Muhammad Umer.CRM & Automation Expert
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High-Volume CRM Architecture

Multi-Offer Coaching Ecosystem

Tens of Thousands of Contacts Cleansed, Segmented & Integrated

10,000+ Contacts Re-Segmented
High-Ticket Education & Coaching Academy
United States / Global

10,000+ Contacts

CRM Database

100% Automated

Meeting Notes Sync

Auto-Provisioned

SaaS Sub-Accounts

0

Conflicting Workflows

Role

Lead GoHighLevel & Automation Architect

Tech & Tools

GoHighLeveln8nZapierPabbly ConnectFathom AISlack APIStripe API

Key Deliverables

  • •Full CRM Database Audit & Re-Segmentation (10k+ Records)
  • •Automated Fathom AI to Slack Meeting Summarization Pipeline
  • •Automated Course & Membership Onboarding Infrastructure
  • •Instant SaaS Sub-Account Provisioning via Webhooks
  • •Payment Webhook Reconciliation & Dunning Sequence Logic

Project Overview

A high-ticket business education academy with multiple coaching tiers, mastermind groups, and a database of tens of thousands of past and active students. Rapid growth had created severe technical debt, resulting in duplicated records, broken tags, and manual operational chaos.

The Challenge

  • Tens of thousands of contacts accumulated across 3 years with broken tags, outdated automations, and overlapping lists.
  • Coaches spent 40+ minutes after every client call manually summarizing notes and emailing action steps.
  • Manual student provisioning for membership portals and SaaS sub-accounts, resulting in onboarding delays and support tickets.
  • Disjointed payment webhooks causing access revocation errors during billing retries.
System Architecture & Data Pipeline
Inbound Lead Source→GoHighLevel Intake→Webhook Trigger→n8n / AI Processing→CRM Deal Pipeline→SMS & Calendar Booking

Technical Solution & Architecture

1.Database Cleansing & Smart Re-Segmentation

Audited and restructured the entire GoHighLevel database, pruning dead contacts, purging orphaned tags, and creating clean smart lists for active, dormant, and VIP students.

2.Fathom AI to Slack Meeting Notes Pipeline

Built an automated n8n/Zapier pipeline that extracts Fathom AI meeting transcripts, generates executive action items, and posts them directly into dedicated Slack channels.

3.Automated SaaS & Course Provisioning

Configured instant sub-account and membership creation upon Stripe checkout completion, granting students immediate access.

4.Multi-Funnel Lead Architecture

Engineered separate pipelines for lead magnets, webinar attendees, and high-ticket applications with tailored scoring rules.

Related Automation Service

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Operational Impact & Results

Eliminated 100% of conflicting legacy automations and restored high email deliverability across the entire list.
Saved coaches over 15 hours weekly with automated Fathom AI meeting notes and action item delivery.
Zero student onboarding delay: course and software credentials arrive within 90 seconds of payment.

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