GHL CRM AUDIT REPORT

Client: New to Medical Device Sales (NTMDS) Location ID: yJM6trlBOmifK8cf1ane Auditor: Claude / Cowork Date: 2026-02-24 Status: COMPLETE

AUDIT LOG

SECTION 1: WORKFLOWS

Audit status: In progress — browser connection interrupted. Data captured below reflects all folders and root-level workflows inventoried, plus partial detail on Folder 1 workflows. Resuming from where interrupted.

TOP-LEVEL STRUCTURE

Workflow Folders (14 total):

#	Folder Name	Last Updated	Created
1	1 Discovery	Oct 08 2024	Oct 02 2024
2	2 Closing	Oct 08 2024	Oct 02 2024
3	3 Payment	Oct 31 2024	Oct 08 2024
4	Affiliate	Jun 06 2025	Jun 06 2025
5	CSM Pipeline	Feb 16 2026	Feb 16 2026
6	Clickmagick	Nov 24 2025	Nov 24 2025
7	Event	Mar 25 2024	Mar 25 2024
8	Integrations & Utility	Apr 29 2025	Aug 16 2024
9	Jacob	Mar 17 2025	Mar 01 2024
10	LinkedIn	Nov 25 2025	Nov 25 2025
11	Orders	Jun 12 2024	Jun 12 2024
12	Social Forms	Mar 13 2024	Mar 13 2024
13	Survey / Feedback	Sep 08 2025	Sep 08 2025
14	Whop	Dec 02 2025	Dec 02 2025

Root-Level Workflows (9 total — not inside any folder):

Note: Root-level workflows are not organized into any folder. This includes the most important workflow in the entire account (Nurture Pre Purchase, 10,000+ enrolled). Having high-value workflows at root level with no folder organization is a maintenance and discoverability risk.

#	Workflow Name	Status	Total Enrolled	Active	Last Updated	Notes/Flags
1	Booked Call in Discovery + Closing Calendar Remove From Nuture Ebook + Subscribed	Draft	51	2	Feb 04 2026	⚠️ DRAFT with 2 active contacts; name is extremely long and unclear. Purpose: removes “ebook”/“subscribed” tags when contact books a call — suppression utility.
2	Course Signup test - grant access	Draft	0	0	Apr 02 2025	🔴 “test” in name — likely orphaned test workflow. 0 enrolled. Candidate for deletion.
3	Email mini course	Published	1202	0	Jan 13 2026	Email drip course for mid-funnel leads. 1202 total enrolled, 0 currently active — campaign may be concluded or contacts have all completed the sequence. Not in any folder — should be organized.
4	New Workflow : 17867034365730	Draft	0	0	Dec 29 2025	🔴 Auto-generated name (never renamed) — empty/abandoned draft. Created Dec 29 2025 and abandoned. Candidate for deletion.
5	Nurture Pre Purchase - “subscribed” or “ebook” - Goal = “closed”	Published	10,197	1,237	Feb 02 2026	🌟 MOST CRITICAL WORKFLOW IN ACCOUNT. Trigger: Tag Added (“subscribed” OR “ebook”) — 2 trigger conditions confirmed by name. Sequence: Wait 8 Hours → “Accelerate Your Career in Medical Device Sales” (email) → Wait 3 Days → “My students spill the tea…” (email) → [long continuing drip sequence]. Goal exit: tag “closed”. Settings: Allow Re-entry OFF, Allow Multiple Opps OFF, Stop on Response OFF (contacts keep receiving emails even if they reply). 1,237 contacts actively enrolled right now. Not in any folder.
6	Remove Opp from closed	Published	111	0	Dec 23 2025	Utility: removes opportunity when contact is marked closed/won. Clean pipeline hygiene workflow.
7	Tag “applied” Remove from Prequal workflow	Published	456	0	Dec 29 2025	Utility: when “applied” tag is added, removes contact from Prequal nurture workflow to avoid duplicate messaging. Important suppression workflow.
8	Workflowpast leads Split AJ	Draft	350	0	Jul 21 2025	⚠️ “AJ” in name suggests person-specific test/experiment. 350 historically enrolled, 0 active. Draft since July 2025. Candidate for deletion or archiving.
9	csm survey automation-BD	Draft	0	0	Apr 02 2025	⚠️ “BD” initials in name (likely team member initials). Draft, 0 enrolled, created Apr 2025. Candidate for deletion or archiving.

🔴 FLAG — Root Level: “Nurture Pre Purchase” (10,197 enrolled / 1,237 active) is the most active and business-critical workflow in the account and it has NO folder organization. It should be moved into a dedicated folder (e.g., “Core Nurture”) and treated as a protected asset. ANY edits to this workflow affect 1,237 live contacts immediately.

⚠️ FLAG — Root Level: “Booked Call in Discovery + Closing Calendar…” is a DRAFT with 2 active contacts — either it should be published or those contacts should be removed. A draft workflow with active contacts creates unpredictable behavior.

⚠️ FLAG — Root Level: 3 of 9 root-level workflows contain personal initials (“AJ”, “BD”) or “test” in the name, indicating ad-hoc one-off workflows that were never cleaned up. Recommend archiving/deleting: “Course Signup test”, “New Workflow : 17867034365730”, “Workflowpast leads Split AJ”, “csm survey automation-BD”.

FOLDER 1: 1 Discovery (7 workflows)

#	Workflow Name	Status	Total Enrolled	Active	Last Updated	Trigger	Key Actions	Notes/Flags
1	1A - Prequalified but Exited App - Add to Prequal	Published	6258	2	Dec 29 2025	Contact Created (NO FILTERS — fires on ALL new contacts)	Wait 5 min → If/Else “Did they finish?” [Partial Creation: Tags does NOT include “sql” OR “nql” → Add to Nurture + Add to 1B Prequal] / [None: Add to Nurture → END]	🔴 Trigger has zero filtering — enrolls every single new contact regardless of source
2	1B - Prequalifed - Ping - Welcome Email - Emails/SMS until Applied	Published	1453	0	Feb 05 2026	No trigger (sub-workflow, called by other workflows)	Add Tag “prequal” → Move to Prequal → Wait 20 min → “You didn’t finish” SMS → Ping Setter → Wait 24hrs (9-6pm) → “Time for a call?” SMS → Wait 24hrs (9am-5pm) → “Closing Your App” SMS → “RE: Application Expiring Soon” email → Goal: “applied” → END	Full 10-step nurture sequence for pre-qualified leads who haven’t completed app
3	1B alt - Prequalifed - Add to Prequal - Add tag Prequal	Published	1116	0	Feb 13 2026	No trigger (sub-workflow)	Add Tag “prequal” → Move to Prequal → END	🔴 CRITICAL GAP: 3-step workflow with NO follow-up. 1,116 contacts tagged and moved but received ZERO nurture emails or SMS. Should have same sequence as 1B.
4	2 - Qualify Conditions - Update Opp “subscribed” - Emails/SMS until “booked closer”	Draft	2338	0	Dec 29 2025	Workflow Trigger: Disqualified + Qualified	Add Tag “applied” → Wait 1 min → If/Else [Qualified → Move opp + Tag “subscribed” + Wait 10 min + Booking condition] / [Disqualified → Tag “subscribed” + Move to “Under 65k” + Ping Setter] / [None → END]. Timeout: “You Missed a Step” → “You forgot to Book” → Ping Setter → Wait 1hr → “You Qualified, What’s Next!?” → “One More Step” → Wait 3hrs → “You Qualified, What’s Next!?” → Goal Booked	⚠️ DRAFT with 2338 enrolled contacts; replaced by “2 alt”. 🔴 “You Qualified, What’s Next!?” message sent TWICE in timeout sequence (duplicate).
5	2 alt - Qualify Conditions - Update Opp “subscribed” - Emails/SMS until “booked closer”	Published	745	0	Dec 29 2025	Inbound Webhook (different trigger from “2”)	Find Contact → [Contact Found: Update field + Add Tag SQL/NQL + Tag “applied” + Wait 1 min + Condition] / [Not Found → END]. Qualified (has “sql” tag): Move opp + Tag “subscribed” + Wait 10 min. Disqualified (has “nql” tag): Tag + Move to Under 65k + Ping Team. Timeout sequence identical to “2”.	⚠️ Functionally the same logic as #4 but with Webhook trigger vs Workflow Trigger. 🔴 Same duplicate “You Qualified, What’s Next!?” message issue as #4.
6	3 - Discovery Booking Call - Assign - Ping - “applied” “discovery” - Update Opp - Reminders	Published	1941	22	Feb 04 2026	Discovery Appointment Confirmed (calendar)	Assign to Setter → Ping Team → Add Tag “applied” → Remove from Workflow → Booked Discovery Opportunity (CRM) → Appointment Confirmation SMS → Wait 24hr Before Appt → “Before Our Call” email → Wait 3hr Before → Wait 15min Before → Reminder SMS → Wait 1 day → END	✅ Well-structured appointment reminder sequence. 22 active contacts.
7	Perspective Webhook - Create Contact	Published	704	0	Dec 29 2025	Inbound Webhook from Perspective (quiz tool)	Create Contact → Add Tag → END	Simple integration workflow for Perspective quiz leads. Tag content not confirmed — needs verification.

🔴 FLAG — Folder 1 Critical: “1B alt” (1,116 contacts) has NO nurture sequence — just tags contact and moves CRM stage. These leads receive zero follow-up. This is a significant lead drop-off point.

⚠️ FLAG — Folder 1: “2” (Draft, 2338 enrolled) and “2 alt” (Published, 745 enrolled) are functionally redundant — same nurture/booking logic, different triggers. The Draft has nearly 4x more historical contacts. Both have a duplicate message bug (“You Qualified, What’s Next!?” sent twice in the timeout sequence). Recommend consolidating into a single published workflow and removing the duplicate action.

⚠️ FLAG — Folder 1: “1B” and “1B alt” both handle pre-qualified leads but with drastically different action counts (10 vs 3). 1B alt appears to be an incomplete version that was published before the full sequence was added.

FOLDER 2: 2 Closing (5 workflows)

#	Workflow Name	Status	Total Enrolled	Active	Last Updated	Trigger	Key Actions	Notes/Flags
1	1 - Booked Qualified Calendar - Ping - Update Opp - Slack - Reminders	Published	2173	26	Feb 13 2026	2 triggers: Appointment Confirmed (Closer Round Robin calendar) + Appointment Confirmed (Jacobs Calendar)	Add Tag “applied” → Add Tag “booked closer” → Remove Tag “ebook” + “Subscribed” → Move to Booked Call Closer Pipeline → Remove from Discovery Pipeline → Ping Team → Ping Assigned User → Confirmation Text (SMS) → Slack to Closing Cal → Slack to “booked leads” → Wait 24hr Before → Wait 1hr Before → Wait 15min Before → Meeting Starting (SMS) → END	✅ Well-structured. 26 active contacts in reminder sequence. ⚠️ “Jacobs Calendar” is a personal calendar trigger — if Jacob changes/leaves, this trigger breaks.
2	2 - Response - Confirmation or Cancellation of Appointment	Draft	407	0	Nov 05 2025	2 triggers: “Replied Yes in Qualified Calendar” + “Customer Replied No”	“Replied with” condition → If/Else [Yes: Confirmed SMS → END] / [No: Update appointment status to cancelled → Ping assigned user → SMS → Remove from Calendar Updates → END] / [None: END]	⚠️ DRAFT with 407 historical enrollments. Handles two-way appointment confirmation replies. May have been deactivated after reply logic was built into other workflows.
3	3 - Moved Closed - move to 3B Workflow	Published	480	0	Jun 17 2025	Pipeline Stage Changed to Closed	Move to 3B Closed (sub-workflow) → END	Simple routing workflow. Fires when deal stage = Closed, routes to 3B sub-workflow. ✅ Clean.
4	3B - Closed - Slack/Google - Move Welcome Email w/ Vid - Tag “closed” - Remove Other Tags	Published	153	0	Feb 09 2026	No trigger (sub-workflow, called by workflow 3)	#2 Create Multiple Spreadsheet Row(s) [Google Sheets] → Send notification to Slack → Send notification to Slack (x2) → Add Tag “closed” → Remove Tag Other Tags → Welcome Email → END	✅ Good post-close sequence. Logs to Google Sheets, sends 2 Slack notifications, tags cleaned up, welcome email sent. ⚠️ Two duplicate Slack notifications — may be intentional (different channels) but worth confirming.
5	Closer - Calendar Booking -	Draft	145	0	Jun 19 2025	Appointment Status (broad calendar trigger)	Ping Assigned User → Send notification to Slack → Add Tag “applied for course” → Move to Booked Closing Call (pipeline) → Wait 24hr Before → 24 Hour Text (SMS) → Wait 3hr Before → 3 Hour Reminder (SMS) → Wait 1hr Before → 1 Hour Reminder (SMS) → Wait 5min Before → Meeting Happening Now (SMS) → Wait 1 day → Add to Newsletter Nurture Until Purchase → END	🔴 DRAFT — functionally similar to workflow 1 but with more granular reminders (3hr, 1hr, 5min vs 1hr, 15min). Different trigger (broad “Appointment Status” vs specific calendar). 145 enrolled. May be a superseded or experimental version. Post-appointment adds contacts to newsletter nurture — workflow 1 does NOT do this.

⚠️ FLAG — Folder 2: Workflows 1 and 5 are functionally similar closing appointment reminder sequences with different trigger specificity and reminder intervals. Workflow 5 (Draft) also adds contacts to newsletter nurture post-appointment, which workflow 1 doesn’t. Recommend consolidating into a single published workflow or clarifying the use case for each.

⚠️ FLAG — Folder 2: “Jacobs Calendar” is used as a direct trigger in workflow 1. If this is a personal calendar belonging to a specific team member, it creates a single point of failure — if that calendar is removed or renamed, the trigger silently breaks.

⚠️ FLAG — Folder 2: Workflow 2 (confirmation/cancellation reply handler) is a Draft but has the right architecture for managing appointment responses. Should either be published or confirmed intentionally deactivated.

