GoHighLevel Expert Needed — Event RSVP, Payment & Member Automation Prototype

# GoHighLevel Expert Needed — Event RSVP, Payment & Member Automation Prototype ## Project Overview We operate a fast-growing social and events community and are redesigning our systems so that we can scale to **10,000+ members** without relying on owners or virtual assistants to manually maintain RSVP lists, payments, attendance records, and repetitive administrative tasks. We currently use WhatsApp heavily for community communication and are implementing GoHighLevel (GHL) as a potential central CRM and automation platform. We are looking for an experienced **GoHighLevel automation/system expert** to help us determine what GHL can handle natively and create a working prototype for one of our recurring event categories: **Pickleball**. This is NOT initially a project to redesign our entire business or build a massive custom system. We want to prove one workflow first. If this project is successful, there is significant opportunity for additional projects as we automate other event categories and business operations. A detailed project SOP/specification is attached. Please review the attached document before submitting your proposal. Your proposal should address any GHL limitations or concerns you identify after reviewing it. ## Primary Business Problem Currently, members can RSVP for events before paying. Their spot becomes **confirmed once the applicable payment/confirmation requirement has been completed**. Our team currently performs too much manual work involving: * RSVP tracking * Payment verification * Updating attendee lists * Identifying new versus returning players * Managing capacity * Cancellations * Attendance tracking * Updating member history * Answering repetitive questions * Reconciling information between systems Our goal is to automate as much of this process as reasonably possible. The principle behind the project is: **Software handles routine processes. Humans handle exceptions.** We want to dramatically reduce the number of manual actions required from our VAs and owners. ## What We Want You to Determine We need you to evaluate and demonstrate how much of the following workflow can be handled reliably through GoHighLevel. ### 1. Event Creation Create a test Pickleball event with: * Date/time * Location * Maximum capacity * Registration * Event information The event should be reusable or easily duplicated for recurring Pickleball events. ### 2. Member RSVP A member should be able to click a registration link from WhatsApp and RSVP. WhatsApp will continue to be used for community communication. We do NOT want WhatsApp to remain the database where our team manually maintains the authoritative RSVP list. ### 3. Member Recognition Determine whether GHL can recognize whether the registrant is: * An existing/returning Pickleball player * A new Pickleball player Returning players should NOT repeatedly complete the same onboarding questionnaire. New players may need to provide additional information once, which should then be stored with their member/contact record. ### 4. Payment vs. Confirmation Status This distinction is important. **RSVP does not necessarily mean confirmed.** We need to determine whether GHL can maintain statuses such as: **RSVP / Payment Pending** and **Confirmed** When the required payment is received, the member should become confirmed automatically whenever possible. We want to minimize or eliminate manual payment verification. ### 5. Capacity The system should know how many confirmed attendees exist and how many spots remain. We want to avoid VAs manually counting names. Please determine what GHL can handle natively regarding: * Event capacity * Full events * Registration closure * Waitlists, if available ### 6. Visible Attendee List Our community likes being able to see who else is attending an event. This is an important social component of our current RSVP process. Determine whether GHL can provide an automatically updated attendee list that members can view without requiring a VA to manually rewrite or repost the list. If GHL cannot do this natively, document that limitation clearly. Do NOT build a complicated workaround without approval. ### 7. Cancellations Determine whether members can cancel their own RSVP/registration. When someone cancels, ideally: * Their status updates automatically * Capacity updates automatically * The attendee list updates * Any appropriate workflow is triggered We want minimal VA involvement. ### 8. Attendance Registration and attendance are different. A member may register and then cancel or not attend. We need a practical method for the host or team to mark: * Attended * Cancelled * No-show Attendance should ideally become part of that member's history. ### 9. Member/Event History We ultimately want to know things such as: * How many Pickleball events has this person attended? * When did they last attend? * Are they a returning player? * How many qualifying free events have they actually attended? IMPORTANT: **Attendance—not RSVP—determines whether a free event has been used.