Before the Call — Complete 24 Hours Prior

Pre-Kickoff Setup

Everything here should be done before the client joins. No surprises on the call.

🔵 Review Onboarding Form Submission

Read the completed onboarding form in GHL Open the contact in GHL — all fields from the form should be populated

Note the client's primary KPI and 90-day goal This becomes the frame for the entire kickoff conversation

Review their Meta Business Manager ID and Ad Account ID Confirm they're valid 15–16 digit numbers before sending partner request

Research their business briefly (website, Facebook Page, competitors) 15 minutes max — enough to sound informed on the call

🟡 Send Meta Partner Access Request

Log into Meta Business Manager → Partners → Request Access Use their Business Manager ID from the onboarding form

Request access to: Ad Account, Facebook Page, Instagram Account, Pixel Request "Manage Campaigns" level for Ad Account. "Advertise" for Page.

Send Slack message confirming the partner request is on its way "Hey [Name] — just sent the partner request to your Business Manager. You'll see it at business.facebook.com. We'll walk through accepting it together on the call!"

⚙️ Pre-Build GHL Sub-Account

Create a new sub-account in GHL for this client Name: [Client DBA Name] | Agency: Scarlet Petal Automations

Import client contact list (if provided in onboarding form) CSV import → map fields → verify data quality before import

Set up basic pipeline stages: New Lead → Contacted → Qualified → Booked → Won / Lost

Pre-Call Notes & Client Context

⏱ On Call · Part 1

Meta Ads Access

Walk the client through granting access. Do this first — it has the longest lead time if anything goes wrong.

📌 Account IDs (from onboarding form)

Business Manager ID

Ad Account ID

Pixel ID

📊 Campaign Setup Notes

Primary Offer

Target Geography

Monthly Budget

✅ Access Grants (Complete Together on Call)

Client accepts Business Manager partner request business.facebook.com/settings → Requests → Accept Scarlet Petal Automations

Ad Account access confirmed in Scarlet Petal BM Verify we can see their campaigns (or confirm the account is new)

Facebook Page access confirmed We need "Advertise" access at minimum to run ads using their Page identity

Instagram connected to Facebook Page Business Manager → Accounts → Instagram Accounts → connected

🔍 Pixel Verification

Verify Pixel is installed and firing on client website Use Meta Pixel Helper Chrome extension — check for green checkmark on their homepage

Set up conversion events: Lead, CompleteRegistration Events Manager → Add Events → From Pixel → set up "Lead" on form submission

Test Event Tool — confirm events are firing correctly

Create new Ad Account (if client doesn't have one) BM → Ad Accounts → Add → Create New → set billing to client's card or agency billing

Meta Access Notes

⏱ On Call · Part 2

HighLevel (GHL) Setup

Get the client's CRM sub-account fully configured and operational.

✅ Sub-Account Configuration

Confirm sub-account is created and named correctly

Set business timezone and locale

Configure pipeline stages for their funnel Default: New Lead → Contacted → Appointment Set → Show → Closed Won / Lost

Set up calendar for kickoff booking (already done) and weekly sync slot

📧 Email Sending Domain

Add client's sending domain in GHL (Settings → Email Services) e.g. @aktiva.ca — requires DNS records added to their domain registrar

Walk client through adding DNS records (SPF, DKIM, DMARC) If they have a web developer, assign this as a follow-up task after the call

Verify sending domain is validated (green checkmark in GHL)

Client's Sending Domain

🔗 Integrations & Connections

Connect Facebook Lead Ads to GHL (if running lead gen campaigns) GHL → Settings → Integrations → Facebook → Connect Page → Map lead form fields

Connect booking tool (Mindbody, Calendly, etc.) if client uses one

Set up lead → pipeline automation (new lead auto-creates opportunity)

Test full lead flow: submit test lead → confirm it appears in GHL pipeline

GHL Setup Notes

⏱ On Call · Part 3

A2P / SMS Registration

Must be submitted ASAP — takes 2–7 business days to approve. Submit before the call ends.

⚠️ Submit A2P registration immediately. SMS campaigns cannot run until A2P is approved. The sooner it's submitted, the sooner they can text leads. This is the longest lead-time item in the entire setup.

📱 Provision Phone Number

Purchase a local phone number in GHL (Settings → Phone Numbers) Match area code to client's primary market. US number for US clients.

Set up forwarding to client's business phone (optional but recommended)

Provisioned Number

✅ Brand Registration (A2P 10DLC)

Submit Brand Registration in GHL (Settings → Phone Numbers → A2P Registration) Use legal business name, EIN, address, and entity type from onboarding form

Submit Campaign Registration (use case: Marketing) Sample messages must be real messages you'll send. Include opt-out language.

Note the registration submission date — follow up if not approved within 7 days

💬 Sample SMS Messages (for Campaign Registration)

Message 1 (New Lead Follow-up)

Message 2 (Appointment Reminder)

A2P Registration Notes

⏱ On Call · Part 4

Client Walkthrough

Show the client how to use GHL and set expectations for the first 30 days.

🎓 GHL Training (15 min)

Show client how to view their pipeline and leads

Show client how to move leads through pipeline stages

Show client how to respond to leads via SMS in GHL

Remind client: speed-to-lead is critical — respond within 5 minutes Studies show 5-minute response rate increases conversion by 9x vs 30 min

Show client how to download GHL mobile app (recommended)

📅 Expectations & Schedule

Confirm weekly performance sync day and time Add to calendar — send invite immediately after the call

Set 30-day launch expectation: learning phase, initial data, first optimization

Confirm Slack channel is active — client has accepted invite

Remind client: we'll need any creative assets (photos/videos) within 48 hours

Walkthrough Notes & Client Reactions

Post-Call — Complete Within 2 Hours

Post-Kickoff Next Steps

Don't let momentum die. Everything here should be done before end of business today.

📤 Send Immediately After Call

Send calendar invite for weekly performance sync

Send Slack message with kickoff recap (what was completed, what's pending)

Send any DNS records to client (or their developer) for email domain setup

Send request for creative assets if not already in Drive folder

✅ Internal — Complete Before First Campaign Launch

Build campaign brief (offer, targeting, creative angles, budget breakdown)

Create client folder in Drive: Brand Assets, Ad Creatives, Reports

Set up first campaign in Meta Ads Manager (TOF awareness or lead gen)

Update GHL pipeline — move client to "Active" stage

Create first Performance Sync Deck entry for this client Open performancesync.scarletpetalautomation.com → enter client name → save

Export this checklist and save to Clients/[Client]/Call-Notes/ folder

Post-Call Notes & Action Items