What you’ll have at the end of day 1
By end of day 1, your snapshot will be:
- Imported into your GoHighLevel sub-account
- Branded to your firm (logo, colors, sender IDs)
- Wired to your team’s calendars and inboxes
- Configured with your first 3 active roles
- Live with a candidate intake form
This is conservative. About half our clients finish in 6–8 hours. The other half spread it across 2 business days. The 24-hour figure assumes no surprise blockers (DNS issues, GHL plan upgrades, 10DLC registration delays).
Before you start
You need: GoHighLevel Pro plan ($1,500/mo) — or a SaaS Pro reseller account — active in your name; admin access to your domain DNS; your firm logo as SVG/PNG; your brand colors (hex codes).
Hour 1: Import the snapshot
Inside your GoHighLevel agency view, navigate to the snapshot library and import the Hiring Snapshot using the activation key we sent you after checkout. The import takes 8–12 minutes — it copies pipelines, workflows, templates, calendars, custom fields, and forms into your sub-account.
Once imported, do a sanity check: pipelines are visible (5 of them), workflows show up under Automation, and the candidate-intake form is in the Forms library.
Hours 2–3: Brand
Inside the sub-account, navigate to Settings → Business Profile and set:
- Business name (your agency name)
- Logo (PNG, 240×80 recommended)
- Brand colors (primary + accent — paste hex values)
- Default sender name + email
Then navigate to Sites → Themes and apply your colors to the candidate-facing pages (intake form, application portal, scheduling pages).
Hours 3–5: Wire calendars and inboxes
Each recruiter on your team connects their calendar (Google / Outlook / O365) inside their user profile. Once connected, set their interview-available windows (e.g., Tue/Thu 1–5 PM).
For email, decide whether you want a shared agency inbox (careers@yourdomain.com) or per-recruiter inboxes. The snapshot’s templates support both — we default to a shared inbox for smaller agencies and per-recruiter for larger.
Hours 5–7: Configure your first 3 roles
Pick three active roles you’re recruiting for right now. For each, clone the snapshot’s intake-form template, customize:
- Role title
- 3–5 knockout questions specific to that role
- Salary range (required if posting in CA/CO/NY/WA)
- Application landing-page URL
When you save, the snapshot wires the form to the right pipeline stage and to the assigned recruiter.
Hours 7–9: Test the candidate flow
Apply to your own job posting as a test candidate. Confirm:
- Application submission triggers SMS + email confirmation within 60 seconds
- Resume parser pulls correct fields
- Candidate lands in the right pipeline at the right stage
- Recruiter gets the new-candidate notification
If any step fails, the most common cause is sender authentication (SPF/DKIM not yet propagated). Wait 30 minutes and re-test.
Hours 9–10: 10DLC registration
For SMS sending at any volume in the US, you need 10DLC brand and campaign registration. This is unfortunately not instant — registration can take 1–3 days depending on the carriers. Submit on day 1; SMS volume can begin once approved.
For lower-volume SMS (under 200 messages/day, mostly conversational), you can use a toll-free verified number which gets approved in hours.
Hours 10–24: Train your team
Spend the second half of day 1 walking your team through:
- Where candidates appear on their dashboard
- How to advance a candidate through stages
- How to send SMS from inside a candidate record
- How to book an interview using the round-robin scheduler
- How to view their daily activity dashboard
We recommend recording a 20-minute walkthrough video as you train the first recruiter, then sharing it with the rest of the team. Saves time on day 2 onward.
Day 2 and beyond
By day 2, your snapshot is operational. The next 2 weeks are about adoption — making sure recruiters actually use the system instead of falling back to spreadsheets. Two practices help:
- Daily 15-minute standup at the snapshot dashboard. Builds the habit of looking at the data.
- Weekly review of “candidates stuck at a stage.” Auto-promotion rules catch most cases, but some candidates linger — the weekly review prevents drift.
Within 30 days the snapshot becomes the default workflow. Within 90, the metrics start moving.
Need a hand?
If you’d rather have us configure the snapshot for you, our VA service handles the full setup plus first-30-days monitoring for $700/mo.