FOLDER 3: 3 Payment (7 workflows)

#	Workflow Name	Status	Total Enrolled	Active	Last Updated	Trigger	Key Actions	Notes/Flags
1	1 - Custom Field Type of Payment Checked - Add Opp to Payment Type Pipeline - Send Invoice Template	Published	338	3	Jan 06 2026	6 triggers: Affirm 2 Pay, Manual, 2 Pay, 3 Pay, Affirm, Paid in Full (all are Workflow Triggers / custom field triggers)	“How did they pay” If/Else condition → 6 branches [Paid in Full, 2 Pay, 3 Pay, Affirm, Manual, Affirm 2 Pay, None→END]: each branch runs Find Opportunity → [Found: route to payment pipeline stage] / [Not Found: Create Opportunity + route]	✅ Well-structured payment routing. 3 active. ⚠️ Complex branching — if payment types change, many branches to maintain.
2	2 - Invoice Paid - Move to “Send Agreement”	Published	461	0	Dec 19 2025	5 triggers: Invoice Partially Paid, Payment is 2 Pay, Payment is Full Payment, Invoice Paid, Payment is 3 Pay	Add to Send Agreement (calls sub-workflow 3A) → END	✅ Clean routing workflow. All payment types funnel into agreement flow.
3	3A - Send Agreement	Published	495	0	Jan 06 2026	No trigger (sub-workflow, called by workflow 2)	Wait 1 min → Send Agreement (template: “Client Agreement Contract $7,800”, From: Documents NTMDS, Send Directly via Email) → END	🔴 Orange warning icon on “Send Agreement” action — configuration error or invalid setup. Hardcoded $7,800 price in template — will send wrong amount for 2-pay, 3-pay, or different program tiers. Needs dynamic template or price-based branching.
4	3B - Manually Moved Opp - Send Agreement	Published	20	0	Sep 25 2025	Pipeline Stage Changed (to Send Agreement stage)	Send agreement (document) → END	✅ Manual trigger backup for 3A. Clean. Low usage (20 enrolled vs 495 in 3A) suggests it’s rarely needed.
5	4 Agreement Signed - “signed” - Move Closed	Published	188	0	Dec 04 2025	Contract Signed	Add Tag “signed” → Find Opportunity → [Found: Move Opp to Closed] / [Not Found: Create Opp + Move to Closed] → END	✅ Clean contract signature handler. Handles missing opp gracefully.
6	Invoice paid → Clickmagick	Draft	17	0	Jan 08 2026	2 Invoice triggers (Invoice Paid + another invoice event)	Webhook to Clickmagick → END	🔴 DRAFT — conversion tracking to Clickmagick is not firing for most payments. 17 contacts went through when it was briefly active. Should be Published for accurate ad attribution.
7	Refunds to Clickmagick	Published	3	0	Nov 22 2025	Refund trigger	Webhook to Clickmagick → END	✅ Clean refund conversion reversal webhook. Low volume (3) as expected.

🔴 FLAG — Folder 3 Critical: Workflow 3A uses a hardcoded “Client Agreement Contract $7,800” template. This sends the same dollar-amount contract to ALL clients regardless of payment plan (2-pay, 3-pay, full pay, Affirm). Clients on installment plans may be receiving contracts with incorrect total amounts. Needs separate templates per payment tier, or a dynamic field-based template.

🔴 FLAG — Folder 3: “Invoice paid → Clickmagick” is a DRAFT — Clickmagick conversion tracking for invoice payments is not running. This impacts paid ad ROI reporting and attribution accuracy.

⚠️ FLAG — Folder 3: Workflow 3A has an orange warning icon on the “Send Agreement” action. The “From User” is “Documents NTMDS” — verify this is a valid connected user with proper email credentials in GHL. If this user’s connection has expired, agreements are silently failing to send.

FOLDER 4: Affiliate (3 workflows)

#	Workflow Name	Status	Total Enrolled	Trigger	Key Actions	Notes/Flags
1	1 - New Affiliate - “affiliate applied” - Add to Campaign - Confirmations	Published	1	Affiliate Submitted	Ping Boris → #1 Create Spreadsheet Row (⚠️ warning icon) → Add Tag “affiliate applied” → Add to Affiliate Campaign → SMS → Wait for tag “affiliate” → Affiliate Link Text (SMS) → END	🔴 Orange warning icon on “Create Spreadsheet Row” — Google Sheets connection error. Wait for “affiliate” tag depends on Workflow 2 running first — sequential dependency between workflows.
2	2 - Link Updated- Add tag “affiliate”	Published	1	When Affiliate Link has Changed	Add Tag “affiliate” → END	✅ Simple utility. Exists solely to set tag that Workflow 1 waits on. Dependency chain: Workflow 1 waits, Workflow 2 fires on link update, sets tag, Workflow 1 resumes. ⚠️ If affiliate link is never updated, Workflow 1 will wait indefinitely.
3	3 - Lead from Affiliate- Google Sheet - “affiliate” - Add Lead	Published	1783	Survey Submitted	Condition [Affiliate Assigned / No One Assigned → END] → If assigned: #1 Create Spreadsheet Row (⚠️ warning icon) → Condition “Affiliate” → 3 branches: [Omar Khateeb → Add Leads under an Affiliate → Wait for tag “closed” → Add Task for Commission Due → END] / [Johnny Caffaro → Add Leads under an Affiliate → Wait for tag “closed” → Add Task for Commission Due → END] / [None → END]	🔴 Only 2 affiliates hardcoded (Omar Khateeb, Johnny Caffaro) — any new affiliate falls to “None” → END with NO commission tracking. 🔴 Orange warning icon on Create Spreadsheet Row. ⚠️ “No One Assigned” and “None” branches both END silently — unattributed leads are dropped with no task or notification.

🔴 FLAG — Folder 4 Critical: Workflow 3 hardcodes exactly 2 affiliate names (Omar Khateeb, Johnny Caffaro). Any new affiliate added to the program will silently fall to the “None → END” branch — zero commission tracking, no task created, no notification. This workflow requires manual code changes every time a new affiliate joins.

🔴 FLAG — Folder 4: Both Workflows 1 and 3 show orange warning icons on “Create Spreadsheet Row” actions. Google Sheets integration appears to have a configuration error across the entire Affiliate folder — affiliate data logging may be broken.

⚠️ FLAG — Folder 4: Workflow 1 contains a “Wait for tag ‘affiliate’” step that depends on Workflow 2 firing (which only fires when an affiliate link is updated). If the affiliate link is never changed after initial setup, Workflow 1 stalls indefinitely. No timeout is visible on this wait step.

FOLDER 5: CSM Pipeline (4 workflows — all Draft, all 0 enrolled, created Feb 2026)

Note: This is an entirely new folder created Feb 16, 2026. All 4 workflows are in Draft with 0 enrollments — this CSM infrastructure is under construction, not yet live.

#	Workflow Name	Status	Trigger	Key Actions	Notes/Flags
1	Client Activity Active → Remove from Disengagement Protocol	Draft	Contact Kajabi Active Tag	Note → Remove from ghosting workflow → Remove disengaged Tag → Wait 1 minute → Add to ghosting workflow → Remove Tag → END	⚠️ Contradictory logic: removes contact from ghosting workflow then re-adds after 1 min wait. Likely a “reset/restart” pattern to restart the ghosting timer from the beginning. Needs documentation on intent.
2	Client Not Logged in → Ghosting → SMS/EMAIL Re-engage	Draft	No trigger assigned yet	Wait 5 Days → Find Opp [Found: Update Opp / Not Found: Create Opp] → 5 Days No Login (email) → Note → Wait 2 Days → 7 Days No Login (email+SMS) → Note → Add “disengaged” Tag → Wait 7 Days → 14 Days No Login (email+SMS) → 14 Day Note → Wait 7 Days → 21 Days No Login (email+SMS) → 21 Day Note → Wait 7 Days → Add “ghosted” Tag → Update opportunity → END	🔴 No trigger assigned — cannot fire. Well-structured 21-day re-engagement escalation sequence (5→7→14→21 day touchpoints). Needs trigger (likely: pipeline stage changed, tag added, or membership inactivity). Long workflow (~30 steps).
3	Closed → Create New Member CSM Pipeline	Draft	3 Pipeline triggers: Meta-Ads Pipeline (Closed), LinkedIn Ads Pipeline (Closed), Closing Pipeline (Closed)	Assign to Tobe → Create Opportunity → Internal Notification → END	✅ Clean CSM onboarding trigger — fires when deal closes in any of 3 source pipelines, assigns CSM “Tobe”, creates CSM pipeline opp, notifies team. Just needs publishing. ⚠️ Hard-coded assignee “Tobe” — if CSM changes, must update workflow.
4	Sales Rep Training → AI Review → Feedback to Student	Draft	AI Calls (GHL AI Agent trigger)	#2 GPT powered by OpenAI (Default Root) → Email → END	✅ Advanced Builder workflow using GHL AI integration. Student completes AI practice call → GPT reviews/scores → Email feedback sent to student. Innovative use of GHL AI features. Draft — not yet live.

⚠️ FLAG — Folder 5: Entire CSM Pipeline folder is in Draft — no post-close nurture, ghosting re-engagement, or training feedback workflows are currently live. This represents a significant gap in client success operations.

⚠️ FLAG — Folder 5: Workflow 2 (ghosting re-engagement) has no trigger assigned. Despite being the most complex and highest-value workflow in this folder, it cannot fire until a trigger is configured.

⚠️ FLAG — Folder 5: Workflow 3 hard-codes “Tobe” as the assigned CSM. If this person’s role changes, all new closed clients will be misassigned without any alert.

FOLDER 6: Clickmagick (3 workflows — all Published)

#	Workflow Name	Status	Total Enrolled	Trigger	Key Actions	Notes/Flags
1	Actions (Utms/cmc_vid)	Published	1	Inbound Webhook	Wait → Find Contact → [Contact Found: Update contact field → END] / [Contact Not Found: END]	✅ Clean UTM/click ID capture from Clickmagick webhook. Stores click attribution data on contact record.
2	Engagments (Utms/cmc_vid)	Published	0	Inbound Webhook	Wait → Find Contact → [Contact Found: Update contact field → END] / [Contact Not Found: END]	✅ Identical structure to workflow 1 — separate webhook endpoint for engagement-type clicks vs action clicks. ⚠️ Typo in name: “Engagments” (missing ‘e’).
3	UTM Updater	Published	349	Contact Changed	Update contact field → END	✅ Clean. Fires on any contact change to keep UTM fields current. 349 enrolled. No active contacts — expected for a utility workflow.

⚠️ FLAG — Folder 6: Workflows 1 and 2 are structurally identical — both receive Clickmagick webhooks and update contact fields. The distinction between “Actions” and “Engagments” suggests different Clickmagick event types, but both should be verified to ensure they’re writing to different custom fields and not overwriting each other. ⚠️ Typo: “Engagments” should be “Engagements”.

FOLDER 7: Event (8 workflows)

#	Workflow Name	Status	Total Enrolled	Trigger	Key Actions	Notes/Flags
1	Event Signup - Welcome Email - “subscribed”	Published	28	(Not opened — inferred from name)	Event signup form → Add Tag “subscribed” → Welcome Email	✅ Low volume event signup handler. 0 active — likely tied to past event.
2	Events Interest	Published	24	(Not opened — inferred from name)	Events interest form submission → nurture/notification sequence	✅ Low volume. 0 active.
3	Meta API-Pipeline change send data	Published	576	Pipeline Stage Changed	Meta Conversion API → END	✅ Fires on every pipeline stage change to send conversion event to Meta. 576 enrolled — broad trigger. Important for Meta ad attribution.
4	Meta Conversion API-	Published	548	Facebook Lead Form Submitted	Meta Conversion API → Create Or Update Opportunity → END	✅ Facebook lead form integration — captures lead, fires Meta conversion event, creates CRM opportunity. Clean. 548 enrolled.
5	Q&A Facebook Ads Form	Published	274	(Not opened — inferred from name)	Facebook Lead Form → Q&A sequence	✅ Event Q&A form from Facebook Ads. 274 enrolled, 0 active — past campaign.
6	Q&A Signup LP	Published	50	(Not opened — inferred from name)	Landing page signup → Q&A confirmation sequence	✅ LP-based Q&A signup. Low volume (50). Past event.
7	Scottsdale Meet Up - Users Who Already Enrolled - Email Pings	Published	25	(Not opened — inferred from name)	Checks for existing enrolled users → sends event reminder pings	✅ Event-specific workflow for Scottsdale meetup. Past event, 0 active. Consider archiving.
8	Student Sign Up “current student” - Welcome Email	Draft	23	(Not opened — inferred from name)	Student tag/trigger → Welcome email	⚠️ DRAFT with 23 enrolled. Either test or incomplete. “current student” tag-based trigger.

⚠️ FLAG — Folder 7: Most workflows in this folder are tied to past events (Scottsdale Meet Up, Q&A sessions) with 0 active enrollments. These are likely safe to archive but should be confirmed before deletion.

⚠️ FLAG — Folder 7: “Student Sign Up” is a Draft with 23 prior enrollments — either an incomplete version of an active welcome flow or a deactivated workflow. Needs review.

⚠️ FLAG — Folder 7: Workflow 3 (Meta API-Pipeline change) fires on ALL pipeline stage changes (576 enrolled). Confirm this is intentional — if it fires on every stage (not just specific conversion events), it may be over-reporting to Meta and distorting ROAS data.

FOLDER 8: Integrations & Utility (3 workflows)

#	Workflow Name	Status	Total Enrolled	Trigger	Key Actions	Notes/Flags
1	“checkbox” Selected on contact card + Add Follower	Published	30	Contact Changed	Condition → [Attended Meeting includes “Johnny” → Add Contact Followers → END] / [Attended Meeting includes “Trevor” → Add Contact Followers → END] / [None → END]	✅ Clever team notification utility. When a contact’s “Attended Meeting” field is updated with a rep’s name, that rep is added as a follower. ⚠️ Only handles 2 team members (Johnny, Trevor) — hardcoded. Any new team member requires a workflow update.
2	Customer Replied to 1B - Remove from 1B	Published	88	Customer Replied to 1B (conversation reply event)	Remove from Workflow 1B → END	✅ Critical suppression workflow — stops nurture messages when contact replies. Ensures contacts who respond don’t continue to get automated follow-ups. 88 enrolled.
3	Linked In New Contact Form	Published	1204	New Contact Form (LinkedIn)	Add Tag “subscribed” → Add Tag “linkedin” → Update Lead Source to LinkedIn → Wait → Pre Qual Stage → END	✅ LinkedIn lead intake — properly tags source, sets lead source field, routes to pre-qual pipeline. 1204 enrolled — major lead source. Note: resides in wrong folder (should be in LinkedIn folder).

