Go High Level Setup: Prospect Outreach System

Complete configuration guide for the OMG Xperience cold outreach system using personalized Loom videos.

All email templates follow StoryBrand 2.0 principles from /directives/storybrand-framework.md

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1. Custom Fields

Create these custom fields in Settings → Custom Fields → Contact:

Field Name	Field Key	Type	Description
Gap Score	gap_score	Number	Prospect quality score (0-100)
Prospect Tier	prospect_tier	Dropdown	A, B, C tier ranking
Website URL	website_url	Text	Prospect's website
Loom Brief	loom_brief	Large Text	Pre-written talking points for Loom
Loom Video URL	loom_video_url	Text	Link to recorded Loom video
Loom Sent Date	loom_sent_date	Date	When Loom email was sent
Social Presence	social_presence	Dropdown	Strong, Weak, None
Google Rating	google_rating	Number	Google review star rating
Review Count	review_count	Number	Number of Google reviews
Has Online Booking	has_booking	Dropdown	Yes, No
Has Chat Widget	has_chat	Dropdown	Yes, No
Has Lead Capture	has_lead_capture	Dropdown	Yes, No
Research Notes	research_notes	Large Text	Additional notes from research
Screenshot URL	screenshot_url	Text	Link to homepage screenshot

Dropdown Values

Prospect Tier:

• A - High Priority
• B - Medium Priority
• C - Low Priority

Social Presence:

• Strong (posts weekly+)
• Weak (posts monthly)
• None (no presence)

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2. Tags

Create these tags in Settings → Tags:

Prospect Stage Tags

• Prospect - Cold (initial import, ready for outreach)
• Prospect - A-Tier (high priority prospect)
• Prospect - B-Tier (medium priority prospect)
• Prospect - C-Tier (low priority prospect)

Outreach Status Tags

• Loom Sent (video email delivered)
• Loom Opened (email was opened)
• Loom Clicked (video link clicked)
• Hot Lead (opened + clicked)
• Nurture Active (in follow-up sequence)
• Follow-Up 1 Sent (first bump sent)
• Follow-Up 2 Sent (second bump sent)

Outcome Tags

• Booked Call (scheduled discovery call)
• Discovery Complete (had intro call)
• Proposal Sent (sent pricing/proposal)
• Client Won (closed deal)
• Client Lost (declined or no response)
• Not a Fit (disqualified)

Source Tags

• Source - Loom Outreach
• Source - Referral
• Source - Inbound

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3. Pipeline: Prospect Outreach

Create in Opportunities → Pipelines:

Pipeline Name: Prospect Outreach

Stages (in order)

Stage	Probability	Description
New Lead	10%	Imported, not yet contacted
Loom Sent	20%	Video email delivered
Engaged	40%	Opened and/or clicked Loom
Call Scheduled	60%	Discovery call booked
Discovery Complete	70%	Had intro conversation
Proposal Sent	80%	Sent pricing/scope
Negotiation	85%	Discussing terms
Won	100%	Closed client
Lost	0%	Did not close

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4. Email Templates (StoryBrand-Aligned)

Remember: The prospect is the HERO. OMG Xperience is the GUIDE. Lead with empathy. Show you understand their problem. Paint the success picture. Include appropriate stakes.

Template 1: Initial Loom Outreach

Name: Prospect - Loom Intro Subject: Quick idea for {{contact.company}}

Hey {{contact.first_name}},

Running a {{contact.company_type}} is hard enough without worrying about whether leads are slipping through the cracks.

I put together a quick 5-minute video specifically for {{contact.company}} — not a generic pitch, but actual observations about what might be costing you customers right now.

{{custom_values.loom_video_url}}

If any of it resonates, I'd be happy to walk through it on a quick call. If not, no worries — hopefully something in there is useful either way.

— Ricco
OMG Xperience

P.S. If you'd rather just grab 15 minutes, here's my calendar: [CALENDAR LINK]

Template 2: Follow-Up #1 (Empathy-Led)

Name: Prospect - Follow Up 1 Subject: Re: Quick idea for {{contact.company}}

Hey {{contact.first_name}},

I know your inbox is probably a warzone — so I'll keep this short.

The video I sent shows a few gaps I noticed that might be costing {{contact.company}} leads. Takes about 5 minutes to watch.

{{custom_values.loom_video_url}}

Either way, hope business is going well.

