HighLevel for pool service companies

Most callers who reach voicemail ring the next pool company on the list. A text inside a minute keeps the job yours until you can call back.

Trigger

Call Details (HighLevel’s call trigger). Add two filters: Call direction is Incoming, and Call status is no-answer or voicemail.

Steps

1. Send SMS: the text below.
2. Create/update opportunity: your pipeline, stage New lead.
3. Send internal notification: to you or whoever is on call.

Message

Sorry we missed your call! This is {{location.name}}. Is it weekly service, a green pool or an equipment problem? Text back and we’ll call you shortly. Reply STOP to opt out.

Older HighLevel guides call this trigger Call Status.

The first business to reply usually gets the job. This answers every form at once, day or night, and tells you who to call.

Trigger

Form Submitted. Filter: your quote request form.

Steps

1. Create/update opportunity: your pipeline, stage New lead.
2. Send SMS: the text below.
3. Send email: the email below.
4. Send internal notification: the alert below.
5. Add task: “Call back within 5 minutes”, assigned to whoever takes new leads.

Messages

Hi {{contact.first_name}}, thanks for contacting {{location.name}}. We got your request and will call you shortly. Reply STOP to opt out.

Hi {{contact.first_name}},

Thanks for reaching out to {{location.name}}. Your request is in, and we’ll call you shortly.

A photo of the pool and of your equipment (pump, filter and heater) helps us bring the right parts and chemicals.

Talk soon,
{{location.name}}

New pool lead: {{contact.name}}, {{contact.phone}}. Call within 5 minutes.

Most quotes are not a “no”, they are a “not yet”. Three polite nudges over ten days win back jobs that would otherwise go quiet, and they stop the moment the customer says yes.

Trigger

Pipeline Stage Changed. Filter: stage is Quote sent.

Steps

1. Wait: 2 days.
2. If / else: the opportunity is still in Quote sent. If not, end here.
3. Send SMS: first text below.
4. Wait: 3 days.
5. If / else: still in Quote sent.
6. Send email: the email below.
7. Wait: 5 days.
8. If / else: still in Quote sent.
9. Send SMS: last text below.

Messages

Hi {{contact.first_name}}, it’s {{location.name}}. Did you get a chance to look at your quote? Happy to answer questions about the equipment or the schedule.

Hi {{contact.first_name}},

I wanted to follow up on the quote we sent. If you’re comparing equipment options or service plans, reply here and we’ll walk you through them.

Ready to go ahead? Reply YES and we’ll get you on the schedule.

Thanks,
{{location.name}}

Hi {{contact.first_name}}, should we keep your quote open? Reply YES to book the work, or let us know if anything has changed.

A wasted trip costs you a morning. A confirmation and two reminders cut no-shows, and give the customer an easy way to reschedule.

Trigger

Customer Booked Appointment. Filter: your pool visit calendar.

Steps

1. Send SMS: confirmation below.
2. Wait: choose “Until a scheduled date/time” and set it to 1 day before the appointment.
3. Send SMS: day-before reminder below.
4. Wait: “Until a scheduled date/time” again, set to 2 hours before the appointment.
5. Send SMS: same-day text below.

Messages

You’re booked! {{location.name}} will be there on [appointment date and time]. Reply here if you need to change it.

Reminder: your pool visit with {{location.name}} is tomorrow at [appointment time]. Please make sure the gate is unlocked and pets are inside.

Your technician is on schedule for today at [appointment time]. See you soon! {{location.name}}

Where a text says [appointment date and time], insert HighLevel’s appointment merge field from the message editor’s merge-field menu.

People choose the business with the most recent reviews. Asking every happy customer, every time, is the cheapest marketing a trade business has.

Trigger

Pipeline Stage Changed. Filter: stage is Job complete.

Steps

1. Wait: 2 hours.
2. Send review request: HighLevel’s built-in review request (set your Google review link under Reputation first).
3. Optional second workflow: trigger New Review Received, step Send internal notification, so you can reply to every review the same day.

Message

Thanks for choosing {{location.name}}, {{contact.first_name}}! If your pool is looking great, a quick Google review would mean a lot to our team: [your review link]

A sparkling pool after a one-off cleanup is the moment to offer weekly service. Route customers are steady income all season.

Trigger

Pipeline Stage Changed. Filter: stage is Job complete.

Steps

1. Add contact tag: past-customer.
2. Wait: 7 days.
3. Send SMS: the text below.
4. Wait: 7 days.
5. Send email: the email below.

Messages

Hi {{contact.first_name}}, it’s {{location.name}}. How is the pool looking? We have weekly service spots open in your area so it stays that way. Want one? Reply YES for details.

Hi {{contact.first_name}},

Weekly service keeps the water balanced and the pool ready to swim, without you lifting a finger. Spots in your area are open now.

Reply to this email or give us a call to hold yours.

{{location.name}}