GoHighLevel Automation Architect Needed for Boulevard + Shopify Med Spa Client Workflow

GoHighLevel Automation Expert Needed to Build Pre-Appointment + Post-Appointment Client Workflow for Med Spa Overview We are a luxury skincare clinic that focuses on a facials-driven model looking for an experienced automation specialist to help us design and build a reliable client communication system using **GoHighLevel**, **Boulevard**, **Shopify**, and potentially **Make.com**, custom API/webhook work, or another reliable middleware platform. We currently use **Boulevard** for booking, scheduling, and client information. We use **Shopify** for all retail and online product sales. We are exploring using **GoHighLevel** as the main client communication and automation platform for pre-appointment prep, provider consult summaries, post-care instructions, treatment plan emails, and product recommendation emails. We need someone who can think strategically and build a clean, scalable system — not just connect apps with fragile Zaps. Current Problem We currently have a workflow where client/appointment information is passed through integrations into forms and then into an email platform. The issue is that automations are failing or fields are coming through incomplete, which causes client emails to go out with missing or inaccurate information. We need a more reliable system with: * Better form structure * Better data validation * Cleaner client profiles * Service-specific workflows * Product recommendation logic * Post-care instruction logic * Internal alerts when information is missing * Less reliance on fragile Zapier-style handoffs * Better data collection Platforms We Use * **Boulevard** — booking, scheduling, client profile, appointment/service information * **Shopify** — all retail sales, product pages, online product links, product purchases * **GoHighLevel** — desired CRM/workflow/client communication platform * **Review Flowz** — Google review automation and reputation management What We Want to Build We want to create a system where client appointment data and provider-submitted service information can generate personalized, professional emails before and after a client’s appointment. The system should support multiple types of appointments, including: * Facials * Skin consultations * Chemical peels * Microneedling * Nanoneedling * Microinfusion * Brows * Lashes * Waxing * Dermatology-related appointments * Simple/non-consult appointments * Skincare recommendations consult Not every service should receive the same email. For example, a full facial or consult may need a 90-day treatment plan and product recommendations, while a brow wax may only need a short thank-you, post-care instructions, and rebooking link. Key Workflow Goals 1. Boulevard to GoHighLevel Integration We want Boulevard to act as the source for basic appointment and client data. Ideally, we want to sync or pass the following into GoHighLevel: * Client first name * Client last name * Email * Phone * Appointment date/time * Service booked * Provider * Appointment status * New vs. returning client, if available * Membership status, if available * Boulevard client ID * Boulevard appointment ID We understand Boulevard may have API limitations, especially around forms/charts. Boulevard's API does NOT allow data from forms and charts to be exported in any way. We are looking for someone who can evaluate the best way to connect Boulevard to GoHighLevel using API, webhooks, Make.com, or another reliable approach. 2. Shopify to GoHighLevel Product Recommendation Logic We use Shopify for all retail sales and product pages. We want providers to be able to recommend one or two products after a service and have the email include: * Product name * AM/PM usage instructions * Short reason the product was recommended * Direct Shopify product link * Optional image or price, if practical We need help determining whether to: * Use GoHighLevel’s Shopify integration * Build a product recommendation library inside GoHighLevel * Use Airtable or another database as a controlled product library (no idea what Airtable is) * Pull Shopify product URLs dynamically * Use a hybrid setup We do not want providers manually typing product links into emails every time. 3. Provider Consult / Treatment Plan Form We want providers to complete a structured form after the service. This form should capture: * Whether the client is new or returning (we may be able to bring this over from Boulevard) * Whether the client is a member (we may be able to bring this over from Boulevard) * Service performed * Products used during service * Client’s current skincare routine * Skin concerns * Preferences * Recommended 90-day treatment plan * Month 1 recommendation * Month 2 recommendation * Month 3 recommendation * Reevaluate / next steps * Product recommendations * Post-care instructions to include * Rebooking timing * Internal follow-up needs * Internal notes for the providers that provide personal data such as "just had a baby boy" or "mother just passed away" or "lost her job", etc. The form should use conditional logic so providers do not have to complete unnecessary fields for simple services like brows, lashes, or waxing. Pre-Appointment Forms and Prep Flows We also want to use GoHighLevel for pre-appointment flows, including: * Appointment prep emails * Service-specific prep instructions * SMS reminders (although Boulevard does this but it is a general reminder and not appointment specific) * Forms-not-completed reminders * Internal alerts if required forms are missing * First-time client education * Service-specific expectations Examples: * Facial prep * Peel prep * Microneedling prep * Nanoneedling prep * Microinfusion prep * Lash lift prep * Brow wax prep * New client consult prep * Homecare regimen prep/skincare product guidance prep We may use GoHighLevel for non-clinical forms such as skin goals, current routine, product usage, preferences, and expectations. For medical intake and consent forms, we need guidance on whether GoHighLevel is appropriate depending on HIPAA/BAA/compliance considerations. 5. Post-Care Instruction Library We want a reusable post-care library so providers can select the relevant post-care blocks instead of manually writing instructions each time. Examples: * Brow wax post-care * Lash lift post-care * Brow Henna post-care * Dermaplane post-care * Chemical peel post-care * Microinfusion post-care * Nanoneedling post-care * Microneedling post-care * HydraFacial post-care * Facial post-care The selected post-care instructions should automatically populate into the client’s post-appointment email. 