Example workflows

AdaptClose doesn't run workflows. It gives HighLevel something to start them on: a tag, a field value, an opportunity update or a new contact. You build the rest in HighLevel's workflow builder, the same way you build any other workflow.

Each example names the AdaptClose setting to turn on, then what to build in HighLevel. Mix and match them. Change the timing and the wording to fit how your team sells.

Nurture every no-sale

A homeowner who said no today may say yes in three months.

• In AdaptClose: turn on Tag the contact. A no-sale visit adds adaptclose:outcome-nosale.
• In HighLevel: a workflow with a Contact Tag trigger on adaptclose:outcome-nosale. Wait two days, send a text from the rep thanking them for their time, then send an email every few weeks with a project photo or a seasonal offer.
• Stop it on a yes. When a later call changes the outcome, AdaptClose removes the no-sale tag. A second workflow that starts when adaptclose:outcome-nosale is removed can take the contact out of the nurture.

Never drop a follow-up

A Follow-up outcome means the rep owes the homeowner a call.

• In AdaptClose: turn on Fill AdaptClose fields on the contact. Each graded call updates AdaptClose Recording, and AdaptClose Outcome holds the latest outcome.
• In HighLevel: a workflow that starts when AdaptClose Recording changes, with an If/Else on AdaptClose Outcome is Follow-up. Add a task for the contact's assigned user, due in two days: "Call back about the quote." Add an internal notification to the manager if you want a second pair of eyes.
• Why not the tag? The adaptclose:outcome-followup tag starts a workflow once, when the outcome becomes Follow-up. A second Follow-up leaves the tag in place, so a tag trigger doesn't run again. The recording link changes on every graded call.

Hand closed deals to the install crew

A signed deal starts the next job: getting it built.

• In AdaptClose: turn on Mark the opportunity won or lost. A Closed or Partially closed outcome marks the opportunity won.
• In HighLevel: a workflow with an Opportunity Status Changed trigger, filtered to won. Send an internal notification to your production team, and add a task to schedule the install. If you map outcomes to stages instead, use a Pipeline Stage Changed trigger on the stage you mapped to Closed.

Ask for a review after the close

• In AdaptClose: turn on Tag the contact. A close adds adaptclose:outcome-closed.
• In HighLevel: a workflow on that tag. Wait until the job is likely done, then send a review request.

Flag low scores for the manager

Catch a rough appointment the same day, while the rep still remembers it.

• In AdaptClose: turn on Fill AdaptClose fields on the contact. Each graded call fills AdaptClose Score, a number from 0 to 100, and AdaptClose Recording, a link to the call.
• In HighLevel: a workflow that starts when AdaptClose Recording changes, with an If/Else that checks for an AdaptClose Score under 60. Send the manager an internal notification with the AdaptClose Recording link in it, so they can open the call in one tap. Start on the recording, not the score: two calls in a row can get the same score, and an unchanged field doesn't start a workflow.

Welcome contacts created in the field

When a rep adds a brand-new customer, AdaptClose can create the contact for them.

• In AdaptClose: set New customers to Contact. The new contact gets the source AdaptClose and is assigned to the rep.
• In HighLevel: a workflow that starts when a contact is created, with an If/Else on the source AdaptClose. Send a text thanking the homeowner for their time, and create an opportunity in your pipeline. AdaptClose never creates opportunities, so this is how a field-created contact gets one. Once it exists, AdaptClose's deal updates reach it on the next outcome.

Brief the office with stage notes

Your office needs more than "closed." They need what was promised, and what happens next.

• In AdaptClose: turn on Post a stage note after each call, and write questions for each stage. For a sold stage: "What did the homeowner choose?", "When do they want the install?", "Anything the crew should know about access or pets?"
• In HighLevel: nothing to build. The answers land as a note on the contact, written from what was said on the call. Pair it with the closed-deal handoff above, so the production team gets the notification and the details together.

Re-engage follow-ups that went cold

• In AdaptClose: turn on Fill AdaptClose fields on the contact. AdaptClose Outcome holds the latest outcome, and AdaptClose Last Call holds the date of the last graded call.
• In HighLevel: a smart list of contacts whose AdaptClose Outcome is Follow-up and whose AdaptClose Last Call is more than 30 days ago. Work it every Monday, or add the whole list to a re-engagement workflow in one step.

Coach your setters on the phone

Not every sale starts in the driveway. Calls your setters make from HighLevel can be scored too.

• In AdaptClose: turn on Grade calls recorded in HighLevel, and pick the team whose playbook fits a phone call. Turn on Fill AdaptClose fields on the contact too.
• In HighLevel: the low-score alert above works on these calls as well. A smart list sorted by AdaptClose Score shows a manager which setter calls to listen to first.

Things to keep in mind

• Tags and fields describe the latest call. A contact carries one outcome tag at a time, and the fields always reflect the most recent graded call. Build triggers on changes, not on a tag or value staying put.
• A trigger runs when something changes. A tag already on the contact isn't added again, and a field set to the value it already has doesn't change. To act on every graded call, start on AdaptClose Recording, which gets a new link each time.
• AdaptClose writes only to linked contacts. A workflow that waits on an AdaptClose tag never fires for a contact nobody linked.
• Test with one rep first. Turn a workflow on for a single user's contacts, watch a few calls go through, then open it up to the team.

What AdaptClose writes has the full details on every tag, field and update.