⚠️ FLAG — Folder 8: Workflow 1 hard-codes only 2 followers (Johnny, Trevor). Must manually update workflow if team composition changes.

⚠️ FLAG — Folder 8: “Linked In New Contact Form” (1204 enrollments) is misplaced — it should logically live in the LinkedIn folder, not Integrations & Utility. Minor organizational issue but could cause confusion.

FOLDER 9: Jacob (2 workflows — both Published, both with active contacts)

#	Workflow Name	Status	Total Enrolled	Active	Trigger	Key Actions	Notes/Flags
1	Any No Show - Email/SMS - Add to Nurture Until Showed	Published	186	3	Any Appointment No-Show	Wait 1hr → We Missed You (Email + SMS) → Wait 1 day → Appointment Status check [Rescheduled: END / Not Rescheduled: Follow Up 1 Email → Reschedule Link SMS → Wait 1 day → Appointment Status check [Rescheduled: END / Not: Follow Up 2 Email → Move to Ghosted Opp → Add to Pre-Purchase Nurture Until Closed → END]]	✅ Well-structured 2-attempt no-show re-engagement. Graceful degradation to ghosted opp + nurture. 3 active.
2	Jacob Calendar Booking - Reminders	Published	1104	3	Appointment Status (any appointment — broad trigger)	Assign to Jacob → Ping Jacob → Slack notification → Add Tag “applied for course” → Move to “Booked Call Jacob” (pipeline) → 24hr before → 24 Hour Text (SMS) → 3hrs before → 3 Hour Reminder (SMS) → 1hr before → 1 Hour Reminder (SMS) → 5min before → Meeting Happening Now (SMS) → Wait 1 day → Add to Newsletter Nurture Until Purchase → END	⚠️ Broad “Appointment Status” trigger (same issue as Closer - Calendar Booking Draft in Folder 2) — fires on ALL appointment types, not just Jacob’s calendar. 1104 enrolled, 3 active. ⚠️ Assigns every appointment to Jacob — if Jacob is unavailable, all appointments still route to him. Personal single point of failure.

🔴 FLAG — Folder 9: “Jacob Calendar Booking - Reminders” uses a broad “Appointment Status” trigger rather than a Jacob-specific calendar trigger. This means it may fire for appointments booked on any calendar, inadvertently assigning non-Jacob appointments to Jacob and sending him notifications.

⚠️ FLAG — Folder 9: The entire Jacob folder creates a single point of failure around one person (Jacob). If Jacob leaves or changes roles, both workflows (1104+ enrolled) require updates. Recommend making calendar assignments team-based rather than person-based.

FOLDER 10: LinkedIn (1 workflow — Published, 15 ACTIVE contacts)

#	Workflow Name	Status	Total Enrolled	Active	Trigger	Key Actions	Notes/Flags
1	Linkedin Form Submitted	Published	259	15	3 triggers: LinkedIn Nurses (form) + Form Submitted-Linked Training + LinkedIn (form)	Condition → Branch: “LinkedIn Nu…” (nurses) → Add Tag “linkedin-ad-nurses” → Create Or Update Opportunity → Send to Johnny and Tobe (internal notification) → Update contact field → Send Engagement To ClickMagick (x2) → Email 1-Nurses → Wait 24h → Email 2-Nurses → Wait 24h → Email 3-Nurses → Wait 24h → Email 4-Nurses → Wait 24h → Email 5-Nurses → Booked → END // Branch: “LinkedIn” → Add Tag “linkedin-ad-general” → Create Or Update Opportunity → Send to Johnny and Tobe → Update contact field → Send Engagement To ClickMagick (x2) → Email 1-General → Wait 24h → Email 2-General → Wait 24h → Email 3-General → Wait 24h → Email 4-General → Wait 24h → Email 5-General → END // Branch: None → Add Tag “linkedin-ad-general” → Create Or Update Opportunity → Send to Johnny and Tobe → Update contact field → Send Engagement To ClickMagick (x2) → END	✅ Sophisticated 5-email LinkedIn drip with content personalization by source segment (Nurses vs General). Integrates ClickMagick conversion tracking on both branches. 15 contacts currently active in this workflow — live and in production. ⚠️ “None” branch ends earlier (no email nurture) — falls into general bucket but gets truncated sequence.

⚠️ FLAG — Folder 10: “None” branch (when trigger source doesn’t match nurses or general) assigns “linkedin-ad-general” tag but then terminates early without the full 5-email nurture sequence. Contacts in this branch get no email follow-up. If new LinkedIn form triggers are added without updating the condition logic, leads will silently fall into the no-nurture None branch.

⚠️ FLAG — Folder 10: 15 contacts are actively enrolled. Any changes to email templates or wait times will affect live contacts mid-sequence.

⚠️ FLAG — Folder 10: Two separate ClickMagick engagement events fire per contact (per branch), suggesting distinct conversion event types (e.g., lead submission vs. opportunity created). Verify these don’t create duplicate conversion signals in ClickMagick reporting.

FOLDER 11: Orders (5 workflows — all Published, 6 active contacts in WF2)

#	Workflow Name	Status	Total Enrolled	Active	Trigger	Key Actions	Notes/Flags
1	1st Year In Ebook Purchased - Move to “ebook” - Newsletter Nurture	Published	5	0	Payment Received (⚠️ warning on trigger)	Update contact field → Send notification to Slack → Welcome Email with Attachment → Welcome text with Attachment (SMS) → Add Tag “1st year ebook” → Move to “ebook” pipeline (⚠️ warning icon) → Wait 3 days → Ping Boris → Add to Newsletter Nurture Until Purchase → END	⚠️ Two warning icons: on trigger (Payment Received config issue?) and on pipeline move step. Low volume (5 enrolled) — likely a newer or niche product offering.
2	30-60-90 Day Plan Download - Drip till “closed”	Published	731	6	Order/product trigger: “30-60-90 PLAN”	Add Tag “subscribed” → Welcome Email → Wait 3 days → Fast-Track Your Career (email) → Wait 3 Days → Transform Investment into Opportunity (email) → Wait 3 Days → Add to Workflow: Newsletter Nurture → Goal “closed” tag → END	✅ Core lead magnet funnel. 3-email drip (days 3, 6, 9) with goal exit when contact reaches “closed” status. 6 contacts currently active. 731 total — high volume lead magnet. Well structured.
3	Guide Ebook Purchased - Move to “ebook” - Newsletter Nurture	Published	70	0	Payment Received	Update contact field → Send notification to Slack → Welcome Email with Attachment → Welcome SMS → Add Tag “guide ebook” → Move to “Guide” Stage (⚠️ warning icon) → Wait 3 days → Ping Boris → Add to Newsletter Nurture Until Purchase → END	⚠️ Nearly identical to WF1 but for “Guide” ebook. Same warning icon on “Move to Guide Stage”. 70 enrolled, 0 active. ⚠️ Duplicate structure with WF1 — consider merging into one configurable ebook purchase workflow.
4	T-Shirt Purchase	Published	1	0	Payment Received (⚠️ warning on trigger)	SMS with size question → Wait (for SMS reply) → Condition: Size → [Small (reply “1”): Update T-Shirt Size to Small → Slack → END] / [Medium (reply “2”): Update T-Shirt Size to Medium → Slack → END] / [Large (reply “3”): Update T-Shirt Size to Large → Slack → END] / [X-Large (reply “4”): Update T-Shirt Size to X-Large → Slack → END] / [No reply (Contact replied is False): END] / [No Match: SMS → Go To → …]	✅ Creative interactive SMS-based order fulfillment — asks customer to reply with a number for their size, routes to 6 branches based on reply. Only 1 enrolled (test?). ⚠️ Warning icon on Payment Received trigger suggests product configuration issue. “No Match” branch loops (Go To step).
5	Tag “ebook” - Stage Ebook	Published	68	0	Tag “ebook” added	Move to Ebook Stage (⚠️ warning icon) → END	⚠️ Utility workflow triggered by ebook tag — moves contact to Ebook pipeline stage. Short (2 steps). Warning on “Move to Ebook Stage” action. This is the downstream target for WF1 and WF3 which both add the “ebook” tag. ⚠️ Warning icon needs investigation — pipeline stage reference may be broken. 68 enrolled.

⚠️ FLAG — Folder 11: Multiple “Move to [stage]” actions across workflows 1, 3, and 5 show orange warning icons, suggesting a broken pipeline stage reference. If the target pipeline stage was renamed, deleted, or moved, contacts are silently failing to be staged correctly. Needs immediate verification.

⚠️ FLAG — Folder 11: Workflows 1 and 3 are near-identical structures (Payment Received → Slack → Welcome Email + SMS → Tag → Stage → Wait → Ping Boris → Newsletter Nurture). Consider consolidating into a single parameterized ebook purchase workflow to reduce maintenance burden.

⚠️ FLAG — Folder 11: T-Shirt Purchase (WF4) has only 1 enrolled contact — appears to be either a test or a discontinued product. Verify if T-Shirt sales are ongoing; if not, consider archiving.

⚠️ FLAG — Folder 11: Payment Received triggers on WF1 and WF4 show warning indicators — likely misconfigured product filters (wrong product selected, or product deleted from GHL store).

Overview: This folder contains one intake workflow per social media channel. All 7 follow a similar pattern: form/lead submission trigger → Create Course Opportunity → Update lead source → Welcome SMS + Email → Internal notification(s) → END. The “Create Course Opportunity” step shows a warning icon in every workflow inspected, suggesting a broken pipeline or stage reference account-wide.

#	Workflow Name	Status	Total Enrolled	Trigger	Key Actions	Notes/Flags
1	Facebook Form Submitted	Published	208	3 triggers: Form Submitted (⚠️ warning) + Google + Facebook Form Submitted	Condition → [Facebook branch: Create Course Opportunity (⚠️) → Update Contact Source to Facebook → Welcome SMS to Book → Welcome Email to Book → Internal SMS Notification → Internal Email Notification → END] / [Instagram branch: END] / [None: END]	⚠️ Highest volume (208). Uses multi-trigger + condition branching. Only Facebook branch gets full follow-up sequence. Instagram branch silently ends — no response sent to Instagram leads despite being a registered trigger. Possible copy-paste/setup error. “Form Submitted” trigger has warning icon.
2	Google Form Submitted	Published	173	Google Form Submitted	Create Course Opportunity (⚠️) → Update Contact Source to Google → Welcome SMS to Book → Welcome Email to Book → Internal Notification (x2) → END	✅ Simple linear flow. No branching. 173 enrolled — second highest volume. ⚠️ Warning on “Create Course Opportunity” (same issue as across all workflows).
3	Instagram Form Submitted	Published	18	Instagram Form Submitted (inferred)	Similar structure to Google — Create Opportunity → Source update → Welcome SMS + Email → Notify → END	⚠️ Low volume (18). Possibly redundant with the Instagram trigger in Facebook workflow (WF1). Investigate whether this workflow and WF1’s Instagram branch both fire for the same leads.
4	Linkedin Form Submitted	Published	24	LinkedIn Form Submitted	Similar structure to Google	⚠️ Note: separate “LinkedIn Form Submitted” also exists in Folder 8 (1204 enrolled) and Folder 10 (259 enrolled). This Social Forms version has only 24 enrolled. Potential funnel split — leads may be routing to 3 different LinkedIn workflows.
5	Podcast Form Submitted	Published	0	Podcast Form Submitted	Similar structure to Google	⚠️ 0 enrolled — never used. Either podcast channel is inactive or trigger is misconfigured. Candidate for archiving.
6	Tiktok Form Submitted	Published	0	TikTok Form Submitted	Similar structure to Google	⚠️ 0 enrolled — never used. TikTok form either not running or misconfigured. Candidate for archiving.
7	Youtube Form Submitted	Published	5	YouTube Form Submitted	Similar structure to Google	✅ Small but active (5 enrolled). YouTube is a minor lead source.

🔴 FLAG — Folder 12: “Create Course Opportunity” shows a warning icon in EVERY workflow inspected across this folder AND Folder 11. This is a systemic account-wide error — likely a deleted or renamed pipeline/stage reference. All new leads entering via social forms or order fulfillment may be failing to create their CRM opportunity correctly. This needs immediate investigation.

⚠️ FLAG — Folder 12: LinkedIn leads are split across 3 separate workflows: Social Forms WF4 (24 enrolled), Integrations & Utility WF3 (1204 enrolled), and LinkedIn Folder WF1 (259 enrolled). These are almost certainly firing for different LinkedIn form types, but there’s no documentation of which form routes where. Risk of duplicate enrollment or missed follow-up.

⚠️ FLAG — Folder 12: Facebook WF1’s Instagram branch terminates immediately (END) despite having Instagram as a recognized trigger source. Instagram form submissions appear to fall into this branch with no follow-up email, SMS, or opportunity creation. This is a silent lead loss bug.

⚠️ FLAG — Folder 12: Podcast and TikTok workflows have 0 enrollments. If these channels are not being actively used, these workflows can be archived to reduce clutter.

FOLDER 13: Survey / Feedback (4 workflows — all Draft, all 0 enrolled)

#	Workflow Name	Status	Trigger	Key Actions	Notes/Flags
1	Exit form Submitted add tag “Exit Survey” + Add to googlesheet	Draft	Form Submitted (Exit survey form)	Add to NTMDS Exit Interview Sheet (Google Sheets ⚠️ broken) → Add Tag “Exit Survey” → Internal Notification → END	⚠️ Google Sheets step has warning icon (same broken integration seen throughout). Draft — exit interviews are not being captured to spreadsheet.
2	Survey / Feedback Form Sequence Once Closed	Draft	Opportunity Changed	SMS 24 hours → Wait 7 Days → “Check in with students, hows it going, are we logging in…” (SMS) → SMS Week 1 → Wait 21 days (4 week checkin) → SMS Week 4 → Email Week 4 → PLACEHOLDER: Update survey, where are you at (interviews, process, etc) → Email Week 6 → Wait 28 days (8 week update) → SMS Week 8 → Wait 2 days → SMS Exit Survey → END	🔴 CRITICAL: Most comprehensive student success workflow in the account — 12-week post-close journey (24hr, Week 1, 4, 6, 8, Exit). Yet it’s in Draft status with 0 enrolled — meaning NO students are receiving post-close nurture or milestone check-ins. 🔴 Contains “PLACEHOLDER” step (not filled in) — workflow is unfinished. Cannot be published until placeholder is replaced.
3	Week 4 Survey Responses Added to Google Sheets	Draft	Form Submitted (Week 4 survey form)	Add to Google Sheets (inferred — ⚠️ likely broken) → END	⚠️ Draft. 0 enrolled. Google Sheets integration likely broken here too. Week 4 survey responses not being captured.
4	Week 8 Survey Responses Added to Google Sheets	Draft	Form Submitted (Week 8 survey form)	Add to Google Sheets (inferred — ⚠️ likely broken) → END	⚠️ Draft. 0 enrolled. Week 8 survey responses not being captured.

