Workflow Naming Standard

This is the standard every HighLevel build we do follows. It exists for one reason: you should be able to open your account, click into a folder, and understand what's running without calling us. No codes. No abbreviations. Every name says what the thing is and when it fires.

If you're checking our work, check it against this page. If you're building your own, borrow it.

Folders

Seven folders, numbered so they sort in order instead of alphabetically.

01 Card Share™
02 Rapid Responder™
03 Answer Agent™
04 Lead Tracker™
05 Universal Inbox™
06 Campaign Engine™
07 Review Booster™

A workflow goes in the folder of the thing that starts it, not the thing it's about. A reminder that fires because a booking happened is 03 Answer Agent™. A follow-up that fires because a pipeline stage changed is 04 Lead Tracker™.

Workflows

Plain words for what the workflow does.

Folder	Workflow	Starts when
01 Card Share™	Card Follow-Up	Someone saves the card or fills out its form
02 Rapid Responder™	New Lead Reply	A form or chat message comes in
02 Rapid Responder™	Missed Call Text Back	A call goes unanswered
03 Answer Agent™	Answer Agent™ Handoff	The agent books something or needs a person
03 Answer Agent™	Appointment Reminders	An appointment gets booked
03 Answer Agent™	No-Show Recovery	An appointment is marked no-show
04 Lead Tracker™	Estimate Follow-Up	An estimate goes out
04 Lead Tracker™	Pipeline Updates	A lead moves to a new stage
05 Universal Inbox™	Team Notification	A message or lead needs a person's eyes
06 Campaign Engine™	Nurture	A lead goes quiet
06 Campaign Engine™	Reactivation	A reactivation campaign runs on the old list
06 Campaign Engine™	Newsletter Welcome	Someone joins the email list
07 Review Booster™	Review Request	A job is marked complete

Steps

Every step is the workflow name, then when it happens, then what it is.

Workflow Name - Timing Channel

Timing is Instant, Same Day, or Day 3, Day 7, and so on. Channel is Text, Email, Voicemail, or Notify Team. Waits are Wait to Day 7.

Estimate Follow-Up - Instant Text
Wait to Day 3
Estimate Follow-Up - Day 3 Email
Wait to Day 7
Estimate Follow-Up - Day 7 Text

A one-step workflow follows the same pattern: Missed Call Text Back - Instant Text.

Templates

The email template in the Template Library gets the exact same name as the step that sends it. Estimate Follow-Up - Day 3 Email appears in both places, spelled the same. This is the rule most builds break, and it's the one that turns a wording change into one click instead of a hunt through nineteen steps.

A swap-in version adds a short label on the end: Estimate Follow-Up - Day 24 Email - Insurance Deadline.

Tags

The workflow name in lowercase with hyphens, then -active, -done, and -replied.

estimate-follow-up-active
estimate-follow-up-done
estimate-follow-up-replied

Hard rules

No codes or abbreviations. No "v2" or "FINAL." No client name, because the sub-account already says it. No apostrophes, slashes, ampersands, or emoji, because they break search and exports. Email copy lives in a template, never typed directly into a workflow step.

Checking a build

Open a folder. Every workflow should have a name from the table. Open a workflow. Every step should read as a sentence you understand. Open the Template Library. Every template should match a step name exactly. If any of those fail, that's the definition of done we hold ourselves to, and it's the thing to send us.