HighLevel

What it is

HighLevel is a marketing tool a lot of service businesses use for websites, funnels, forms and follow-up campaigns. This integration copies the people and enquiries out of HighLevel and into Joby, so the office team can work them as normal Joby clients and leads without logging into two systems.

You set it up in one place: Settings›Connections & AI›Integrations, then click the HighLevel tile. The tile sits in the Sales & marketing group and reads Connect the first time, Manage once it is running.

Three kinds of record can come across, and you choose which ones:

The whole page is a four-step checklist — 1. HighLevel account, 2. What to import, 3. Lead defaults and 4. Save and sync. Each number turns into a green tick when that step is complete, and steps 2 to 4 stay greyed out until an account is connected. A badge at the top right reads Not connected, Setup required or Connected.

When to use it

• Your website, landing pages or funnels live in HighLevel, but the jobs, scheduling, estimates and invoices happen in Joby.
• You want a form enquiry to open a job in Joby within minutes, instead of somebody copying it over by hand.
• You run a sales pipeline of opportunities in HighLevel and want each one to become a job your office team can dispatch.
• You only want the contact list mirrored — so that when a HighLevel customer calls, the record is already in Joby. Switch Contacts on and the other two off.

Do not use it to keep HighLevel updated from Joby — it does not do that. And if you only need occasional one-off loads of customers, a spreadsheet import is simpler than a live connection. See Integrations for the full list of what else Joby connects to.

Before you start

• Your role needs Integrations access. An owner or admin turns this on under Settings›People›Team Roles, in the Admin & Settings group, with the permission called Integrations. Without it the Integrations page is blocked and so is this one.
• A HighLevel login that can approve apps. You sign in to HighLevel during setup and approve access to the sub-account (HighLevel calls these locations) whose records you want. If somebody else owns that login, have them sitting next to you.
• Pop-ups allowed for Joby. The connection opens in a small sign-in window. If your browser blocks pop-ups, nothing appears to happen when you click Connect HighLevel.
• At least one service type. Set them up under Settings›Pipeline›Service Types. Step 3 of the HighLevel page will not let you save without one if you are creating jobs. See Job Types.
• At least one lead status. Set them up under Settings›Pipeline›Lead Statuses. Decide in advance which status a HighLevel job should land in — many companies add one called New from marketing so these are easy to spot. See Lead Statuses.
• The person who should own these jobs. The default owner list comes from your active team members under Settings›People›Team Members. You can also leave it as Unassigned.
• The right company selected. If you run more than one company in Joby, switch to the right one before you connect. The connection is stored per company.
• Your company may use different words. "Lead", "Office Agent" and "Field Worker" can all be renamed for your account, so step 3 may read Job defaults rather than Lead defaults.

Step-by-step

1. Connect the HighLevel account

1. Go to Settings›Connections & AI›Integrations and click the HighLevel tile. (You can search the box at the top of that page — it reads Search N integrations — or narrow it to the Sales & marketing category.)
2. Under 1. HighLevel account, click Connect HighLevel.
3. A sign-in window opens. Sign in to HighLevel, choose the sub-account or location you want, and approve access. The window closes by itself when it is done.
4. You get a confirmation reading HighLevel connected securely through Pipedream. Pipedream is the sign-in service Joby uses to hold this connection safely — that is why its name appears. Joby never stores your HighLevel password, and the page says so underneath the account name.
5. If you authorised more than one HighLevel account or location, a Connected account or location drop-down appears. Pick the one you want and the form list underneath reloads for it.

Once an account is attached, the button changes to Change account and steps 2 to 4 become usable.

2. Choose what to import

1. In 2. What to import you get three switches: Contacts, Form submissions and Opportunities. They all start switched on. Turn off anything you do not want — but leave at least one on, or the page refuses to save.
2. With Form submissions on, a panel appears underneath with two questions.
3. Which forms — pick All forms (include every available form) or Selected forms (choose exactly which forms sync).
4. If you chose Selected forms, a tick list of your HighLevel forms appears with a counter reading N of M forms selected. Tick the ones you want, or use Select all and Clear. The circular arrow button next to them re-fetches the list from HighLevel if you have just built a new form.
5. When a form is submitted — choose Create or update client only (just the customer record, no job) or Create or update client + lead (customer record and a job for somebody to work). The second one is the default.

3. Set the defaults for new jobs

Step 3 only asks for anything if the settings above actually create jobs — that is, when Opportunities is on, or Form submissions is on and set to Create or update client + lead. If you are importing clients only, it simply says No lead defaults are needed while HighLevel is importing clients only and you can move on.

1. Default service type — the kind of work every HighLevel job is stamped with. Required.
2. Default lead status — the status these jobs start in. Required.
3. Default owner — the team member who gets these jobs, or Unassigned if your office picks them up from the shared list.

4. Save and run the first sync

1. In 4. Save and sync, click Save integration. The button stays greyed out until steps 2 and 3 are complete.
2. You get a HighLevel integration saved confirmation and the line in that box changes from Save this setup to activate HighLevel to HighLevel sync is configured.
3. Click Sync now to pull records straight away instead of waiting. This button only works after you have saved.
4. A message appears summarising what came in — something like 12 contacts · 3 form submissions · 2 leads, or HighLevel is up to date. when there was nothing new.

The first 30-day import runs in safe batches and keeps going automatically until it is caught up. After that, new contacts and form submissions arrive automatically, with a daily safety check in case a provider event is delayed. Opportunities are checked hourly when that source is enabled. Use Sync now whenever you want an immediate check of every enabled source.

How to check it worked

1. On the HighLevel page, the badge at the top right should read Connected, all four step numbers should be green ticks, and the line under HighLevel sync is configured should read Last synced with today's date and time instead of Not synced yet.
2. Go back to Settings›Connections & AI›Integrations. The HighLevel tile should show a green tick and the word Connected, the button should read Manage, and the tile should name your HighLevel location.
3. Open Work›Clients and look for a customer you know is in HighLevel. Their record's Lead Source should read HighLevel.
4. Open Work›Leads. Any imported jobs sit in the status you chose in step 3, with your chosen service type, and their notes carry the detail that came over — the form answers, or the opportunity's name, HighLevel status and value.
5. The best live test: submit one of your own HighLevel forms with a real phone number, wait a few minutes (or press Sync now), and watch it appear.

Common mistakes

• Expecting a job from every contact. The Contacts switch only creates clients. If you want work in the job list, you need Opportunities on, or forms set to Create or update client + lead.
• Turning every switch off. Saving with all three off gets you Choose at least one HighLevel source. Same for picking Selected forms and ticking none — that gets you Choose at least one HighLevel form.
• Saving before your setup lists exist. If you are creating jobs and have no service type or no status chosen, you get Choose the default Joby service type and lead status. Fill in Settings›Pipeline›Service Types and Settings›Pipeline›Lead Statuses first.
• Pressing Sync now over and over. If one run is still going you get A HighLevel sync is already running. Its results will appear here shortly. Leave it a minute rather than clicking again.
• Fearing duplicate customers. Joby matches on phone number and email address, so an existing client is updated rather than copied. The duplicates people do see almost always come from a HighLevel contact whose number is stored differently from the one in Joby.
• Expecting edits in Joby to reach HighLevel. They will not. Change a status, add a note, book the job — HighLevel never hears about it.