Fitness Technology Startup

The client is an AI-powered fitness safety app in beta, running a biomechanical study using smartwatch sensor data, and the founder needed a GoHighLevel expert to build the CRM engine that would manage trainer recruitment, participant onboarding and study follow-up from one organized system. Certified fitness trainers needed a clear pipeline and application funnel for the Founding Ambassador program rather than being tracked informally. Study participants needed onboarding that included digital waiver or NDA signing, device-type tagging and first-upload reminders, because the study depended on participants using Apple or Samsung devices and missing any of those steps broke the data collection. Trainer and participant communication needed professional email SMTP and SMS integration inside one system, so the founder was not handling study messages across disconnected tools. The referral program also needed automation, since trainers had to move from Lead to Founding Ambassador once they referred a specific number of verified study participants, and checking that manually was error-prone. Finally the founder wanted a clean GoHighLevel snapshot that could be replicated as the project grew, rather than a one-off build that would need rebuilding from scratch later.

The setup was built around two main user groups, certified trainers and study participants, and focused on pipelines, funnels, tags, communication workflows, referral logic and scalable CRM configuration. A dedicated GoHighLevel pipeline was structured for Certified Fitness Trainers and the Founding Ambassador program, supporting trainer applications, vetting and tagging, and progression tracking so trainer relationships could be managed repeatably. A participant onboarding sequence was planned around the study requirements, covering waiver or NDA steps, device-type tagging and first-upload reminders, which turned a technical research onboarding into a cleaner user-facing flow for participants on Apple or Samsung devices. Professional email SMTP and SMS communication were configured so trainer and participant outreach could be managed from one GoHighLevel dashboard instead of disconnected tools. Workflow triggers were designed to move trainers from Lead to Founding Ambassador once they reached the required number of verified participant referrals, which made the referral program easier to track and removed manual checking of ambassador eligibility. The whole configuration was structured as a clean, scalable snapshot that could be reused as the study and business grew.

A GoHighLevel CRM foundation now runs health-tech study operations, trainer recruitment and participant onboarding. A Certified Trainer pipeline handles Founding Ambassador recruitment with an application funnel and automated vetting and tagging structure. A participant onboarding sequence handles waiver and NDA signing plus device tagging, and a First Upload reminder automation nudges participants who have not submitted data. SMTP and SMS communication are set up inside GoHighLevel, and a referral milestone workflow advances trainers automatically once they reach the required verified participant referrals. The result is a structured operating engine for the beta study instead of disconnected manual processes, with a repeatable onboarding path for participants, less manual tracking of device type, waiver status and upload reminders, referral-based trainer advancement handled by workflow rather than by hand, and a clean scalable snapshot structure for future replication.

Client retains ownership of the GoHighLevel account and snapshot, the trainer pipeline and funnels, the participant onboarding sequence, the waiver and NDA templates, the SMTP and SMS configuration, the device tagging taxonomy, and the referral milestone triggers.