CRM Workflow Delays, Form Data Loss & Lead Notification Fixes - September 1, 2026

Overview

This session focused on diagnosing and resolving several active CRM issues affecting lead response times and data integrity. Topics included PPL (Pay-Per-Lead) workflow trigger delays, a data-saving bug in the new "Under Contract" form, missing lead detail data from the Property Leads webhook, and the deployment of a new lead notification workflow to replace broken inbound text alerts.

Key Takeaways

• PPL Workflow Delays: Leads from Property Leads (PPL) are taking 5–10 minutes per step to appear in the attack list. The root cause is the add tag trigger, which is significantly slower than the add to workflow action. This issue appears to be account-specific (observed in Austin's account; Simon's account showed near-instant triggering).
• "Under Contract" Form Data Loss: The form triggered by the "Under Contract" status change is not saving submitted data to the opportunity record, requiring manual re-entry. Connor has identified the fix and was targeting deployment before the 4 PM meeting.
• PPL Webhook Data Not Populating: Detailed lead information from Property Leads (e.g., reason for selling, repair estimates) is not populating the Notes about lead field in the CRM. The issue is likely related to webhook field mapping, particularly with dropdown-type fields. Nosheen will investigate.
• New Lead Notification Workflow: Inbound lead text notifications stopped working. A new workflow — New Lead Notification — is being deployed to all accounts to replace the outdated Inbound New Lead Assignment and Outbound New Lead Assignment workflows.

Issues Discussed & Processes

1. PPL Lead Workflow Delays

Problem

PPL leads are experiencing cumulative delays of 5–10 minutes per workflow step before appearing in the attack list. This directly impacts speed-to-lead, which is critical for PPL performance. Investigation of Austin's account revealed a ~10-minute gap between the add tag action firing and the subsequent workflow triggering. In contrast, Simon's account showed the same process completing in under one second, suggesting this is not a platform-wide issue.

Root Cause

The add tag trigger in GoHighLevel is inherently slower than other trigger types. When multiple workflow steps each rely on add tag as a trigger, the delays compound, resulting in significant lag before a lead reaches the acquisition list.

Proposed Solution

1. Audit existing PPL workflows and identify every step that uses an add tag action to trigger the next workflow.
2. Replace add tag triggers with direct add to workflow actions wherever possible. The add to workflow action fires nearly instantaneously and avoids the tag-processing delay.
3. Nosheen will also contact GoHighLevel support to report and document the add tag delay in Austin's account.
4. Spot-check other client accounts to determine if the same delay is present elsewhere.

Status

Under active investigation. GoHighLevel support contact and workflow audit are both in progress.

2. "Under Contract" Form Data Loss

Problem

A new form was built to capture additional deal details when an opportunity is moved to "Under Contract" status. However, the data entered into the form is not being saved to the corresponding opportunity record. This forces team members to manually re-enter the information, creating a bottleneck in the disposition and closing process.

Root Cause

Connor identified a configuration issue with how the form maps submitted data back to the opportunity fields in GoHighLevel.

Resolution Steps

1. Connor reviewed the form's field mapping and identified the misconfiguration causing data to not persist to the opportunity.
2. A fix was prepared and targeted for deployment before the 4 PM call on the same day as this session.
3. Once deployed, users should verify that submitting the "Under Contract" form correctly populates the associated opportunity record without requiring manual entry.

Status

Fix identified by Connor; deployment was imminent at time of recording.

3. PPL Webhook Data Not Populating "Notes About Lead"

Problem

When a lead is delivered from Property Leads (PPL) via webhook, detailed information — such as the seller's reason for selling, estimated repairs, and other qualifying data — should automatically populate the Notes about lead field in the CRM contact record. This data is missing for multiple leads, including Shannon Yannos and Scott Eulo. The field is not blank due to overwriting by later notes; the original PPL data itself is simply not arriving.

Root Cause (Suspected)

The webhook field mapping between Property Leads and GoHighLevel may not be correctly configured for all field types. Specifically, some PPL fields are dropdown/select fields, which can behave differently than plain text fields during webhook sync and may fail silently if the mapping does not account for the field type.

Investigation Steps

1. Nosheen will audit the PPL webhook configuration and review how each PPL field is mapped to the corresponding CRM field.
2. Special attention will be given to any PPL fields that are dropdowns or selection-based, as these are the most likely source of the sync failure.
3. Test leads will be submitted to verify whether data populates correctly after mapping adjustments are made.
4. If the mapping cannot be corrected through standard configuration, alternative options (such as a middleware step or manual field formatting) will be explored.

Status

Under investigation by Nosheen. No fix deployed at time of recording.

4. New Lead Notification Workflow Deployment

Problem

Inbound lead text notifications — previously handled by the Inbound New Lead Assignment and Outbound New Lead Assignment workflows — stopped sending alerts to team members when new leads came in. This created a gap in real-time lead awareness.

Solution

A new consolidated workflow named New Lead Notification has been built to replace both legacy workflows. It is designed to reliably send text notifications whenever a new lead is assigned, regardless of whether the lead source is inbound or outbound.

Deployment Steps

1. The New Lead Notification workflow has been created and tested.
2. Nosheen will deploy the workflow across all applicable client accounts.
3. The legacy workflows (Inbound New Lead Assignment and Outbound New Lead Assignment) will be retired once the new workflow is confirmed active.
4. Team members should confirm they begin receiving text notifications for new leads after the deployment is complete. If notifications are still missing, contact the support team.

Status

New workflow built and deployment in progress across all accounts.

Action Items & Owners

Session recorded during GenieREI Q&A call. For questions or follow-up, contact your GenieREI support team.