by answering a few critical questions:

   • What automations do I need for this niche?
   • What pipeline structure makes the most sense?
   • What calendar setup will the client expect?
   • What kind of contact data structure is required?

   You may also need to define custom fields — for example:

   • Client Type, with values like Prospect, Associate, or Team
   • Product Type, with options like Investment or Insurance

   Getting this right ensures AVA’s conversations and your CRM workflows are aligned — so your setup feels personalized and professional from day one.

2. Build a Custom Snapshot

   Once you know your niche, it’s time to build a custom GoHighLevel snapshot.
   This should include your core workflows, CRM stages, calendar settings, AVA scenario, and any automation you want to preload.

   Think of this snapshot as the starter kit you’ll reuse for every client in this niche.

3. Find a Client

   Once your snapshot is ready, your next step is to find a client. This is where your sales process kicks in.
   You should be clear on who you’re targeting and what problem AVA is solving for them — whether it’s missed calls, poor lead follow-up, or low booking rates.

   Use proven outreach strategies like lead-to-Steve, voicemail drops, or referrals to book sales calls.
   Once you’ve closed the deal, you’re ready to move on to setup.

4. Create a Sub-Account in GoHighLevel

   Inside your GHL agency dashboard, create a new sub-account for your client.
   This gives them their own environment for CRM activity, calls, and automation.

   After creation, upload the snapshot you built in the previous step into the new sub-account.

5. Connect the Sub-Account to AVA

   Open the AVA platform and go to the Account Manager. This is where you can add and manage sub-accounts.

   Before pulling in any client accounts, make sure your agency’s AVA account is linked to your main agency sub-account in GoHighLevel — not a client account.

   Once that connection is in place, you can pull in your clients’ sub-accounts after they’ve been created in GoHighLevel or if they already exist.

   Only then can you switch into a client’s sub-account in AVA to start configuring voice agents and project settings.

6. Assign a Phone Number

   Before launching any calls, you need to assign a phone number to your AVA sub-account.

   • From the AVA home screen, use the account switcher to go into the desired sub-account.
   • You can either generate a new number directly inside AVA — including choosing your preferred area code — or import an existing number from Twilio.
   • Imported Twilio numbers require your Twilio account ID, auth token, and the number itself.

   Once added, the number can be assigned to both inbound agents and outbound campaigns.

   ⚠️ Important: Always check number quality before using it. Look it up on RoboKiller, Should I Answer, or search in Google to see if it’s been flagged as spam. Replace flagged numbers right away.

7. Assign Numbers to Agents and Campaigns

   Once your client’s number is added in AVA, assign it to the right agents and campaigns.

   • For inbound agents: number assignment happens during the agent creation process — AVA will prompt you to select a number before you can move forward, and each inbound agent must have their own unique line.
   • For outbound projects: open the project, select the campaign you want to configure, and choose the number in the “Phone number to call from” field inside campaign settings.

   You can reuse numbers across outbound campaigns, but always choose them intentionally to keep calls consistent and recognizable.

8. Run a Full Test Before Launch

   Before handing anything to your client, run a full test call through the entire workflow.

   • Check for clear audio, accurate call flow, successful calendar booking, and correct CRM logging.
   • Once the test looks solid, share it with your client and gather feedback.
   • Return to testing and tweak scripts, fields, or logic as needed.

   Repeat this loop until the client confirms it’s working exactly as they expect.
   Only then should you move forward with a live launch.

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Example Onboarding Workflow

Here’s an example onboarding automation in GoHighLevel, triggered right after a client completes a payment (e.g., via a purchase form):

1. Trigger: Payment or form submission.
2. Condition: Check which plan was selected (Starter, Pro, White Label, etc.).
3. Opportunity: Create a new opportunity in the pipeline to track onboarding status.
4. Assignment: Assign the contact to a member of your sales or success team.
5. Update/Create Contact: Add or update the client record with form data.
6. Send Email: Deliver a confirmation email with welcome info, expectations, or next steps.
7. Wait Timer: Add a short delay (e.g., 1–2 minutes).
8. AVA Outbound Call: Trigger a Premium GHL action — for example, using AVA’s Standard Scheduler — to invite the client to book their onboarding call.

This flow improves show rates, starts the relationship immediately, and ensures no new client slips through the cracks.

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Notes & Recommendations

• Always define your niche first. It drives everything else in your automation and setup.
• Use snapshots strategically. Think of them as starter kits for each niche.
• Check number quality early. Bad numbers will ruin performance.
• Test, test, test. Never launch live until both you and the client are satisfied with results.

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FAQs & Troubleshooting

General Questions

Why do I need to define a niche before starting?

A clear niche aligns your automation, CRM stages, messaging, and AVA scripts. Without it, your setup may feel generic or misaligned with client needs.

Can I reuse the same snapshot for multiple clients?

Yes. That’s the main benefit of snapshots — they let you replicate a setup across sub-accounts quickly and consistently.

Configuration

Can I import phone numbers from outside Twilio?

Currently, AVA supports generating numbers inside the platform or importing from Twilio. Other carriers require Twilio bridging.

What if my number is flagged as spam?

Replace it immediately. Use RoboKiller, Should I Answer, or Google search to check number reputation before going live.

Usage and Results

How do I know the onboarding setup is working?

Run test calls through the full workflow. Confirm audio quality, booking flow, CRM logging, and client approval before launching.

Where should I monitor client activity after setup?

Use the client’s GHL sub-account for CRM and automation monitoring, and AVA for call activity, agent configuration, and campaign results.

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