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CRM Recommendations

Nine automations are actively failing. Every contact enrolled in these workflows has stopped receiving follow-up touches at the point of failure. This is likely causing missed follow-ups across your setter, consult, and client success sequences. Open each erroring workflow, identify the failure step (usually a broken trigger, deleted form, or removed team member), and repair or rebuild.

Six or more URL custom values are blank: the Unsubscribe URL, Website Home URL, Schedule Appointment URL, Client Onboarding URL, Sub Domain URL, and Client Meeting Status URL. Any email or SMS template that uses these custom value tags is showing a blank or broken link to your contacts. The Unsubscribe URL being empty is also a CASL (Canada's Anti-Spam Law) compliance issue. Go to Settings → Custom Values and fill these in immediately.

There is a folder explicitly named "Temp Cleanup" containing 27 workflows. The name suggests these were flagged for deletion — but before removing anything, you must verify that none of these workflows have active contacts enrolled in them. If any do, deleting the workflow or its steps will leave those contacts with no further automation. Export the list, check enrollee counts on each, then safely archive or delete.

Several workflow drafts have contacts enrolled in them. A draft workflow does not run — meaning enrolled contacts are receiving zero automation. Either complete and publish these drafts, or manually move the enrolled contacts to a working workflow. This is likely affecting contacts in your nurture or onboarding sequences.

All 51 forms are in a completely flat list with zero organization. When a team member needs to embed "the consult call form," there are 7 variants to choose from with no indication of which is current. Create folders: Consult Call & Setter, Client Onboarding, Lead Capture, Payment & Billing, Internal/Admin, Archive. Then assign every form and rename any labeled "Form 24" or "Form 41."

There are at least 7 forms with "Consult Call" in the name. Using the wrong version means leads route to the wrong workflow, or data goes into wrong fields. Identify which is the current active form, rename it "✅ CURRENT — Consult Call Form," and move all others to an Archive folder. Then audit your funnels and workflows to confirm they're all pointing to the correct form.

Almost 25% of your 101 calendars are not assigned to any group. When a setter or CSM goes to book a client, they see an unorganized list. Assign all unorganized calendars to existing groups (Consult Call Follow Up, Direct Booking, Rebooks, Group Coaching, Setter Bookings) or create a new group if needed.

Three folders — "PLUG 'N' PLAY SQUEEZE FUNNELS" (23), "PLUG 'N' PLAY - OUR MOST SUCCESSFUL FUNNELS" (7), and "PLUG 'N' PLAY LOW TICKET OFFER FUNNELS" (3) — contain 33 funnels from 2022 that appear to be GHL template imports, not your actual funnels. Before deleting, confirm none receive live traffic. Then delete. Also delete the "Example Funnels" folder (5 funnels) for the same reason.

305 tags with no taxonomy is a significant data quality problem. Tags power your automations — if the wrong tag is applied (or contacts have duplicate/conflicting tags), workflows fire incorrectly. Export your full tag list, identify campaign tags from 2022–2024 (e.g., date-embedded ones like "11.26.25 bf reoffer last chance"), retire them, and merge duplicates like "booked call" vs "call - booked call." Going forward, adopt a prefix convention: src_, stage_, status_, prod_, camp_, flag_.

Folders named "FTF MAIN NURTURE SEQUENCE," "GIVEAWAYS (DATA RECOVERY)," "FLASH SALES," and "MEMBERSHIP EMAILS" are from 2022 with no creator listed. Create an "Archive - 2022" folder and move these into it. Also delete the template literally named "Delete" and resolve the "(clone)" suffix duplicate. This reduces your active email library from 78 to roughly 55 clean, findable templates.

Workflows are the hardest asset to audit because names like "Onboarding (copy)" or "Setter Workflow (c)" don't tell you their purpose, trigger, or status. Adopt the format: [##]_[Stage]_[Trigger]_[Action] — for example: "02_Consult_NoShow_RebookSequence" or "04_Client_Day30_CheckInSMS". When renaming, use the numbering from your pipeline (01, 02, 04) so workflows self-sort alongside their pipeline.

Your Customer Service pipeline has 14 stages — unusually high. Pipelines with too many stages lead to contacts stalling in the middle stages (no one moves contacts because it's unclear where they belong). Review whether all 14 stages are actively used, consolidate similar stages, and aim for 6–8 stages maximum. Consider whether some stages should be tags or workflow states instead.