Case study · Sales operations
One sales reminder setup for the whole team
Sales reminders used one shared process with each rep's sender details. Test contacts and CRM activity checked the consolidated workflow.
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- Google Sheets
- GoHighLevel
The problem
The reminder rule was shared. The sender setup was repeated.
The reminder logic was duplicated across salesperson-specific SMS workflows, coupling maintenance to the individual sender.
The workflow needed the relevant sender identity and API connection without rebuilding the reminder steps for each rep.
Scheduled-call inputs could identify a lead by email or phone. Related contact-matching logic had to distinguish matches from missing or conflicting records.
The change
Shared reminders used each salesperson's sender settings.
Duplicated paths
- Separate SMS paths for individual salespeople
- Sender setup repeated across those paths
- Reminder changes tied to duplicated workflows
Shared reminder workflow
- One workflow for the shared reminder steps
- Sender and API settings selected for each rep
- Rep-specific settings maintained separately from reminder rules
Shared reminder logic and sender settings
A lookup supplied the salesperson’s sender details and API connection when the shared workflow ran. This replaced the separate SMS paths maintained for each rep.
Related scheduled-call configuration
A related workflow filtered scheduled-call inputs, formatted phone numbers and used a spreadsheet lookup. It searched the CRM by email, phone or an available lead identifier. Matching, partial, missing and conflicting records followed distinct branches for CRM updates or internal notifications.
The results
One reminder process, with each rep's sender details.
The team could maintain shared reminder steps while keeping each salesperson’s sender settings separate.
Checked with test contacts
Test contacts were run through the consolidated workflow, and the resulting CRM activity was checked. This validated the flow beyond its sender configuration.
Separate handling for contact matches
The related scheduled-call workflow used email and phone lookups, with distinct branches for matching, missing and conflicting records.
Scope and responsibilities
The work covered consolidating salesperson-specific SMS workflows, building sender lookup and API configuration, and validating the flow with test contacts and downstream CRM activity.
Your next step
What could your team do with less administrative work?
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