— Ricco

Template 3: Follow-Up #2 (Stakes + Value)

Name: Prospect - Follow Up 2 Subject: One thing I noticed on your site

{{contact.first_name}},

Most service businesses lose 30-40% of their leads to slow follow-up. Not because they don't care — just because they're busy actually doing the work.

The video I sent breaks down exactly where I see that happening for {{contact.company}}, and what to do about it.

Worth 5 minutes if you're tired of wondering how many leads you missed this week.

{{custom_values.loom_video_url}}

Or if you'd rather just talk through it: [CALENDAR LINK]

— Ricco

Template 4: Engagement Response (They Clicked)

Name: Prospect - Engagement Response Subject: Noticed you watched the video

Hey {{contact.first_name}},

Saw you checked out the strategy video I put together for {{contact.company}}. 

Any part of it stand out? Or any questions about how it would actually work for your setup?

Happy to hop on a quick call and walk through specifics. No pitch — just want to make sure it's actually useful for your situation.

[CALENDAR LINK]

— Ricco

Template 5: Value Email #1 (Case Study)

Name: Prospect - Value 1 Subject: How a {{similar_niche}} added $27K/month

{{contact.first_name}},

Quick story that might be relevant:

A {{similar_niche}} was losing about 40% of leads to slow follow-up. Calls going to voicemail, no after-hours response, leads going cold before anyone reached out.

We set up:
- AI voice handling calls 24/7
- Automated instant response to every inquiry
- Nurture sequence that stays on top of every lead

Result: 15 new clients/month jumped to 23 — without spending more on ads.

If you're seeing similar gaps at {{contact.company}}, might be worth a conversation.

[CALENDAR LINK]

— Ricco

Template 6: Value Email #2 (Pain Point)

Name: Prospect - Value 2 Subject: The "I'll call them back" problem

{{contact.first_name}},

Here's what I hear from most service business owners:

"I know I should follow up faster, but I'm in the field / on a job / putting out fires."

The math is brutal — leads that don't get a response within 5 minutes are 10x less likely to convert. Not because they found someone better. Just because they moved on.

That's why automation exists. Not to replace you, but to buy you back the time to actually run your business.

Worth a 15-minute conversation? [CALENDAR LINK]

— Ricco

Template 7: Last Check (Stakes + Graceful Exit)

Name: Prospect - Last Check Subject: Should I close your file?

{{contact.first_name}},

I've reached out a few times about helping {{contact.company}} tighten up lead capture and follow-up.

Haven't heard back, so I'll assume the timing isn't right.

No hard feelings — I'll close out your file for now. If things change down the road, just reply to this email and we can pick up the conversation.

Wishing you a great rest of the year.

— Ricco
OMG Xperience

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5. Workflow #1: Loom Outreach Sequence

Name: Prospect - Personalized Loom Outreach Trigger: Tag Added → Prospect - Cold

Workflow Steps:

1. TRIGGER: Tag "Prospect - Cold" added

2. WAIT: 1 minute (buffer for bulk imports)

3. CONDITION: If custom field "loom_video_url" is not empty
   → Continue
   → Else: Add tag "Missing Loom URL" and STOP

4. ACTION: Send Email
   Template: "Prospect - Loom Intro"

5. ACTION: Add Tag "Loom Sent"

6. ACTION: Update Custom Field
   Field: loom_sent_date
   Value: Current Date

7. ACTION: Create/Update Opportunity
   Pipeline: Prospect Outreach
   Stage: Loom Sent
   Value: $5,000 (default 7-day build value)

8. WAIT: 2 days

9. CONDITION: If Tag "Loom Clicked" NOT present
   → ACTION: Send Email (Template: "Prospect - Follow Up 1")
   → ACTION: Add Tag "Follow-Up 1 Sent"

10. WAIT: 3 days

11. CONDITION: If Tag "Loom Clicked" NOT present
    → ACTION: Send Email (Template: "Prospect - Follow Up 2")
    → ACTION: Add Tag "Follow-Up 2 Sent"

12. WAIT: 4 days

13. CONDITION: If Tag "Loom Clicked" NOT present
    → ACTION: Send Email (Template: "Prospect - Last Check")
    → ACTION: Move Opportunity to "Lost"
    → ACTION: Add Tag "Client Lost"

14. END

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6. Workflow #2: Engagement Nurture

Name: Prospect - Engagement Nurture Trigger: Tag Added → Loom Clicked

Workflow Steps:

1. TRIGGER: Tag "Loom Clicked" added

2. ACTION: Remove Tag "Prospect - Cold"

3. ACTION: Add Tag "Hot Lead"

4. ACTION: Add Tag "Nurture Active"

5. ACTION: Move Opportunity
   Pipeline: Prospect Outreach
   Stage: Engaged

6. ACTION: Send Internal Notification
   To: Ricco
   Message: "🔥 Hot Lead: {{contact.first_name}} at {{contact.company}} clicked your Loom!"