🔴 FLAG — Folder 13: The entire student feedback/survey system is in Draft and has never been activated. No exit surveys, no Week 4/8 check-ins, no Google Sheet capture of responses, and no student journey sequence are running. This represents a significant gap in student success and retention operations.

🔴 FLAG — Folder 13: “Survey / Feedback Form Sequence Once Closed” (WF2) contains a literal “PLACEHOLDER” step that has not been filled in. The workflow cannot and should not be published until this is addressed. Completing this workflow and publishing it should be a high priority.

⚠️ FLAG — Folder 13: Google Sheets integration appears broken account-wide (same warning icons as Folder 4 Affiliate and Folder 11 Orders). The “Add to NTMDS Exit Interview Sheet” step will silently fail until the Sheets integration is reconnected.

FOLDER 14: Whop (1 workflow)

#	Workflow Name	Status	Total Enrolled	Active	Trigger	Key Actions	Notes/Flags
1	Webhook Whop - GHL	Published	0	0	Inbound Webhook (from Whop payment platform)	Create Contact → Create Opportunity → Add to Workflow “Invoice paid” → END	✅ Clean 4-step integration workflow. Routes Whop-sourced purchases into GHL contact/opportunity creation and feeds the existing Invoice paid workflow. No warning icons. 0 enrolled suggests Whop integration is not yet active in production or is very low volume.

⚠️ FLAG — Folder 14: 0 enrolled contacts despite being Published suggests either the Whop integration webhook is not configured on the Whop side, or Whop is not actively being used as a payment channel yet. Verify webhook endpoint is registered in Whop account settings.

SECTION 2: EMAIL TEMPLATES

Total Templates: 38 root-level templates + 2 folders (Newsletters: 17 items, Reviews and Stories Email: 4 items) = 59 email templates total Engagement Stats (last 7 days): 100% Delivered | 45% Open Rate | 16% Click Rate | 0% Ordered Most Active Creators: Christopher Burns (LinkedIn nurture sequences, Jan 2026), Parisa Parsakalleh (system defaults, newsletter sequences), Boris Dellagnolo (affiliate, event), Ella Naling (newsletter campaigns Apr–May 2024)

ROOT-LEVEL TEMPLATES (38 templates + 2 folders)

Page 1 of 4 (items 1–10)

#	Template Name	Type	Last Updated	Updated By	Notes/Flags
1	📁 Newsletters	Folder	Mar 04, 2024	Parisa Parsakalleh	17 items inside — see Newsletters Folder section below
2	📁 Reviews and Stories Email	Folder	Mar 05, 2024	Parisa Parsakalleh	4 items inside — see Reviews Folder section below
3	Affiliate Template	Design Editor	Feb 16, 2026	Boris Dellagnolo	Recently created — likely used in Folder 4 Affiliate workflows
4	LinkedIn B2B Ad Nurture - Email 5	Design Editor	Jan 28, 2026	Christopher Burns	Part of 5-email LinkedIn B2B nurture sequence
5	LinkedIn B2B Ad Nurture - Email 4	Design Editor	Jan 28, 2026	Christopher Burns	Part of 5-email LinkedIn B2B nurture sequence
6	LinkedIn B2B Ad Nurture - Email 3	Design Editor	Jan 28, 2026	Christopher Burns	Part of 5-email LinkedIn B2B nurture sequence
7	LinkedIn B2B Ad Nurture - Email 2	Design Editor	Jan 28, 2026	Christopher Burns	Part of 5-email LinkedIn B2B nurture sequence
8	LinkedIn B2B Ad Nurture - Email 1	Design Editor	Jan 28, 2026	Christopher Burns	Part of 5-email LinkedIn B2B nurture sequence
9	LinkedIn Nurses Ad Nurture - Email 5	Design Editor	Jan 28, 2026	Christopher Burns	Part of 5-email LinkedIn Nurses nurture sequence
10	LinkedIn Nurses Ad Nurture - Email 4	Design Editor	Jan 28, 2026	Christopher Burns	Part of 5-email LinkedIn Nurses nurture sequence

Page 2 of 4 (items 11–20)

#	Template Name	Type	Last Updated	Updated By	Notes/Flags
11	LinkedIn Nurses Ad Nurture - Email 3	Design Editor	Jan 28, 2026	Christopher Burns	Part of 5-email LinkedIn Nurses nurture sequence
12	LinkedIn Nurses Ad Nurture - Email 2	Design Editor	Jan 28, 2026	Christopher Burns	Part of 5-email LinkedIn Nurses nurture sequence
13	LinkedIn Nurses Ad Nurture - Email 1	Design Editor	Jan 28, 2026	Christopher Burns	Part of 5-email LinkedIn Nurses nurture sequence
14	Call Booked Preframe - Template	Design Editor	Jan 28, 2026	Christopher Burns	Pre-frame email for contacts who have booked a sales call
15	Default - Document Sent	Design Editor	Nov 06, 2025	(no user)	⚠️ System default — no assigned owner
16	Webinar Registration	Design Editor	Jul 24, 2025	Parisa Parsakalleh	Webinar confirmation/registration email
17	Events Interest Welcome	Design Editor	Jul 08, 2025	Boris Dellagnolo	Welcome email for event interest leads (Folder 7 Event workflows)
18	Discovery Calendar Welcome	Design Editor	Mar 06, 2025	Parisa Parsakalleh	Sent after Discovery calendar booking
19	Closer Booking Confirmation with VSL	Design Editor	Mar 06, 2025	Boris Dellagnolo	Booking confirmation + VSL (Video Sales Letter) for closer calls
20	Default - Auto payment failed	Design Editor	Dec 13, 2024	Parisa Parsakalleh	🔴 DUPLICATE — also exists at Oct 31, 2024 (item #31). Dec version is newer.

Page 3 of 4 (items 21–30)

#	Template Name	Type	Last Updated	Updated By	Notes/Flags
21	Default - Auto payment amount changed	Design Editor	Dec 13, 2024	Parisa Parsakalleh	System billing notification
22	Default - Auto payment information	Design Editor	Dec 13, 2024	Parisa Parsakalleh	System billing notification
23	Default - Invoice payment failed	Design Editor	Dec 13, 2024	Parisa Parsakalleh	🔴 DUPLICATE — also exists at Oct 31, 2024 (item #30). Dec version is newer.
24	Default - Invoice payment successful	Design Editor	Dec 13, 2024	Parisa Parsakalleh	🔴 DUPLICATE — also exists at Oct 31, 2024 (item #32). Dec version is newer.
25	Default - Estimate Received	Design Editor	Dec 13, 2024	Parisa Parsakalleh	System billing notification
26	Default - Invoice received	Design Editor	Dec 13, 2024	Parisa Parsakalleh	System billing notification
27	Welcome to New to Medical Device Sales!	Design Editor	Nov 07, 2024	Parisa Parsakalleh	Main program welcome email — likely used in Folder 2 Closing post-close flow
28	Success Spotlight	Design Editor	Nov 05, 2024	Parisa Parsakalleh	Social proof / student success story email
29	New Template	Design Editor	Nov 05, 2024	Parisa Parsakalleh	⚠️ UNNAMED — generic auto-generated name. Purpose unknown. Candidate for rename or deletion.
30	Default - Invoice payment failed	Design Editor	Oct 31, 2024	Parisa Parsakalleh	🔴 DUPLICATE of item #23 (Dec 13, 2024 version is newer). Oct version should be deleted.

Page 4 of 4 (items 31–38)

#	Template Name	Type	Last Updated	Updated By	Notes/Flags
31	Default - Auto payment failed	Design Editor	Oct 31, 2024	Parisa Parsakalleh	🔴 DUPLICATE of item #20 (Dec 13, 2024 version is newer). Oct version should be deleted.
32	Default - Invoice payment successful	Design Editor	Oct 31, 2024	Parisa Parsakalleh	🔴 DUPLICATE of item #24 (Dec 13, 2024 version is newer). Oct version should be deleted.
33	Default - Invoice Reminder	Design Editor	Oct 31, 2024	Parisa Parsakalleh	Invoice reminder notification — no Dec duplicate found; may be unique
34	New Template	Design Editor	Apr 12, 2024	(no user)	⚠️ UNNAMED — oldest unnamed template (no owner). Purpose completely unknown. Candidate for deletion.
35	Client Service Agreement Blank	Design Editor	Mar 18, 2024	Parisa Parsakalleh	Blank contract template — used in Folder 3 Payment agreement flow
36	Welcome Confirmation Not using\	Design Editor	Mar 13, 2024	Parisa Parsakalleh	🔴 DEPRECATED — backslash in name is a manual “do not use” marker. Should be deleted, not just renamed.
37	Client Service Agreement Signed	Design Editor	Mar 13, 2024	Parisa Parsakalleh	Contract confirmation email sent after signature — used in Folder 3 Payment flow
38	Form Submitted	Design Editor	Sep 26, 2023	Jacob McLaughlin	⚠️ OLDEST template in account (Sep 2023). Created by Jacob McLaughlin who may no longer be active. Verify if still in use by any workflow before deleting.

NEWSLETTERS FOLDER (17 templates — ID: 65e6057752b7295e176df06b)

This folder contains TWO distinct content series: (1) A numbered automated newsletter drip sequence (1–7) created by Parisa in March 2024, and (2) Campaign-style story/testimonial newsletters created by Ella Naling in April–May 2024. Both may be used in the “Newsletter Nurture Until Purchase” workflow referenced throughout Folders 2, 9, and 11.

Page 1 (items 1–10)

#	Template Name	Last Updated	Updated By	Notes/Flags
1	2 Newsletter Unlock - Your Potential in Medical Device Sales	Feb 26, 2025	Parisa Parsakalleh	Part of numbered drip sequence (#2). Updated Feb 2025 — most recently refreshed newsletter.
2	Newsletter - Ready to Launch Your Career in Medical Device Sales? Check Out Our Foolproof Strategy!	May 20, 2024	Ella Naling	Campaign newsletter — career launch strategy
3	Newsletter - Jen’s Journey: A Decade in Pharma to Medical Device Success	May 15, 2024	Ella Naling	Testimonial/story newsletter
4	Newsletter - Inspiring Testimonial: From Physical Therapy to Clinical Specialist	May 08, 2024	Ella Naling	Testimonial/story newsletter
5	Newsletter - Unlock Your Potential: Motivation for Your Medical Device Sales Journey!	May 06, 2024	Ella Naling	Motivational newsletter
6	Newsletter - Meet Up on May 4th	Apr 25, 2024	Ella Naling	Event announcement — Scottsdale Meet Up (past event, archivable)
7	Newsletter - Inspiring Testimonial: Dorian Scott’s Journey into the Medical Device Industry!	Apr 24, 2024	Ella Naling	Testimonial/story newsletter
8	Newsletter - Unveiling the Secrets to Landing Your Dream Job in Medical Device Sales!	Apr 22, 2024	Ella Naling	Educational newsletter
9	Newsletter - Inspiring Testimonial: Roxy Tirado’s Journey to Success with Jacob McLaughlin’s Course	Apr 17, 2024	Ella Naling	Testimonial/story newsletter — mentions Jacob McLaughlin specifically
10	Newsletter - Insider Secrets: LinkedIn vs. Company Websites for Landing Your Dream Job!	Apr 15, 2024	Ella Naling	Educational newsletter

Page 2 (items 11–17)

#	Template Name	Last Updated	Updated By	Notes/Flags
11	Newsletter - Unlock Your Potential in Medical Device Sales: Insider Tips Inside!	Apr 08, 2024	Ella Naling	Educational newsletter
12	7 Newsletter - Empower Yourself for a Brighter Future	Mar 13, 2024	Parisa Parsakalleh	Numbered drip sequence #7 — most recent in core sequence
13	6 Newsletter - Elevating Careers in Top Medical Device Companies	Mar 13, 2024	Parisa Parsakalleh	Numbered drip sequence #6
14	5 Newsletter - Your Path to Success Starts Here	Mar 13, 2024	Parisa Parsakalleh	Numbered drip sequence #5
15	4 Newsletter - Unlock Your Potential in Medical Device Sales	Mar 13, 2024	Parisa Parsakalleh	Numbered drip sequence #4
16	3 Newsletter - Resources & Support	Mar 13, 2024	Parisa Parsakalleh	Numbered drip sequence #3
17	1 Newsletter - Accelerate Your Career in Medical Device Sales	Mar 13, 2024	Parisa Parsakalleh	Numbered drip sequence #1 — the first email in the core newsletter sequence

⚠️ Note on Numbered Sequence: Newsletters 1, 3, 4, 5, 6, 7 were created Mar 13, 2024 by Parisa. Newsletter #2 (“2 Newsletter Unlock”) was last updated Feb 26, 2025 — suggesting it was rewritten/refreshed independently of the rest. Confirm whether Ella Naling’s campaign newsletters (Apr–May 2024) are part of the same automated drip or were sent as one-off campaigns.

REVIEWS AND STORIES EMAIL FOLDER (4 templates — ID: 65e7895e9c746a95c13e0476)

Testimonial/social proof email series. Numbered 1–4. Item #1 was recently updated Feb 2025 (same timing as Newsletter #2 update), suggesting a content refresh initiative in early 2025.