** ### 10. Automation Identify which portions of this workflow GHL can automate, including where appropriate: * Registration confirmation * Payment confirmation * Event reminders * Cancellation processing * Status changes * Member record updates * Attendance/history updates ## What We Do NOT Want Please do not: * Redesign our entire business * Build unnecessary custom software * Add multiple SaaS subscriptions without approval * Create complicated Zapier/Make integrations before determining whether GHL can handle the requirement natively * Modify our production systems without approval * Make assumptions about our business rules * Spend hours solving a limitation without first documenting the limitation We prefer **simple, maintainable systems over clever but complicated systems.** ## Required Deliverables At the end of this project, we want: ### A. Working Pickleball Prototype A test workflow demonstrating the member journey from RSVP through confirmation and attendance as far as GHL can reasonably support it. ### B. Capability Report For each requirement, classify it: **GREEN — GHL handles this natively and reliably** **YELLOW — GHL can accomplish it, but requires a workaround/integration** **RED — GHL cannot adequately support the requirement** **UNKNOWN — Additional specialist investigation is required** ### C. Manual Work Analysis For every part of the workflow, tell us: **How many manual human actions remain?** This is extremely important. A solution that technically works but still requires extensive VA intervention does NOT accomplish our objective. ### D. Gap Analysis Clearly identify anything that would require: * Zapier * Make * Another SaaS platform * API integration * Custom code * Manual VA intervention Do NOT implement additional paid tools without approval. ### E. Documentation Provide concise documentation and screenshots/video walkthrough demonstrating: * What was configured * How the workflow operates * What works * What does not work * What still requires human intervention The system should be understandable by another competent GHL specialist after handoff. ## Communication Expectations We want someone who can work independently. We do NOT want extensive daily back-and-forth. If the requirements are clear, proceed with the assigned testing. Ask questions only when: 1. A missing business rule prevents you from continuing; 2. An action could affect our live/production system; 3. Additional paid software is required; 4. Significant custom development is required; or 5. You discover a fundamental limitation that could invalidate the project architecture. Otherwise, document your findings and continue through the approved scope. ## Ideal Candidate You should have strong hands-on experience with: * GoHighLevel CRM * GHL Calendars/Event Calendars * GHL Workflows * Forms * Custom fields * Payments * Contact management * Appointment/event statuses * Automation architecture * Webhooks/API concepts * Zapier and/or Make Experience building event registration, membership, community, class booking, appointment, or attendance systems is highly preferred. ## When Applying Please begin your proposal with the words: **"GHL RSVP SYSTEM"** This tells us that you read the complete project description. Then answer these questions: 1. Have you built an event registration, class booking, membership, or RSVP system inside GoHighLevel before? Describe one. 2. Have you built a system where registration and payment/confirmation were separate statuses? 3. How would you approach maintaining a visible attendee list that updates automatically? 4. How would you track actual attendance separately from registration? 5. Which parts of our requirements do you already suspect may NOT be possible natively inside GHL? 6. What would you test first before building anything? 7. Please provide examples or Loom videos of relevant GHL systems you have built, if available. 8. What fixed price would you propose for the discovery, prototype, testing, and documentation described above? ## Project Structure We prefer a **fixed-price project with milestones**, not an open-ended hourly engagement. We are initially looking for a specialist to validate and prototype this single Pickleball workflow. If successful, there is potential for substantial follow-on work involving: * Other recurring event categories * Membership automation * Member portals * Payment automation * AI-assisted member support * Attendance systems * Host workflows * CRM architecture * Reporting/dashboard automation * Additional business-process automation Our long-term objective is to build infrastructure capable of supporting **10,000+ community members while substantially reducing administrative workload.** We are looking for someone who thinks in terms of **systems, scalability, simplicity, and automation—not just someone who knows where the buttons are in GoHighLevel.**