7. WAIT: 4 hours (give them time to watch fully)

8. ACTION: Send Email
   Template: "Prospect - Engagement Response"

9. WAIT: 2 days

10. CONDITION: If Tag "Booked Call" NOT present
    → ACTION: Send Email (Template: "Prospect - Value 1")

11. WAIT: 3 days

12. CONDITION: If Tag "Booked Call" NOT present
    → ACTION: Send Email (Template: "Prospect - Value 2")

13. WAIT: 4 days

14. CONDITION: If Tag "Booked Call" NOT present
    → ACTION: Send Email (Template: "Prospect - Last Check")
    → ACTION: Remove Tag "Nurture Active"

15. END

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7. Workflow #3: Call Booked

Name: Prospect - Call Booked Trigger: Appointment Booked (Calendar: Discovery Call)

Workflow Steps:

1. TRIGGER: Appointment booked on "Discovery Call" calendar

2. ACTION: Add Tag "Booked Call"

3. ACTION: Remove Tag "Nurture Active"

4. ACTION: Move Opportunity
   Pipeline: Prospect Outreach
   Stage: Call Scheduled

5. ACTION: Send Internal Notification
   To: Ricco
   Message: "📞 Discovery call booked: {{contact.first_name}} at {{contact.company}} - {{appointment.start_time}}"

6. WAIT: Until 24 hours before appointment

7. ACTION: Send SMS
   Message: "Hey {{contact.first_name}}, looking forward to chatting tomorrow at {{appointment.start_time}}. Talk soon! - Ricco"

8. WAIT: Until 1 hour before appointment

9. ACTION: Send SMS
   Message: "Quick reminder - we're on in 1 hour. Here's the link: [MEETING LINK]"

10. END

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8. Calendar Setup

Create in Calendars → Calendar Settings:

Calendar Name: Discovery Call - OMG Xperience

Settings:

• Duration: 30 minutes
• Buffer Before: 15 minutes
• Buffer After: 15 minutes
• Availability: Mon-Fri, 9am-5pm PST
• Meeting Location: Zoom (auto-generate link)
• Confirmation: Send confirmation email
• Reminders: 24hr + 1hr before

Form Fields:

• First Name (required)
• Last Name (required)
• Email (required)
• Phone (required)
• Company Name (required)
• "What's your biggest challenge with leads right now?" (text area, optional)

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9. CSV Import Template

See import-template.csv for the exact column structure.

Import Steps:

1. Contacts → Import
2. Upload CSV
3. Map columns to GHL fields
4. Set default tag: Source - Loom Outreach
5. Do NOT add Prospect - Cold tag during import (add this AFTER Loom URLs are populated)

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10. Daily Operations Checklist

Morning (Before Loom Recording)

• Run Antigravity prospect research workflow
• Review A-tier prospects in output CSV
• Verify Loom briefs look accurate
• Import CSV to GHL (without Cold tag)

Loom Recording Block (90 min)

• Open prospect in GHL
• Pull up Loom brief
• Record personalized video (3-5 min each)
• Copy Loom URL to contact's custom field
• Repeat for all A-tier prospects

Activation

• Select all prospects with Loom URLs populated
• Add tag: Prospect - Cold
• Workflows trigger automatically

End of Day Review

• Check for Loom Opened notifications
• Check for Loom Clicked hot leads
• Review any booked calls for next day
• Note any replies requiring manual response

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Quick Reference: Tag Triggers

Add This Tag	Triggers This Workflow
Prospect - Cold	Loom Outreach Sequence
Loom Clicked	Engagement Nurture
Booked Call	Call Booked (appointment reminders)

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Last Updated: December 2024 System Version: 1.0 OMG Xperience - "Make more money. Do less work."