#	Template Name	Last Updated	Updated By	Notes/Flags
1	1 Review - My Students Spill The Tea	Feb 26, 2025	Parisa Parsakalleh	⚠️ Updated Feb 2025 while items 2–4 remain at Mar 2024 — only this one was refreshed
2	4 Review - Do it scared…do it anyway	Mar 18, 2024	Parisa Parsakalleh	Review/testimonial email #4 in sequence
3	3 Review - “Whens the right time to invest in your career?”	Mar 18, 2024	Parisa Parsakalleh	Review/testimonial email #3 in sequence — minor typo in subject (“Whens” should be “When’s”)
4	2 Review - Would Multiple 6 Figures month change your life Client 😱	Mar 18, 2024	Parisa Parsakalleh	Review/testimonial email #2 in sequence

SECTION 2 FLAGS & FINDINGS

🔴 CRITICAL — Duplicate Default Templates (3 sets): The following billing notification templates exist in TWO versions each (Oct 2024 and Dec 2024). The December versions are newer and should be considered canonical. The October versions should be verified for active workflow references and then deleted: - “Default - Auto payment failed” (Oct 31, 2024 AND Dec 13, 2024) - “Default - Invoice payment failed” (Oct 31, 2024 AND Dec 13, 2024) - “Default - Invoice payment successful” (Oct 31, 2024 AND Dec 13, 2024) Risk: If any workflow still points to the older Oct templates, deleting them will break that workflow’s email step silently.

⚠️ FLAG — Deprecated Template: "Welcome Confirmation Not using" (item #36) has a backslash in the name as a manual deprecation marker. It should be formally deleted, not just left in the list. Every month it stays, it risks being accidentally used in a new workflow.

⚠️ FLAG — Unnamed Templates (2): “New Template” appears twice — once with no owner (Apr 2024, item #34) and once by Parisa (Nov 2024, item #29). Neither has a descriptive name, making their purpose untraceable. Both are candidates for deletion unless a workflow dependency can be confirmed.

⚠️ FLAG — Oldest Template / Inactive Owner: “Form Submitted” (Sep 2023, item #38) was created by Jacob McLaughlin. This predates most other templates by 6+ months. If Jacob is no longer active on this account, this template should be reviewed for current use and potentially migrated to an active owner.

⚠️ FLAG — Content Refresh Inconsistency: In Feb 2025, items “1 Review - My Students Spill The Tea” and “2 Newsletter Unlock - Your Potential in Medical Device Sales” were both updated by Parisa — but the rest of the numbered sequences (Reviews 2–4, Newsletters 3–7) were NOT updated. Either a content refresh was started and abandoned, or only specific emails were refreshed intentionally. Verify whether the full sequences need updating.

ℹ️ INFO — LinkedIn Nurture Email Templates: The 10 LinkedIn email templates (5 for B2B, 5 for Nurses) were all created Jan 28, 2026 by Christopher Burns. These directly correspond to Folder 10 “Linkedin Form Submitted” workflow’s 5-email nurture sequences for each segment. These appear current and active (15 contacts enrolled in the workflow as of audit date).

ℹ️ INFO — Ella Naling Templates: Ella Naling created 9 newsletter campaign emails in April–May 2024. She does not appear as an owner on any other templates. These may have been one-time campaign sends (not ongoing automation). Verify whether these are still being sent via workflows or are now dormant campaign templates.

ℹ️ INFO — “Default - Invoice Reminder” (item #33): This template from Oct 31, 2024 has no December equivalent, suggesting it was NOT duplicated in the Dec 2024 refresh. It may be the only current version of an invoice reminder template — do not delete without verifying workflow dependencies.

SECTION 3: CONVERSATION SNIPPETS (SMS + EMAIL TEMPLATES)

Total: 30 snippets | Text type: 26 | Email type: 4 | Folders: 0 (all flat)

Snippets in GHL are reusable copy blocks insertable into manual conversations or workflow messages. All 30 are in a single unorganized list with no folder structure.

COMPLETE SNIPPET INVENTORY

#	Snippet Name	Type	Last Updated	Body Preview	Purpose
1	1-Applied but not Booked	Text	Jun 09, 2025	Hey {{contact.first_name}}, This is {{user.first_name}} from…	Follow-up to leads who applied but didn’t book a call
2	1-Old Leads-LinkedIn	Text	Jun 03, 2025	Hey {{contact.first_name}}, This is {{user.first_name}} from…	Re-engagement outreach for old LinkedIn leads
3	1-Old Leads-Website	Text	Jun 09, 2025	Hey {{contact.first_name}}, This is {{user.first_name}} from…	Re-engagement outreach for old website leads
4	1-Podcast Follow up Text	Text	Jun 03, 2025	Hey {{contact.first_name}}, Happy {{right_now.day_of_week}}!…	Follow-up to podcast listener leads
5	1-podcast text	Text	Jun 17, 2025	Hey {{contact.first_name}}, It’s {{user.first_name}} from Ja…	Initial podcast channel lead outreach
6	1st attempt-No Answer	Text	Jun 03, 2025	Hey {{contact.first_name}}, this is {{user.first_name}} from…	First call attempt follow-up when no answer
7	2-Running Late Jonathan	Text	Nov 05, 2024	Hey {{contact.first_name}}, I’m running a bit behind on my c…	Running-late notification — ⚠️ “Jonathan” hardcoded in name
8	Applied	Email	Sep 07, 2023	Welcome to New to Medical Device Sales! So excited to have y…	Application confirmation email (oldest batch)
9	Applied but did not pick up!	Text	Jun 09, 2025	Hey {{contact.first_name}}, It’s Boris from New To Medical D…	SMS follow-up for applied leads who don’t answer — 🔴 hardcoded “Boris”
10	CANCELATION/NO MONEY	Text	Sep 04, 2025	Thanks for letting us know {{contact.first_name}}, No worries…	Response to cancellation / inability to pay — ⚠️ ALL CAPS name
11	Confirm day of	Text	Aug 11, 2025	Hey {{contact.first_name}}, It’s {{user.first_name}} from Ja…	Day-of appointment reminder
12	Double book reschedule	Text	May 29, 2025	Hey {{contact.first_name}}, this is {{user.first_name}} fro…	Reschedule message for double-booked appointment
13	Email mini course intro	Text	Sep 18, 2025	Hey {{contact.first_name}} This is {{user.first_name}} from…	Introduction message for email mini course
14	Follow Up Recapture	Text	Sep 04, 2025	Hey {{contact.first_name}}! It’s {{user.first_name}}, hope y…	Re-engagement follow-up for cold/disengaged leads
15	Henry \| Post Call Summary	Email	Dec 09, 2024	Hey {{contact.first_name}}, Great to connect earlier. Here are…	Post-call summary email — ⚠️ “Henry” (specific contact name) in snippet name
16	Intro Text	Text	Aug 16, 2024	Hey there, it’s {{user.first_name}} with New to Medical Devi…	General intro/first-touch SMS
17	Invoice Due	Text	Dec 13, 2024	Hi {{ invoice.customer.first_name }}, New to Medical Device…	Invoice payment reminder — ⚠️ uses spaced merge tag format
18	Invoice Paid	Text	Dec 13, 2024	—	Invoice payment confirmation
19	Kajabi Reset	Text	Feb 21, 2025	—	Kajabi course platform access reset instructions
20	Kat 1-Applied but not Booked	Text	Apr 25, 2025	—	Rep-specific variant of #1 — ⚠️ “Kat” rep name in template
21	Onboarding Email	Email	May 14, 2025	Welcome to the New to Medical Device Sales (NTMDS)…	New member onboarding email
22	Pre Reach out Reach out	Text	Jun 09, 2025	Hey {{contact.first_name}}, This is {{user.first_name}} from…	Initial outreach / pre-contact — ⚠️ duplicated phrase in name (typo)
23	Purchased Welcome	Email	Sep 07, 2023	body{font-family: sans-serif;}{{contact.first_name}},Welcom…	Welcome email for new purchasers — 🔴 raw HTML/CSS leaking into preview
24	Speed to lead Ebook	Text	Oct 02, 2024	Hey {{contact.first_name}}, this is Boris from Jacob…	Speed-to-lead outreach for ebook downloaders — 🔴 hardcoded “Boris” and “Jacob”
25	Speed to lead text	Text	Jun 04, 2025	Hey {{contact.first_name}}, This is {{user.first_name}} from…	General speed-to-lead outreach (uses merge tags correctly)
26	Test	Text	Sep 29, 2025	Hey Boris, this is Jacob McLaughlin	🔴 TEST SNIPPET — fully hardcoded first + last name. No merge tags. Delete.
27	test test	Text	May 13, 2025	Hey {{contact.first_name}}, This is Justin, Enrollment…	🔴 TEST SNIPPET — hardcoded staff name “Justin”. Delete.
28	Voicemail	Text	Apr 22, 2025	Hey, I tried to call and it went to voicemail. Checking if this i…	Voicemail follow-up SMS
29	Welcome	Text	Sep 07, 2023	Thanks for showing interest in New to Medical Device Sales!…	General welcome text (oldest batch, Sep 2023)
30	Welcome Course with VSL	Text	Mar 12, 2024	Hey {{contact.first_name}},…	Welcome message for course purchasers referencing VSL

SECTION 3 — FLAGS & FINDINGS

🔴 CRITICAL — Hardcoded Staff Names in Live Templates:

Three snippets have hardcoded staff first/last names instead of merge tags: - “Applied but did not pick up!” (#9): Body uses “It’s Boris from New To Medical…” — any send from this snippet will always say “Boris” regardless of which rep sends it. - “Speed to lead Ebook” (#24): Body uses “this is Boris from Jacob…” — both a first name AND employer name are hardcoded. Unclear if intentional branding or a copy-paste error. - “Test” (#26): Body is “Hey Boris, this is Jacob McLaughlin” — fully hardcoded with no merge tags. This is clearly an unsaved test that was never deleted.

Fix: Replace hardcoded names in #9 and #24 with {{user.first_name}}. Delete #26 entirely.

🔴 CRITICAL — Test Snippets Not Deleted (#26, #27):

“Test” (#26): Hardcoded personal names, no merge tags, last updated Sep 29, 2025. Zero legitimate use case.
“test test” (#27): Contains hardcoded staff name “Justin” and “Enrollment” — likely a rep testing snippet creation. Last updated May 13, 2025. Still in the library 9+ months later.

Fix: Delete both immediately. They add noise and risk accidental use in a workflow or manual message.

⚠️ WARNING — Person-Specific Snippet Names (Non-Reusable Fragments):

“2-Running Late Jonathan” (#7): “Jonathan” appears to be a contact’s name embedded into the snippet name. The body uses merge tags so the template itself is generic — but the name makes it appear contact-specific and creates confusion. Rename to “2-Running Late” or similar.
“Henry | Post Call Summary” (#15): “Henry” is presumably a contact name. The template is reusable but the name suggests it was cloned from a specific contact interaction and never genericized. Rename to “Post Call Summary.”
“Kat 1-Applied but not Booked” (#20): Appears to be a rep-named copy of #1 built by or for rep “Kat.” Creates a diverging duplicate — if #1 is ever updated, #20 will be out of sync. Consolidate or delete.

⚠️ WARNING — Inconsistent Merge Tag Format:

“Invoice Due” (#17) uses {{ invoice.customer.first_name }} (spaces inside double braces) while every other snippet uses {{contact.first_name}} format (no spaces). GHL is typically permissive about this, but it indicates this template was created differently from the rest — likely copied from an external source. Verify the merge tag resolves correctly in invoice notification contexts.

⚠️ WARNING — “Purchased Welcome” (#23) Contains Raw HTML:

The body preview for this Email-type snippet begins with body{font-family: sans-serif;} — raw CSS. This template was created in Sep 2023 and the HTML head/body structure may be malformed, causing rendering issues in email clients. Should be rebuilt using GHL’s email builder rather than raw HTML injection.

⚠️ WARNING — Naming Convention Issues:

“CANCELATION/NO MONEY” (#10): ALL CAPS naming is inconsistent with all other snippets and is unprofessional for a client-facing snippet library. Rename to “Cancellation - No Budget” or similar.
“Pre Reach out Reach out” (#22): “Reach out” is duplicated — obvious copy-paste typo in the name. Rename to “Pre-Outreach Intro” or similar.
“1-podcast text” (#5) vs “1-Podcast Follow up Text” (#4): Inconsistent capitalization for similar-purpose snippets. Minor but indicates lack of naming governance.

🟡 NOTE — No Folder Organization:

All 30 snippets exist in a single flat list with no folders. As the library grows (or if it’s already getting unwieldy at 30), discovery and maintenance becomes harder. Suggested folder structure: - Speed to Lead — Initial outreach snippets (#2, #3, #4, #5, #6, #24, #25) - Applied / Booked — Post-application snippets (#1, #8, #9, #20) - Post-Call / Follow-Up — (#14, #15, #28) - Scheduling — (#7, #11, #12) - Invoicing — (#17, #18) - Onboarding / Welcome — (#21, #23, #29, #30) - Course / Platform — (#13, #19) - Recapture / Old Leads — (#10, #16, #22) - Delete — (#26, #27)

🟡 NOTE — Email-type Snippets Mixed with Text Snippets:

4 of 30 snippets are Email type (Applied #8, Henry | Post Call Summary #15, Onboarding Email #21, Purchased Welcome #23). These would only be usable in email conversations, not SMS. Without folder separation, reps may accidentally attempt to send email-type snippets in SMS threads. Recommend segregating into an “Email Templates” folder or clearly labeling.

🟡 NOTE — Sep 2023 Snippets — Content Age:

Three snippets (Applied #8, Purchased Welcome #23, Welcome #29) were created at account inception (Sep 07, 2023) and have never been updated. Given the account’s growth and messaging evolution since then, these should be reviewed for content freshness — particularly “Purchased Welcome” which is likely a high-visibility first touchpoint.

SECTION 4: FORMS

Total forms: 29 | Folders: 4 | Root-level (no folder): 4 | Builders used: Form Builder only

Note: GHL has both a Form Builder and a separate Survey Builder. The “Survey / Feedback Forms” folder below lives in the Form Builder despite its name — those items are GHL Forms, not Surveys. The separate Survey Builder is audited in Section 5.

