Connect HighLevel

GymMark can send each form lead directly to a HighLevel sub-account. It replaces the usual chain of form → webhook → Zapier → LeadConnector with one step.

What happens to each lead

1. The contact is created or updated. HighLevel matches existing contacts by email or phone, following the sub-account’s duplicate-contact setting, so a returning lead updates their contact instead of creating a second one.
2. Tags are added. They’re added to the contact’s existing tags; nothing is removed.
3. A note is added with every answer, the selected class session and the page the lead came from.
4. Optional: the contact is added to a workflow.
5. Optional: an opportunity named “contact name – program” is opened in a pipeline stage you choose.

If step 1 fails (for example, HighLevel is down), the lead is kept and retried every hour, up to 5 times. Steps 2–5 are not retried, so a retry never creates duplicate notes, workflow runs or opportunities. A lead with neither an email nor a phone number is skipped, because HighLevel can’t match it to a contact.

Before you start

You need admin access to the HighLevel sub-account (the gym’s own location, not the agency) and to the WordPress site.

1. Create a Private Integration in HighLevel

1. In the sub-account, go to Settings → Private Integrations and click Create new Integration.
2. Name it, for example “GymMark website”.
3. Select these scopes:
   • contacts.write and contacts.readonly: contact, tags, note and workflow enrollment
   • opportunities.write and opportunities.readonly: pipeline opportunity
   • workflows.readonly: the workflow list
   • locations/customFields.readonly: the custom field list
4. Create it and copy the token straight away. HighLevel doesn’t show it again.

Also note the sub-account’s Location ID. It’s in the browser address bar inside the sub-account: …/location/<Location ID>/….

2. Connect it in WordPress

1. Go to Forms → Integrations, find the HighLevel (LeadConnector) card.
2. Paste the token into Private Integration token and the ID into Location ID.
3. Tick Enabled.
4. Click Save & test connection. It reports how many pipelines, workflows and custom fields it can read, and names any scope that’s missing.

Then set the options that apply to every lead:

Setting	What it does
Contact source	Shown as the contact’s Source. Leave it blank for “Website – form name”.
Tags	Comma-separated tags added to every lead.
Context tags	Also tags the lead with the program and location they enquired about. On by default.
Submission note	Adds the note described above. On by default.
Add to workflow	Picks a workflow from the sub-account. Or paste an ID into …or workflow ID. A workflow_ prefix copied from Zapier is removed automatically.
Create opportunity in	Picks the pipeline stage for new opportunities, or none.

Workflow names from Zapier

Zapier shows workflow names with a “Workflow -” prefix that isn’t part of the name in HighLevel. Look for the name without it.

3. Turn it on for a form and map its fields

Each form chooses where its leads go.

1. Open the form under Forms and go to its Integrations tab.
2. Switch HighLevel on.
3. Check the Field mapping table. For each form field, Send to is one of:
   • Auto: matched by name or type (it shows what it will match, for example “Auto → Email”). Fields it can’t match go into the note.
   • A contact field, such as First name, Phone or Postal code.
   • A custom field from the sub-account.
   • Note only: in the note, not on the contact card.
   • Don’t send: left out of HighLevel entirely.
4. Optionally add Extra tags, or choose a different Workflow or Opportunity for this form.
5. Click Publish to save.

New fields you add in the Fields tab appear in the mapping table straight away.

Turn off Zapier for this form

If the form also sends to a Zapier webhook that creates the same contact, each lead reaches HighLevel twice. Switch the form’s Webhook off in the same Integrations tab once HighLevel is working.

4. Check it worked

Submit a test lead, then open Forms → Integrations and expand Recent deliveries on the HighLevel card. It lists the last 10 leads, each with a link to the contact in HighLevel and any warnings.

Testing on a live site before launch? Use Test mode.

“Email is not verified” in HighLevel

HighLevel shows this badge until its own email-verification service has checked the address. A confirm-email field on the form doesn’t change it, and GymMark can’t set it. Leads still arrive and workflows still run.