Sterling Media House · Appointment Setters

GHL Quick Guide for Setters

We hand you the leads. You book the calls. Here is exactly where to click.

5 parts. Go in order. You cannot break anything.

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Part 1 · Get into GHL

How to log in

GHL is our CRM. It is a website, so there is nothing to install. Use a computer and Chrome.

The first time only

  1. Open your email inbox.
  2. Find the invite from Sterling Media House. Not there? Check Spam.
  3. Click the button inside that email.
  4. Make up a password. Write it down somewhere safe.

Every day after that

  1. Open Chrome.
  2. In the white bar at the top, type app.gohighlevel.com and press Enter.
  3. Type your email in the first box.
  4. Type your password in the second box.
  5. Click Sign in.
  6. Asked for a code? Find it in your email, type it in, click Confirm.
On your phone? Use the LeadConnector app (GHL's mobile app) with the same email and password.
Forgot your password? Click Forgot password on the sign-in page.

What you are looking at

There is a dark menu down the left side of the screen. You only need one word in it: Contacts. You only see the leads assigned to you.

ContactsYour list of leads. Click a name to open that lead.
TasksA tab at the top of Contacts. Your Hot Lead calls and callbacks.
Ignore everything else in the menu. You cannot break anything by clicking these.
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Part 2 · The lead's file

Every lead has their own page. Do all your work on that page.

GHL calls this page the Contact Record. In this guide we call it the lead's file. To open it, click Contacts, then click the lead's name.

Left side: the lead's details

  • Tags near the top (the check-call result lives here)
  • Name, phone and email
  • Setter Call Outcome, just below the phone and email

Can't find a field? Type setter in the "Search fields" box on the left.

Right side: three icons you use

  • Tasks (clipboard icon): callbacks and Hot Lead calls
  • Notes (pencil icon): what happened on the call
  • Appointments (calendar icon): book the 15-minute call

Each one has a + Add button at the top.

Call themRead the notesSet the outcomeBook the call

Read the lead before you dial

Every lead is researched and check-called before it reaches you. You know the problem before the owner picks up.

The gap note

A one-line note on what our team found: missed calls, a weak website, few reviews.

Type A or Type B

Type A: no website, or only a Facebook or Google listing.
Type B: a website that is outdated, slow, or hard to use on a phone.

Check-call result

A tag that starts with check:. It tells you what happened when our team called.
Check-call tagWhat it means for you
check: no answerVoicemail or no answer. Your best leads. Missed calls are the exact problem we fix.
check: good numberA person answered. The number is right.
check: ai answeredAn AI receptionist answered. Call these last.
Read tags. Don't add or remove them. Tags can start emails or texts. Your job after a call is the Setter Call Outcome field (Part 4).
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Part 3 · Your day

Your day, every day

  1. Open your tasks. Click Contacts, then the Tasks tab at the top. Start with Hot Leads: owners who clicked the video in our email. Then your callbacks.
  2. Then work your newest leads in Contacts.
  3. Open the lead's file and read the gap note, website type and check-call tag.
  4. Call and ask for the owner. Not the front desk.
  5. Before you close the file: set the Setter Call Outcome, write a note, and book the call or the callback.
Work every lead within 48 hours. Log every dial, even no-answers. Leads that sit unworked go to another setter.

Calling

Call order:1. Hot Lead tasks→2. Callbacks→3. Newest leads→4. AI answered (last)
  1. Open the lead's file.
  2. Click the phone icon in the file to dial.
  3. Ask for the owner. Point out what our team found, and offer two times for a 15-minute call.
  4. Leave the file open while you talk. Everything you need is on that one screen.
What to say: use the Simple Call Script in your Setter Brief. Always offer two times. Don't ask "would you be interested?"
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Part 4 · After every call

Set the Setter Call Outcome

Do this after every dial, right away, even no-answers.

  1. In the lead's file, find Setter Call Outcome on the left, below the phone and email.
  2. Click the box and pick one answer from the list.
  3. Do the follow-up step in the table below.
Pick thisWhen, and what to do next
BookedThey agreed to the 15-minute call. Book it now from the lead's file (see next section).
CallbackThey asked you to call back. Add a task with a specific day and time, and a note on where it left off.
Not InterestedRight person, not interested now. Add a short note on why.
No AnswerNo one picked up, or voicemail.
Bad LeadWrong or dead number. It gets replaced.
Do Not CallThey asked not to be called. Never call them again. GHL blocks all contact.

Write a note

  1. Click the Notes icon (pencil) on the right.
  2. Click + Add.
  3. Type what happened and save.

Start with the result: "Left voicemail," "Call back Thursday 2pm, checking with partner," "Wants pricing."

Set a callback

  1. Click the Tasks icon (clipboard) on the right.
  2. Click + Add.
  3. Give it a title like "Call back," pick a specific day and time, and save.

Not "sometime next week." The task shows up in your Tasks list on that day.

Book the 15-minute call

Once they pick a time, book it right away, while they're still on the phone.

  1. In the lead's file, click the Appointments icon (calendar) on the right.
  2. Click + Add.
  3. Pick the calendar Discovery Call - Closers.
  4. Pick the date and time they agreed to, and save.
  5. Set Setter Call Outcome to Booked.
Done. The closer sees it, and the owner gets reminders automatically.
Always book from inside the lead's file. That ties the call to the lead and credits the booking to you, so you get paid for it.

What GHL does for you

This happensGHL does this automatically
New leads are assigned to youThey show up in your Contacts
An owner clicks the video in our emailCreates a Hot Lead call task for you
You book the call from the lead's filePuts it on the closer's calendar and reminds the owner
You pick Do Not CallBlocks all calls, texts and emails to that lead
You never set any of this up. Leads belong to SMH: don't share, sell, or work them outside Sterling Media House.
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Part 5 · Cheat sheet

Cheat sheet

Keep this open while you work.

I want to…Do this
See my Hot Leads and callbacksContacts › Tasks tab
See all my leadsContacts
Open one leadClick the name
See the check-call resultTags, top left of the file
Call a leadPhone icon in the file
Log the call resultSetter Call Outcome, left side of the file
Write a noteNotes icon (pencil) › + Add
Set a callbackTasks icon (clipboard) › + Add › day and time
Book the 15-minute callAppointments icon (calendar) › + Add › Discovery Call - Closers
Flag a bad numberSetter Call Outcome › Bad Lead
Stop all contactSetter Call Outcome › Do Not Call