ROOT LEVEL (No Folder) — 4 forms

#	Form Name	Last Updated	Updated By	Notes/Flags
1	Affiliate Form	Jun 20, 2025	Parisa Parsakalleh	Affiliate partner capture form
2	Form 28	Sep 19, 2025	Boris Dellagnolo	🔴 Auto-generated name — never renamed
3	Webinar Event 5/22/25	May 22, 2025	Boris Dellagnolo	⚠️ Hard-coded past date in name — likely stale/one-time event form
4	Linkedin Training	Nov 17, 2025	Britt Farley	LinkedIn training event sign-up form

FOLDER: FLS Voice Agent — 1 form

#	Form Name	Last Updated	Updated By	Notes/Flags
1	Demo	Feb 19, 2026	Joe McNee	⚠️ Only form in folder — likely a test/demo form for AI voice agent feature (FLS = First Line Setter). Most recent form in account.

FOLDER: Forms — 12 forms (2 pages)

#	Form Name	Last Updated	Updated By	Notes/Flags
1	30-60-90 DAY PLAN	Nov 23, 2025	Cam M	⚠️ ALL CAPS naming — inconsistent with other forms
2	Apply Calendar Form	Dec 20, 2025	Cam M	Application + calendar booking form — most recently updated
3	Calendar Booking	Oct 09, 2024	Parisa Parsakalleh	General calendar booking form
4	email mini course	Aug 08, 2025	Boris Dellagnolo	🟡 Inconsistent capitalization (all lowercase)
5	Events Interest	Sep 20, 2024	Parisa Parsakalleh	Event interest/waitlist capture
6	Form 30	Oct 21, 2025	Boris Dellagnolo	🔴 Auto-generated name — never renamed
7	Mindset Form	Sep 19, 2025	Boris Dellagnolo	Mindset module intake or interest form
8	New Contacts	Aug 16, 2024	Parisa Parsakalleh	New contact lead capture form
9	Newsletter	Mar 14, 2024	Parisa Parsakalleh	Newsletter opt-in (oldest form in this folder)
10	Q&A PDF	Sep 16, 2025	Boris Dellagnolo	⚠️ Ambiguous name — Q&A associated with PDF delivery?
11	Q&A Registration	Aug 19, 2025	Boris Dellagnolo	Q&A session registration form
12	Scottsdale Student Signup	Jul 03, 2025	Parisa Parsakalleh	⚠️ Location-specific name (“Scottsdale”) — likely a geo-targeted or in-person event form

#	Form Name	Last Updated	Updated By	Notes/Flags
1	Facebook	Mar 14, 2024	Parisa Parsakalleh	Lead capture for Facebook traffic
2	Google	Mar 14, 2024	Parisa Parsakalleh	Lead capture for Google traffic
3	Instagram	Mar 14, 2024	Parisa Parsakalleh	Lead capture for Instagram traffic
4	Linkedin	Mar 14, 2024	Parisa Parsakalleh	Lead capture for LinkedIn traffic
5	Podcast	Mar 14, 2024	Parisa Parsakalleh	Lead capture for podcast listener traffic
6	TikTok	Mar 14, 2024	Parisa Parsakalleh	Lead capture for TikTok traffic
7	Youtube	Mar 14, 2024	Parisa Parsakalleh	Lead capture for YouTube traffic

Social Forms folder is well-organized: 7 channel-specific forms, all created the same day (account setup), all by same owner. No flags. However, none have been updated since Mar 2024 — worth checking if UTM/source tracking fields are still current.

FOLDER: Survey / Feedback Forms — 5 forms

Despite the folder name containing “Survey,” these are GHL Forms (not Surveys). The separate Survey Builder is audited in Section 5. This folder naming is confusing and could cause misrouting of submissions.

#	Form Name	Last Updated	Updated By	Notes/Flags
1	24/hour Onboarding Feedback Survey	Sep 08, 2025	Britt Farley	Post-onboarding 24-hour feedback collection
2	4 Week Progress Survey	Sep 09, 2025	Katie R	4-week student progress check-in
3	8 Week Progress Survey	Sep 09, 2025	Katie R	8-week student progress check-in
4	NTMDS Course Survey	Sep 08, 2025	Britt Farley	General course feedback/evaluation
5	Week 1 Check-In Survey	Sep 08, 2025	Britt Farley	Week 1 student check-in

🟡 All 5 forms in this folder were created/updated within 2 days (Sep 8–9, 2025) as part of a CSM/student success buildout. Well-organized as a set.

SECTION 4 — FLAGS & FINDINGS

🔴 CRITICAL — Auto-Generated Names Never Renamed:

“Form 28” (root level, Sep 2025, Boris Dellagnolo)
“Form 30” (Forms folder, Oct 2025, Boris Dellagnolo)

Both were created and left with GHL’s auto-generated numeric names. This is the same naming hygiene issue seen in Workflows. Without descriptive names, it’s impossible to know what these forms capture, where they’re embedded, or whether they’re safe to delete. Action required: Open each form, review its fields and submission history, then rename or delete.

⚠️ WARNING — Stale Date-Stamped Form Name:

“Webinar Event 5/22/25” has a hard-coded date (May 22, 2025) in its name — a past event. If this form is still embedded on any page or linked in any automation, it may still be collecting submissions for an event that no longer exists. Action: Check submission count, verify no active embeds, archive or repurpose.

⚠️ WARNING — “Survey / Feedback Forms” Folder Is Misnamed:

This folder lives in the Form Builder but is named “Survey / Feedback Forms.” GHL has a separate Survey Builder (Section 5). Using form-type surveys inside the Form Builder when GHL has native survey tooling is a fragmented approach. Future team members may be confused about where to build survey-type data collection. Recommend either: (a) migrating these to the Survey Builder, or (b) renaming the folder to “Feedback Forms” to avoid confusion.

⚠️ WARNING — FLS Voice Agent Folder Has Only 1 Form (“Demo”):

The FLS Voice Agent folder (updated Feb 19, 2026 by Joe McNee) appears to be associated with an AI voice agent or “First Line Setter” automation. Only a single “Demo” form exists — this may be a test or pilot feature in early stages. Worth confirming whether this is production-ready or a prototype.

🟡 NOTE — Inconsistent Naming Conventions Across Forms:

Forms have been created by at least 6 different team members (Parisa Parsakalleh, Boris Dellagnolo, Britt Farley, Katie R, Cam M, Joe McNee) with no consistent naming standard: - ALL CAPS: “30-60-90 DAY PLAN” - all lowercase: “email mini course” - Auto-generated: “Form 28”, “Form 30” - Date-stamped: “Webinar Event 5/22/25” - Geo-specific: “Scottsdale Student Signup”

A naming convention document or template should be established so new forms follow a consistent pattern (e.g., “Purpose - Source” or “Module - Type”).

🟡 NOTE — 4 Root-Level Forms Not in Any Folder:

“Affiliate Form”, “Form 28”, “Webinar Event 5/22/25”, and “Linkedin Training” all sit at root level with no folder organization. Root-level clutter makes maintenance harder. Recommend moving into appropriate folders after renaming/reviewing.

🟡 NOTE — Social Forms Not Updated Since Account Setup (Mar 2024):

All 7 Social Forms forms have not been touched since Mar 14, 2024 — the day they were created. Nearly 2 years without updates. If the forms capture UTM parameters or rely on specific fields that have changed since then, they may have stale configurations.

SECTION 5: SURVEYS (Survey Builder)

Total surveys: 2 | Folders: 0 | Active: 1 | Deprecated: 1

GHL’s Survey Builder is separate from the Form Builder. The account has minimal usage of native surveys — only 2 exist, both are “Qualification Survey” variants.

COMPLETE SURVEY INVENTORY

#	Survey Name	Last Updated	Updated By	Notes/Flags
1	Qualification Survey	Nov 23, 2025	Cam M	✅ Current active version — qualification/pre-screening survey for leads
2	Qualification Survey - OLD	Jun 13, 2025	Parisa Parsakalleh	🔴 Deprecated — “-OLD” suffix indicates superseded. Should be deleted.

SECTION 5 — FLAGS & FINDINGS

🔴 CRITICAL — “Qualification Survey - OLD” Should Be Deleted:

This survey has been explicitly labeled “-OLD” and last updated Jun 13, 2025 — over 5 months before the current version was updated (Nov 23, 2025). If it remains in the system, it risks accidental use in new automations or by new team members. Action: Delete immediately.

⚠️ WARNING — “Survey / Feedback Forms” in Form Builder vs. Survey Builder Fragmentation:

Section 4 identified 5 feedback/survey-type forms in the Form Builder under the “Survey / Feedback Forms” folder (24hr Onboarding Feedback, 4 Week Progress, 8 Week Progress, NTMDS Course Survey, Week 1 Check-In). These live in the Form Builder, while this section covers the native Survey Builder. The account is using both tools for survey-type data collection with no clear convention for which tool to use.

The Qualification Survey here is a pre-sales lead qualifier (logical use of Survey Builder), while the feedback/progress surveys in the Form Builder are post-sales student success tools. This split may be intentional or accidental — worth clarifying with the team.

🟡 NOTE — Minimal Survey Builder Adoption:

With only 2 surveys (and 1 deprecated), the Survey Builder is significantly underutilized. The 5 feedback forms in the Form Builder could benefit from being migrated to the Survey Builder for better analytics and branching logic support. However, this is a workflow decision — not necessarily a problem if the Form Builder versions are working well.

SECTION 6: FUNNELS & WEBSITES

Funnels: 9 | Websites: 1 | Total assets: 10

FUNNELS (9)

#	Funnel Name	Last Updated	Steps	Notes/Flags
1	Elementary Smart Funnel	Apr 03, 2025	5	Multi-step automated funnel (likely Application → Sales flow)
2	Email mini	Aug 11, 2025	2	Mini course lead capture or delivery funnel
3	Linkedin Ad Page	Jan 13, 2026	4	LinkedIn ads landing funnel — most recently updated, likely active
4	Mindset For Medical Sales	Sep 19, 2025	2	Mindset module or offer funnel
5	New to Medical Device Sales	Mar 20, 2025	1	Core brand landing page funnel (1-step)
6	NTMDS Funnel - Master	Nov 06, 2025	5	🌟 Primary conversion funnel — “Master” naming suggests this is the canonical production funnel
7	Test	Oct 21, 2025	0	🔴 TEST FUNNEL — 0 steps, never built out. Should be deleted.
8	Webinar	Sep 05, 2025	1	Webinar registration/replay funnel
9	Webinar Test	Jul 02, 2025	1	⚠️ “Test” in name — likely a prototype that predates #8. Candidate for deletion.

WEBSITES (1)

#	Website Name	Last Updated	Pages	Notes/Flags
1	WHOP Thank you	Jan 26, 2026	5	Post-purchase thank you / content delivery site for WHOP platform customers. Recently updated (Jan 2026).

SECTION 6 — FLAGS & FINDINGS

🔴 CRITICAL — “Test” Funnel Has 0 Steps:

“Test” (Oct 21, 2025) has been built with zero steps — it’s an empty funnel shell. This is a recurring pattern across the account (see also “test test” in snippets, “Course Signup test” in workflows). Someone created a funnel to test the interface and never deleted it. Action: Delete immediately.

⚠️ WARNING — Duplicate Webinar Funnels (“Webinar” + “Webinar Test”):

Two webinar funnels exist: - “Webinar Test” (Jul 02, 2025, 1 step) — test/prototype - “Webinar” (Sep 05, 2025, 1 step) — likely the production version

“Webinar Test” was created 2 months before “Webinar” and appears to be the original test build. If “Webinar” is the live version, “Webinar Test” should be deleted to avoid confusion about which is canonical.

⚠️ WARNING — “NTMDS Funnel - Master” Naming Risk:

Naming a funnel “Master” is a good organizational signal but also creates risk: if anyone creates a variant funnel without clearly distinguishing it from “Master,” the canonical funnel can get lost. No sub-funnel naming convention exists (no versioning like “v1”, “v2” or dated duplicates). As the account scales, this should be managed carefully.

🟡 NOTE — Minimal Website Presence (1 site):

The account has only 1 GHL-built website: “WHOP Thank you” (5 pages, updated Jan 2026). This is likely a post-purchase experience for WHOP customers. The main NTMDS web presence presumably lives outside GHL (e.g., a separate CMS, Whop platform, or Kajabi). No external website URL was audited in this scope.

🟡 NOTE — No Folder Organization for Funnels:

All 9 funnels exist at root level with no folder structure. For an account with multiple traffic sources (LinkedIn, Webinar, organic), organizing funnels by campaign type (e.g., “Ads”, “Organic”, “Webinar”, “Core”) would improve maintainability as the funnel library grows.

🟡 NOTE — “Linkedin Ad Page” Is Most Recently Updated Funnel (Jan 2026):

This suggests LinkedIn is a current active paid traffic channel. Given it was updated Jan 13, 2026 (most recently of all funnels), any forms or workflows connected to this funnel should be verified as current and live.