6. Personalized Post-Appointment Email After the provider submits the service/consult form, we want GoHighLevel to generate and send a polished email to the client. The email may include: * Client greeting * Thank-you message * Service recap * Products used during treatment * Post-care instructions * Recommended 90-day treatment plan * Product recommendations with Shopify links * Suggested rebooking timeline * Booking link * Contact/reply instructions * Signature from “The Habit Team” or “The Habit Team on behalf of your provider” The email should not send if required fields are missing. 7. Automation Failure Handling This is critical. We do not want incomplete emails going out to clients. The system should include validation rules such as: * If client email is missing, do not send * If required treatment plan field is missing, do not send * If product is recommended but product link is missing, do not send * If post-care is required but not selected, do not send * If provider form is not completed after appointment, create an internal alert * If form submission fails, alert manager/admin We need a builder who knows how to create reliable workflows, not just basic automations. 8. Provider-Facing Client Snapshot / AI Summary We are interested in using GoHighLevel’s AI/contact summary features, if appropriate, so providers can quickly review a client before the appointment. Example provider prompt: “Tell me at a glance what products this client is using, what services she has had over the past 90 days, her treatment plan, her concerns, and her preferences.” We need help structuring the client data so GoHighLevel can support useful provider summaries. This may involve: * Custom fields * Visit-by-visit records * Notes * Product recommendation history * Treatment plan history * Current skincare routine * Client concerns/preferences * Last service and provider * Last 90 days of services We understand that GoHighLevel is not a true EMR, so this should be designed as a provider preparation tool, not a replacement for clinical judgment. Important Compliance Considerations Because we are a med spa/skin clinic, some client information may be sensitive or potentially health-related. We need someone who understands that this workflow may involve HIPAA-sensitive data. Please do not apply if your only solution is to send everything through basic Zapier without considering privacy, permissions, BAA requirements, secure data handling, or access controls. We need guidance on: * Whether GoHighLevel is appropriate for certain forms * Whether HIPAA settings/BAA are needed * What should and should not be stored in GoHighLevel * How to separate marketing/client experience data from clinical consent/intake data * How to manage permissions for providers and staff Deliverables We are looking for someone who can help with some or all of the following: Phase 1: Strategy + System Design * Review our current process * Recommend best architecture * Map Boulevard, GoHighLevel, Shopify, Review Flowz, and any middleware * Define data fields and custom fields * Define service categories and workflow branches * Define form structure * Define email templates and automation logic * Identify compliance risks and limitations Phase 2: Build GoHighLevel Foundation * Set up client/contact fields * Build pre-appointment workflows * Build provider consult/treatment plan forms * Build post-care library * Build product recommendation structure * Build email templates * Build service-specific workflow branches * Build internal failure alerts Phase 3: Integrations * Connect Boulevard appointment/client data to GoHighLevel * Connect Shopify product/product-link data to GoHighLevel * Evaluate native integrations vs. Make.com/custom API/webhooks (if I need this) * Create reliable sync logic * Prevent duplicate contacts * Match clients using email, phone, and/or Boulevard client ID Phase 4: Testing + Documentation * Test workflows across multiple service types * Test missing-field scenarios * Test failed automation scenarios * Document the system * Train our team on how to use it * Provide troubleshooting documentation * Recommend ongoing maintenance process Experience Required Please only apply if you have strong experience with at least several of the following: * GoHighLevel workflows * GoHighLevel forms/surveys * GoHighLevel custom fields * GoHighLevel AI/contact summary features * Shopify integrations * Boulevard integrations or API/webhook experience * Make.com * Webhooks * API-based automations * CRM architecture * Service-based business workflows * Med spa, spa, salon, wellness, dental, aesthetic, dermatology, or healthcare-adjacent workflows * HIPAA-sensitive automation design * Email/SMS automation * Data validation and error handling Ideal Candidate The ideal candidate is not just a task-doer. We need someone who can think like a systems architect. You should be able to: * Tell us when an idea is too fragile * Recommend a cleaner structure * Build workflows that do not break easily * Understand client experience * Understand provider workflow * Reduce staff friction * Create scalable automations * Document your work clearly * Build with future growth in mind Questions to Answer in Your Proposal Please answer these questions when applying: 1. Have you built GoHighLevel workflows involving forms, custom fields, email/SMS automation, and conditional logic? Please describe one relevant project. 2. Have you integrated Shopify with GoHighLevel or another CRM? If yes, how did you handle product recommendations and product links? 3. Have you worked with Boulevard, salon/spa software, or appointment-based service businesses before? 4. Would you recommend native integrations, Make.com, custom API/webhooks, or another approach for Boulevard → GoHighLevel? Why? 5. How would you prevent incomplete emails from being sent if required form fields are missing? 6. Have you worked on HIPAA-sensitive or healthcare-adjacent workflows? How do you think about what should and should not be stored in a CRM? 7. How would you structure this so a provider could quickly review a client’s previous services, current products, treatment plan, concerns, and preferences before walking into the appointment? 8. What would your recommended first phase be for this project? Budget Open to fixed-price or hourly proposals. Please include your recommended project structure and estimated hours or milestones. We prefer to begin with a paid discovery/system design phase before moving into the full build. Project Type One-time project with potential for ongoing support, optimization, and future buildout. Timeline We would like to begin with system design as soon as possible and then move into implementation once the architecture is approved. Final Note We are looking for a reliable, high-level automation partner. We do not want a fragile setup with too many disconnected Zaps and no error handling. The system needs to improve the client experience, reduce provider/admin workload, support product sales through Shopify, and give our providers a clear view of the client journey.