GoHighLevel + HubSpot Webhook Integration

Overview

When working with outbound booking vendors (such as ^[1]), leads are typically managed inside the vendor's CRM — in this case, GoHighLevel (branded as "PemaCRM"). To keep Asymmetric's own HubSpot instance in sync, a webhook-based integration pushes booking data from GoHighLevel into HubSpot at the moment a lead schedules a call.

This pattern avoids manual data entry and ensures that booked leads appear in HubSpot for pipeline tracking, follow-up automation, and reporting.

How It Works

Pema's BDRs conduct LinkedIn outreach and, when a lead agrees to a meeting, send them Asymmetric's calendar booking link (hosted inside GoHighLevel).
GoHighLevel manages calendar availability, Zoom link generation, and confirmation workflows.
On booking, GoHighLevel fires a webhook to a configured endpoint.
The webhook payload is received and used to create or update a contact/deal record in HubSpot.

Setup Steps

1. GoHighLevel Account Access

Pema's tech team adds the Asymmetric user (e.g., Mark Hope) to the GoHighLevel sub-account.
Watch for an invitation email from PemaCRM (sent from GoHighLevel).

2. Calendar Configuration in GoHighLevel

Log into GoHighLevel and navigate to the calendar settings.
Sync your primary calendar (Google Calendar or Outlook) — GoHighLevel reads busy/available status only; event details are not exposed.
Connect Zoom (or preferred video conferencing tool) so meeting links are auto-generated on booking.
Set availability slots directly in GoHighLevel, not on your external calendar. Blocks placed on Google Calendar will reflect as "busy" in GoHighLevel and suppress those slots.
Recommended slot structure: 6 × 30-minute slots per day — 2 morning, 2 midday, 2 afternoon.

⚠️ Important: Do not use Google Calendar blocks to reserve Pema booking slots. Configure open windows inside GoHighLevel's availability settings instead. Bookings will then appear on your Google Calendar automatically once confirmed.

3. HubSpot Webhook

Pema's tech team generates a webhook URL scoped to Asymmetric's booking link.
This webhook fires when a lead books a call, sending contact data (name, company, LinkedIn profile, etc.) to a designated endpoint.
Asymmetric receives the webhook payload and maps fields into HubSpot (contact creation, deal creation, or both).

Action required: Confirm with Pema's tech team which fields are included in the webhook payload so HubSpot field mapping can be configured correctly before launch.

Data Flow Diagram

LinkedIn Outreach (Pema BDR)
        │
        ▼
Lead Accepts & Books via GoHighLevel Calendar Link
        │
        ▼
GoHighLevel fires Webhook → HubSpot (contact/deal record created)
        │
        ▼
Booking appears on Asymmetric's Google Calendar (via GHL sync)
        │
        ▼
Pema Lead Tracker Sheet updated (manual / parallel record)

Parallel Tracking: Lead Tracker Sheet

In addition to the HubSpot webhook, Pema maintains a Google Sheets lead tracker that records:

Prospect name, company, LinkedIn profile URL
Conversation thread that led to the booking
BDR who secured the meeting (column visible in tracker)
Column P — client notes and feedback (Asymmetric fills this in post-call)

The lead tracker is the primary place to leave qualitative feedback on call quality, fit, and next steps. This feedback is used by Pema to refine targeting and messaging over time.

No-Show Handling

GoHighLevel's confirmation workflows (text + email reminders, managed by Pema's sales assistant) target an 80–90% show rate.
Industry baseline for cold outbound is 60–70%.
Asymmetric is only billed for attended meetings; no-shows that cannot be rescheduled result in a credit.
If a lead is a no-show, notify Pema immediately via Slack to maximize rescheduling likelihood.

^[2]
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