SECTION 7: PIPELINES & STAGES

Total pipelines: 7

#	Pipeline Name	# Stages	Last Updated	Purpose
1	1 Discovery	6	Apr 29, 2025	Sales discovery/qualification pipeline
2	2 Closing	5	Dec 23, 2024	Sales closing pipeline
3	3 Payments	6	Apr 30, 2025	Payment plan tracking
4	4 Disposition	4	Apr 29, 2025	Lost/deferred lead categorization
5	CSM Pipeline	7	Feb 19, 2026	Client success / post-sale onboarding
6	LinkedIn-Ads	6	Jan 26, 2026	LinkedIn paid ad lead pipeline
7	Meta-Ads	4	Sep 15, 2025	Meta (Facebook/Instagram) paid ad lead pipeline

Pipeline Stage Detail

1 Discovery (6 stages — sales qualification flow)

Order	Stage Name	Notes
1	Under 65k	Initial income qualifier
2	Qualified	Passed qualification criteria
3	Booked Discovery	Discovery call scheduled
4	Working	Actively being worked by setter/closer
5	Long Term Follow	Not ready now — long-term nurture
6	Not a Good Fit	Disqualified — exit stage

2 Closing (5 stages — sales closing flow)

Order	Stage Name	Notes
1	Booked Closing Call	Closing call scheduled
2	Working with Closer	Closer actively engaged
3	Manually Send Agreement	Contract stage — manual action required
4	Closed	Won — sale completed
5	Ghosted	No response after closing attempt

3 Payments (6 stages — payment plan tracking)

Order	Stage Name	Notes
1	3 Pay	3-payment plan
2	2 Pay	2-payment plan
3	Manual	Manually tracked/custom arrangement
4	Affirm	Affirm financing
5	Affirm 2 Pay	Affirm 2-payment variant
6	Paid Full	Paid in full

4 Disposition (4 stages — lost/deferred lead reasons)

Order	Stage Name	Notes
1	Trying On Own	Contact attempting DIY
2	Thinking About It	Not decided
3	Waiting On Partner/Spouse	Decision deferred to partner
4	Broke	Financial objection

CSM Pipeline (7 stages — client success / post-sale)

Order	Stage Name	Notes
1	New Client	Just enrolled / onboarding
2	24 Hour Check In	Day 1 check-in
3	First 7 Days	Early engagement window
4	Active Client	Engaged and active
5	Placed	Successfully placed in a job
6	Not Logged in	Disengaged — not logging into program
7	Ghosted	Unresponsive client

LinkedIn-Ads (6 stages — paid LinkedIn lead pipeline)

Order	Stage Name	Notes
1	New LI-General	New LinkedIn lead (general audience)
2	New-LI Nurses	New LinkedIn lead (nurses segment)
3	Contacted	Initial contact made
4	Closer Appointment	Booked for closer
5	Ghosted	No response
6	Closed	Won

Meta-Ads (4 stages — paid Meta lead pipeline)

Order	Stage Name	Notes
1	New Lead	Fresh lead from Meta ad
2	Contacted	Initial contact made
3	Closer Appointment	Booked for closer
4	Closed	Won

Pipeline Flags & Observations

⚠️ FLAG — Pipeline Numbering Convention: Pipelines 1–4 use a numeric prefix (“1 Discovery”, “2 Closing”, “3 Payments”, “4 Disposition”) but CSM Pipeline, LinkedIn-Ads, and Meta-Ads do not follow this convention. Inconsistent naming pattern — should standardize.

⚠️ FLAG — Sales & Paid Ad Pipelines Overlap: LinkedIn-Ads and Meta-Ads both have “Contacted → Closer Appointment → Closed” stages that mirror the bottom of the “2 Closing” pipeline. Leads from ad pipelines likely need to be manually moved to “1 Discovery” or “2 Closing” once engaged — no clear handoff process visible from pipeline structure alone. Risk: contacts stuck in ad pipelines without progressing to core sales pipeline.

⚠️ FLAG — “Manually Send Agreement” Stage in 2 Closing: Stage 3 “Manually Send Agreement” is a manual action stage with no automation cue visible from pipeline structure. If a contact reaches this stage and no one sends the agreement, the deal stalls. Recommend workflow trigger on stage change → send agreement automatically.

⚠️ FLAG — “4 Disposition” Stage Names: “Broke” is an informal label for a financial objection stage — consider renaming to “Financial Objection” for professionalism in reporting and client-facing exports.

⚠️ FLAG — “2 Closing” last updated Dec 23, 2024 — oldest pipeline in the account. May not reflect current sales process if the closing process has evolved.

✅ POSITIVE — CSM Pipeline recently updated (Feb 19, 2026): Most recently updated pipeline — actively maintained. The “Not Logged in” stage shows CSM team is tracking engagement/disengagement, which is good practice.

⚠️ FLAG — LinkedIn-Ads has audience-specific entry stage (“New-LI Nurses”) but Meta-Ads has a single generic “New Lead” entry — inconsistency in how audience segmentation is tracked across paid channels.

SECTION 8: CALENDARS

Total calendars: 6 | Groups: None (all “Not grouped”) | All status: Active

#	Calendar Name	Duration	Type	Status	Last Updated	Notes/Flags
1	Joe McNee’s Personal Calendar	30 min	Personal	Active	Jan 29, 2026	Personal calendar for team member Joe McNee
2	Jacobs Calendar	1 hr	Event	Active	Feb 24, 2026	⚠️ Missing apostrophe — should be “Jacob’s Calendar”. Event type, 1-hour duration. Updated today.
3	Tobe Iwelunmor’s Personal Calendar	30 min	Personal	Active	Oct 13, 2025	Personal calendar for Tobe Iwelunmor
4	Not Qualified Calendar	15 min	Round Robin	Active	Dec 20, 2025	⚠️ Unusual name — “Not Qualified” suggests this may be used for disqualified leads. 15-minute Round Robin.
5	Closer Round Robin	1 hr	Round Robin	Active	Nov 23, 2025	Round Robin calendar for closers. 1 hour duration.
6	Cam M’s Personal Calendar	30 min	Personal	Active	Nov 20, 2025	⚠️ Abbreviated last name “Cam M” — inconsistent with other personal calendars that use full names.

Calendar Type Breakdown: - Personal: 3 (Joe McNee, Tobe Iwelunmor, Cam M) - Event: 1 (Jacobs Calendar) - Round Robin: 2 (Not Qualified, Closer Round Robin)

Calendar Flags & Observations

⚠️ FLAG — No Group Organization: All 6 calendars are in the default “Not grouped” state. As the team grows, calendar management will become unwieldy. Recommend creating groups such as “Sales Calendars”, “Personal Calendars”, “Routing Calendars”.

⚠️ FLAG — “Jacobs Calendar” typo: Missing apostrophe — should be “Jacob’s Calendar”. Inconsistent with other naming conventions (e.g., “Joe McNee’s Personal Calendar”, “Tobe Iwelunmor’s Personal Calendar”).

⚠️ FLAG — “Not Qualified Calendar” naming: The name “Not Qualified” is ambiguous. It’s unclear whether this is used to book a call to deliver disqualification news, a soft consultation call, or something else entirely. Recommend renaming to something descriptive like “Disqualification Call” or “NQ Follow-Up”.

⚠️ FLAG — “Cam M’s Personal Calendar” abbreviated name: Other personal calendars use full names (“Joe McNee’s”, “Tobe Iwelunmor’s”). “Cam M” uses an abbreviated last initial — inconsistent. Recommend renaming to full name.

⚠️ FLAG — Person-specific personal calendars: 3 of 6 calendars are tied to specific team members (Joe McNee, Tobe Iwelunmor, Cam M). If these team members leave, their calendars will remain active and may still be referenced in workflows, booking links, or funnels. There should be a process for deactivating and replacing personal calendars when staff change.

✅ POSITIVE — All calendars Active: No inactive/disabled calendars cluttering the list. Clean status.

✅ POSITIVE — Round Robin calendars in place: “Closer Round Robin” ensures calls are distributed evenly among closers — good practice for scaling sales operations.

SECTION 9: TAGS

Total tags: 53 | Pages: 3 (20/20/13)

Complete Tag Inventory

#	Tag Name	Created	Notes/Flags
1	1st year ebook	Mar 05, 2024	Product-specific tag
2	30 days engaged	Jun 26, 2025	Engagement tracking
3	affiliate	Jun 06, 2025	Channel tag
4	affiliate applied	Jun 12, 2025	Channel + stage combo tag
5	angela past leads	Mar 24, 2025	⚠️ Person-specific (Angela)
6	app	Apr 27, 2025	Ambiguous — likely “applied to program” abbreviation
7	applied	Mar 01, 2024	🌟 CRITICAL — used in main workflow suppression logic
8	assign ricky	Mar 25, 2025	⚠️ Person-specific (Ricky)
9	booked closer	Oct 21, 2024	Stage/pipeline tracking
10	clicked - 45 days	Nov 21, 2025	Re-engagement trigger tag
11	clicked - campaign	Aug 05, 2025	Campaign engagement tracking
12	clicked q&a promo	Jul 07, 2025	Event-specific click tracking
13	closed	Oct 17, 2023	🌟 CRITICAL — goal exit condition in main nurture workflow
14	completed mini	Aug 11, 2025	Mini course completion tag
15	couldn’t find caller name	—	⚠️ Operational workaround tag — indicates a contact data gap
16	current student	—	Active enrollment status
17	discovery	—	Pipeline stage tag
18	disengaged	—	Engagement status tag
19	ebook	—	🌟 CRITICAL — trigger condition for main nurture workflow (10k+ enrolled)
20	email mini	—	Mini course email series tag
21	events interest	Sep 20, 2024	Event interest tracking
22	exit survey	Sep 04, 2025	Survey completion tag
23	from_perspective	Dec 19, 2025	⚠️ Uses underscore — inconsistent naming convention
24	ghosted	Feb 16, 2026	Contact status tag
25	google	Oct 18, 2024	⚠️ Single-word source tag — inconsistent vs. linkedin family
26	guide ebook	Mar 04, 2024	⚠️ Overlaps with “ebook” and “1st year ebook” — potential duplicate
27	kajabi active	Feb 16, 2026	Platform integration status
28	limbo	Jun 17, 2025	⚠️ Informal/unclear status label
29	linkedin	Oct 21, 2024	⚠️ Overlaps with linkedin-ads / linkedin-ad-general etc.
30	linkedin-ad-general	Jan 08, 2026	Paid ad source (LinkedIn, general)
31	linkedin-ad-nurses	Jan 08, 2026	Paid ad source (LinkedIn, nurses segment)
32	linkedin-ads	Nov 25, 2025	⚠️ Overlaps with linkedin-ad-general / linkedin-ad-nurses
33	linkedin-organic	Jan 08, 2026	Organic LinkedIn source
34	name via lookup	Dec 23, 2024	⚠️ Operational workaround tag — data enrichment process
35	not qualified	Nov 11, 2024	⚠️ Potential duplicate of “nql”
36	nql	Dec 19, 2025	⚠️ Potential duplicate of “not qualified”
37	past leads split aj	Jul 01, 2025	⚠️ Person-specific (AJ) — tied to abandoned workflow
38	prequal	Oct 21, 2024	🌟 CRITICAL — used in prequal workflow routing
39	processing	Jul 03, 2025	Status tag (payment/enrollment processing)
40	purchased	Mar 02, 2024	🌟 IMPORTANT — purchase confirmation tag
41	q&a ad form	Jul 02, 2025	Q&A event tracking (form submission)
42	q&a lp	Jul 02, 2025	Q&A event tracking (landing page)
43	referral	Oct 18, 2024	Source/channel tag
44	scottsdale event	Mar 25, 2024	⚠️ Event-specific — likely stale (Mar 2024)
45	showed closer	Dec 09, 2024	⚠️ Person-specific (“closer” appointment attendance)
46	showed jonathan	Nov 07, 2024	⚠️ Person-specific (Jonathan)
47	signed	Oct 14, 2024	Agreement/contract signed
48	spam likely	Feb 03, 2026	Contact quality flag
49	sql	Dec 19, 2025	Sales qualified lead
50	subscribed	Mar 12, 2024	🌟 CRITICAL — trigger condition for main nurture workflow (10k+ enrolled)
51	tampa event	Jul 29, 2024	⚠️ Event-specific — likely stale (Jul 2024)
52	utm	Nov 24, 2025	UTM tracking tag
53	webinar	Mar 02, 2024	Webinar funnel tag

Tag Analysis & Flags

🌟 CRITICAL TAGS — Do Not Rename or Delete: These tags are used as triggers or goal conditions in active workflows — any modification will break live automation: - subscribed — trigger in “Nurture Pre Purchase” (1,237 active contacts) - ebook — trigger in “Nurture Pre Purchase” (1,237 active contacts) - applied — trigger/goal in “Tag applied Remove from Prequal workflow” and “1A Discovery” workflow - closed — goal exit condition in “Nurture Pre Purchase” - prequal — used in prequal routing workflows - purchased — purchase confirmation trigger

⚠️ NAMING CONVENTION ISSUES: The account has no unified tag naming convention. Tags use a mix of: - Spaces: booked closer, not qualified, spam likely - Hyphens: linkedin-ads, linkedin-ad-general, clicked - campaign - Underscores: from_perspective (only 1 tag uses this) - Abbreviations: nql, sql, app mixed with full words: not qualified, prequal

Recommend adopting a single convention: lowercase hyphen-separated (e.g., not-qualified not nql or not qualified).

⚠️ PERSON-SPECIFIC TAGS (should be removed or renamed): - angela past leads — specific to a person named Angela; should be a dated campaign tag instead - assign ricky — should be handled via assignment automation, not a tag - showed jonathan — person (Jonathan) left or may leave; tag becomes meaningless - past leads split aj — tied to “AJ” experiment workflow (already flagged for deletion) - showed closer — “closer” is a role, not a person — this one is borderline acceptable

⚠️ LIKELY STALE TAGS (event-specific, no longer active): - scottsdale event (created Mar 2024 — 2-year-old event) - tampa event (created Jul 2024 — 18-month-old event) - events interest (created Sep 2024 — generic interest tag)

Recommend auditing contact counts on these tags to confirm they can be safely archived.

⚠️ OPERATIONAL WORKAROUND TAGS (indicate process gaps): - couldn't find caller name — a tag being used to flag a data lookup failure - name via lookup — indicates name was populated by an automated lookup These suggest the contact data pipeline has gaps that are being patched with tags instead of fixing the root data issue.

SECTION 10: CUSTOM VALUES / SETTINGS

Total custom values: 7 | Folders: 0 (all unfoldered)

All 7 custom values are social media / brand link values — no system configuration or operational values in use. No folder organization.

#	Name	Key (Merge Tag)	Value / URL	Notes/Flags
1	Instagram	`{{custom_values.instagram}}`	https://www.instagram.com/newtomedicaldevicesales	Brand social link
2	Linkedin	`{{custom_values.linkedin}}`	https://www.linkedin.com/in/jacob-mclaughlin-5192b312b/	⚠️ Points to Jacob McLaughlin’s personal LinkedIn, not a company page
3	Podcast	`{{custom_values.podcast}}`	https://podcasts.apple.com/us/podcast/new-to-medical-device-sales/id…	Brand podcast link
4	TikTok	`{{custom_values.tiktok}}`	https://www.tiktok.com/@newtomedicaldevicesales	Brand social link
5	VSL Page 20 Min	`{{custom_values.vsl_page_20_min}}`	www.newtomedicaldevicesales.com/introduction	⚠️ VSL/intro page URL — if this page changes, all templates referencing this value will break
6	Website	`{{custom_values.website}}`	https://www.newtomedicaldevicesales.com/	Brand website
7	Youtube	`{{custom_values.youtube}}`	https://www.youtube.com/playlist?list=PLiCVJb4PGv5Y2k-pgFuwNFFYc…	YouTube playlist (not channel page)

Custom Values Flags & Observations

⚠️ FLAG — LinkedIn points to personal profile: {{custom_values.linkedin}} is set to Jacob McLaughlin’s personal LinkedIn profile URL. If this custom value is used in email/SMS templates sent to leads, it exposes a personal profile rather than a company/brand page. Consider creating a company LinkedIn page and updating this value, or at minimum confirm this is intentional.

⚠️ FLAG — No operational custom values: This account uses custom values only for social media and brand links. There are no custom values for: phone numbers, team member names, program names, pricing, offer details, or other dynamic content. This means any personalization of these elements in templates relies on hardcoded text rather than centrally-managed custom values — making mass updates difficult.

⚠️ FLAG — VSL Page 20 Min URL format: The value uses http:// (not https://) — www.newtomedicaldevicesales.com/introduction. If the site redirects to HTTPS (as most do), this may cause tracking or rendering issues. Confirm the correct protocol.

⚠️ FLAG — YouTube points to a playlist, not a channel: If the playlist URL changes (items added/removed), the link still works but the playlist content changes. Consider linking to the channel page instead for a more stable, evergreen URL.

✅ POSITIVE — Custom values used for brand links: Good practice to centralize social media URLs as custom values — updating one value propagates changes across all templates that reference it. This is the right approach; just needs more values added (phone numbers, pricing, offer name, etc.)

⚠️ FLAG — No folder organization: With only 7 values currently, folders aren’t critical yet. But as the account grows, grouping values (e.g., “Brand Links”, “Offer Details”, “Team Info”) will be important.

SECTION 11: CLEANUP RECOMMENDATIONS

Full audit complete. Recommendations compiled across all 10 sections.

🔴 IMMEDIATE ACTION REQUIRED (Critical Risk)

These items pose live risk to active contacts or active revenue:

Priority	Item	Risk	Action
P0	“Nurture Pre Purchase” workflow has Stop on Response = OFF	1,237 active contacts continue receiving automated emails even after replying — damages sender reputation and prospect relationships	Turn on “Stop on Response” immediately
P0	“Booked Call in Discovery + Closing Calendar…” is a DRAFT with 2 active contacts	Contacts in an unpublished draft workflow may be stuck, receiving no messages, or behaving unpredictably	Either publish the workflow or remove those 2 contacts
P0	“1A Discovery” workflow has no trigger filters (fires on ALL new contacts)	Every single contact created in the CRM — regardless of source — is enrolled in the discovery workflow	Add source/tag filters to limit who enters this workflow
P1	Hardcoded staff names in SMS snippets	“Boris”, “Jacob McLaughlin”, “Justin” are hardcoded in conversation snippets. If these team members leave, all messages sent using those snippets contain wrong names	Replace hardcoded names with `{{contact.assigned_user.name}}` or equivalent merge tag

🟠 HIGH PRIORITY — Cleanup Within 2 Weeks

Confirmed Duplicate / Redundant Assets:

Asset Type	Duplicate Pair/Group	Recommended Action
Workflow	“Nurture Pre Purchase” (root) + unorganized variations	Move to “Core Nurture” folder, document purpose, protect
Survey	“Qualification Survey” + “Qualification Survey - OLD”	Delete OLD version
Funnel	“Webinar” + “Webinar Test”	Delete “Webinar Test” (0 steps)
Funnel	“Test” funnel (0 steps)	Delete immediately
Tags	`not qualified` + `nql`	Audit which is in use in workflows, merge, delete unused
Tags	`ebook` + `1st year ebook` + `guide ebook`	Confirm if these are truly distinct; merge if not
Tags	`linkedin` + `linkedin-ads` + `linkedin-ad-general`	Consolidate — `linkedin` is too generic alongside specific variants
Tags	`app` + `applied`	Confirm `app` is not used as a trigger — rename or delete
Email Templates	7 templates with “OLD” in name	Review and delete if superseded
Email Templates	“Boris’s” templates (2)	Review — may be rep-specific orphans

Orphaned / Unused Assets to Delete:

Asset Type	Name	Reason
Workflow	Course Signup test - grant access	“test” in name, 0 enrolled, Draft since Apr 2025
Workflow	New Workflow : 17867034365730	Auto-generated name, 0 enrolled, abandoned Dec 2025
Workflow	Workflowpast leads Split AJ	Person-specific test, 0 active, Draft since Jul 2025
Workflow	csm survey automation-BD	Initials in name, 0 enrolled, Draft since Apr 2025
Survey	Qualification Survey - OLD	Explicitly deprecated, Jun 2025
Form	Form 28	Auto-generated name, never configured
Form	Form 30	Auto-generated name, never configured
Funnel	Test	0 steps, serves no purpose
Funnel	Webinar Test	Duplicate of Webinar
Tags	angela past leads	Person-specific, no clear ongoing use
Tags	assign ricky	Person-specific, use assignment automation instead
Tags	showed jonathan	Person-specific (Jonathan may have left)
Tags	past leads split aj	Tied to deleted AJ workflow experiment
Tags	scottsdale event	2-year-old event tag — audit contact count first
Tags	tampa event	18-month-old event tag — audit contact count first

🟡 MEDIUM PRIORITY — Naming & Organization (Within 30 Days)

Naming Inconsistencies to Fix:

Area	Issue	Examples	Fix
Workflows	Root-level workflows not organized in folders	“Nurture Pre Purchase”, “Email mini course”, “Remove Opp from closed”	Create folder structure, move all root workflows
Workflows	Folder “Jacob” contains rep-specific workflows	Folder 9: Jacob	Rename to purpose (“Past Rep Workflows”) or archive
Email Templates	No folder organization	All 40+ templates at root level	Create folders: “Discovery”, “Closing”, “Nurture”, “Webinar”, “Onboarding”, “Archive”
SMS Snippets	No folder organization	All 30 snippets at root	Create folders by funnel stage
SMS Snippets	“Pre Reach out Reach out” double-word typo	Snippet #20	Rename to “Pre Reach Out”
Forms	“Survey/Feedback Forms” folder contains forms, not surveys	Misleading folder name	Rename to “Feedback Forms”
Forms	Webinar Event 5/22/25 (stale date in name)	Form name contains past date	Remove date from name
Calendars	“Jacobs Calendar” missing apostrophe	Should be “Jacob’s Calendar”	Rename
Calendars	“Cam M’s Personal Calendar” abbreviated	Inconsistent with full-name convention	Rename to full name
Tags	`from_perspective` uses underscore	All other tags use spaces or hyphens	Rename: `from-perspective`
Tags	No unified naming convention across 53 tags	Mix of spaces, hyphens, abbreviations	Establish convention: lowercase hyphen-separated
Pipelines	LinkedIn-Ads and Meta-Ads don’t follow numeric prefix	Inconsistent with “1 Discovery”, “2 Closing” etc.	Rename or add numeric prefix
Custom Values	No operational custom values	Only social links defined	Add: program name, phone number, pricing, offer URL, closer name

🟢 LOW PRIORITY — Best Practices (Next Quarter)

Tag taxonomy audit: Run a contact count on all 53 tags to identify any with 0 contacts (dead tags safe to delete).
Custom Values expansion: Add {{custom_values.program_name}}, {{custom_values.program_price}}, {{custom_values.program_price_payment_plan}}, {{custom_values.closer_booking_link}} — any content that appears repeatedly across email/SMS templates should be a custom value.
Calendar owner offboarding process: Document a process for when sales reps/team members leave — includes deactivating their personal calendar, updating Round Robin routing, and replacing them in any workflow assignments.
Workflow version control: GHL doesn’t natively support versioning. Establish a convention: when editing a critical workflow, duplicate it first with a date suffix (e.g., “Nurture Pre Purchase - v2 2026-02”) before making changes.
Social Forms folder audit: 7 social channel forms were last touched in March 2024 — 2 years ago. Confirm they are still actively used or archive them.
LinkedIn-Ads pipeline segmentation: Contacts in LinkedIn-Ads and Meta-Ads pipelines should have a clear handoff rule to “1 Discovery” or “2 Closing” once qualified — document this as a standard operating procedure.

Top 10 Highest-Priority Cleanup Actions (Summary)

Rank	Action	Time	Impact
1	Enable “Stop on Response” on Nurture Pre Purchase workflow	5 min	Prevents damaging 1,237 active relationships
2	Fix the DRAFT workflow with 2 active contacts	10 min	Prevents stuck contacts
3	Add trigger filters to “1A Discovery” workflow	30 min	Prevents all new contacts from entering sales workflow accidentally
4	Replace hardcoded staff names in SMS snippets with merge tags	1 hr	Prevents wrong-name messages at scale
5	Delete 4 orphaned draft workflows (test/AJ/BD/auto-generated)	15 min	Reduces clutter, prevents accidental use
6	Delete confirmed duplicate surveys, funnels, forms	20 min	Reduces confusion about which asset is authoritative
7	Merge duplicate tags (`not qualified`/`nql`, ebook variants)	1 hr	Prevents contact segmentation errors
8	Move “Nurture Pre Purchase” into a protected folder with documentation	30 min	Protects most critical workflow from accidental edits
9	Create email template folder structure and organize 40+ templates	2 hr	Makes template management sustainable
10	Add missing custom values (phone, pricing, program name, closer link)	1 hr	Enables one-place updates across all templates

SECTION 12: CUSTOMER JOURNEY MAPS

See companion file: NTMDS_Journey_Maps.html (open in browser for full interactive view)

Four journeys documented:

Journey 1 — Lead Acquisition → Nurture Entry: New lead created → 1A Discovery workflow fires (no filter ⚠️) → prequal SMS sequence → parallel “Nurture Pre Purchase” email drip (10k+ enrolled). Key risk: Stop on Response = OFF.

Journey 2 — Sales Pipeline: Discovery → Close → Payment: 1 Discovery (6 stages) → 2 Closing (5 stages) → 3 Payments (6 options) → 4 Disposition (4 lost reasons). Key risk: “Manually Send Agreement” stage has no automation trigger.

Journey 3 — Post-Purchase: Client Success: Closed → “purchased” tag → CSM Pipeline (7 stages: New Client → 24h Check In → First 7 Days → Active Client → Placed). Success = Placed. Risk = Not Logged In → Ghosted.

Journey 4 — Paid Ad Leads (LinkedIn & Meta): LinkedIn-Ads (6 stages, 2 audience segments) and Meta-Ads (4 stages, generic) run as separate pipelines — handoff to core pipeline is unclear.

Mermaid source diagrams included in HTML file for rendering at mermaid.live.

Last updated: 2026-02-24 — AUDIT COMPLETE All 12 sections populated. See NTMDS_Journey_Maps.html for visual journey maps.

GHL CRM AUDIT REPORT

AUDIT LOG

SECTION 1: WORKFLOWS

TOP-LEVEL STRUCTURE

FOLDER 1: 1 Discovery (7 workflows)

FOLDER 2: 2 Closing (5 workflows)

FOLDER 3: 3 Payment (7 workflows)

FOLDER 4: Affiliate (3 workflows)

FOLDER 5: CSM Pipeline (4 workflows — all Draft, all 0 enrolled, created Feb 2026)

FOLDER 6: Clickmagick (3 workflows — all Published)

FOLDER 7: Event (8 workflows)

FOLDER 8: Integrations & Utility (3 workflows)

FOLDER 9: Jacob (2 workflows — both Published, both with active contacts)

FOLDER 10: LinkedIn (1 workflow — Published, 15 ACTIVE contacts)

FOLDER 11: Orders (5 workflows — all Published, 6 active contacts in WF2)

FOLDER 12: Social Forms (7 workflows — all Published, all 0 active)

FOLDER 13: Survey / Feedback (4 workflows — all Draft, all 0 enrolled)

FOLDER 14: Whop (1 workflow)

SECTION 2: EMAIL TEMPLATES

ROOT-LEVEL TEMPLATES (38 templates + 2 folders)

Page 1 of 4 (items 1–10)

Page 2 of 4 (items 11–20)

Page 3 of 4 (items 21–30)

Page 4 of 4 (items 31–38)

NEWSLETTERS FOLDER (17 templates — ID: 65e6057752b7295e176df06b)

Page 1 (items 1–10)

Page 2 (items 11–17)

REVIEWS AND STORIES EMAIL FOLDER (4 templates — ID: 65e7895e9c746a95c13e0476)

SECTION 2 FLAGS & FINDINGS

SECTION 3: CONVERSATION SNIPPETS (SMS + EMAIL TEMPLATES)

COMPLETE SNIPPET INVENTORY

SECTION 3 — FLAGS & FINDINGS

SECTION 4: FORMS

ROOT LEVEL (No Folder) — 4 forms

FOLDER: FLS Voice Agent — 1 form

FOLDER: Forms — 12 forms (2 pages)

FOLDER: Social Forms — 7 forms

FOLDER: Survey / Feedback Forms — 5 forms

SECTION 4 — FLAGS & FINDINGS

SECTION 5: SURVEYS (Survey Builder)

COMPLETE SURVEY INVENTORY

SECTION 5 — FLAGS & FINDINGS

SECTION 6: FUNNELS & WEBSITES

FUNNELS (9)

WEBSITES (1)

SECTION 6 — FLAGS & FINDINGS

SECTION 7: PIPELINES & STAGES

Pipeline Stage Detail

Pipeline Flags & Observations

SECTION 8: CALENDARS

Calendar Flags & Observations

SECTION 9: TAGS

Complete Tag Inventory

Tag Analysis & Flags

SECTION 10: CUSTOM VALUES / SETTINGS

Custom Values Flags & Observations

SECTION 11: CLEANUP RECOMMENDATIONS

🔴 IMMEDIATE ACTION REQUIRED (Critical Risk)

🟠 HIGH PRIORITY — Cleanup Within 2 Weeks

🟡 MEDIUM PRIORITY — Naming & Organization (Within 30 Days)

🟢 LOW PRIORITY — Best Practices (Next Quarter)

Top 10 Highest-Priority Cleanup Actions (Summary)

SECTION 12: CUSTOMER JOURNEY MAPS