CRM & Workflow Automation Specialist for Scaling
Budget: $250 – $750 AUD
Systems + Automation Specialist (GHL, AI, CRM, ClickUp) for Martial Arts School
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Project Overview:
We’re Action Tae Kwon-Do, a fast-growing martial arts school with 15+ locations across Canberra and NSW. We’re scaling quickly and want to systematise how we handle leads, bookings, onboarding, and internal operations.
We’re looking for a highly skilled systems integrator to help set up and connect our key platforms so that leads are nurtured automatically, trial bookings increase, and our team operates more efficiently — with minimal disruption to staff workflows.
This project will focus on Go High Level (GHL) as our central CRM for lead handling and automation, while integrating CloseBot and possibly Retell AI for AI-assisted communication. We also use Spark Membership for billing and student management, ClickUp for operations, and Slack for internal communication.
⸻
What We’re Trying to Achieve:
• A streamlined, AI-assisted system that captures and nurtures leads from initial interest to membership.
• Smart automation that personalises follow-up based on actions taken (or not taken) by the lead.
• A setup where our team only needs to use Spark Membership — we don’t want staff managing leads in multiple platforms.
• Myself and my VA will manage everything in GHL, ClickUp, and Slack — staff should ideally just handle their current process in Spark.
⸻
Current Tech Stack:
Spark Membership (currently used for):
• Lead tracking and SMS/email communication
• Student CRM and billing
• Class attendance and scheduling
Go High Level (GHL):
• Will become the primary CRM for leads and nurture automation
• More flexible and AI-integrated than Spark for pre-sale workflows
ClickUp:
• Used for internal operations, curriculum development, and task management
Slack:
• Team communication, alerting, and project tracking
⸻
Project Goals:
1. Set up GHL as our primary lead CRM with segmented nurture automation
2. Segment nurture campaigns by program: Children, Tigers, After School, Adults
3. Use AI tools (CloseBot and optionally Retell AI) for lead qualification and bookings
4. Automate follow-ups:
• No-shows
• Non-converting trials
• Dormant leads
5. Cold Nurture Campaign:
• 24-month email campaign for leads who never took action
6. Handle generic Facebook leads who don’t specify location
7. Design the lead/member handoff from GHL to Spark
8. Organise operations in ClickUp, with Slack integration for alerts
9. Ensure staff only need to use Spark, while myself and my VA manage everything in GHL/ClickUp
⸻
Scope of Work:
Go High Level Setup
• Build lead nurture funnels based on program type
• Custom workflows for:
• Leads who book a trial
• Leads who no-show
• Leads who attend but don’t convert
• Leads who never book
• Booking automations based on suburb and program
• Cold nurture drip emails (monthly, over 24 months)
AI Chat and Voice Integration
• Set up CloseBot to:
• Ask for suburb
• Match to closest location and correct calendar
• Book trial class via GHL calendars
• Answer FAQs (uniforms, pricing, programs, etc.)
• Optional setup of Retell AI for voice follow-up
• Human override options (me or VA can jump in)
Spark Membership Integration
• Leads who convert pushed from GHL to Spark
• Instructors mark attendance, conversions, and notes in Spark only
• Staff do not need to learn or log into GHL
• Explore Zapier or webhook options if needed
ClickUp and Slack Setup
• Build operational dashboards and workflows for:
• Lead management
• Curriculum and instructor training
• Member onboarding and follow-up
• Slack notifications for key lead events (booked, no-showed, converted)
Strategic Consulting
• Guide overall system design — how GHL, Spark, ClickUp, and Slack work together
• Recommend best practices
• Simplify visibility and reduce double-handling
• Make the system scalable for future expansion
⸻
Ideal Candidate:
• Expert in Go High Level CRM, workflows, and automations
• Experienced with CloseBot, Retell AI, Vapi, or similar tools
• Familiar with Spark Membership or similar martial arts/fitness CRMs
• Comfortable using Zapier, webhooks, and tags to sync platforms
• Strong communicator who can advise and teach, not just implement
• Experience with ClickUp and Slack is a bonus
⸻
Timeline:
• Setup and initial build: 2–3 weeks
• Testing and rollout: 4–6 weeks
• Ongoing support optional (future retainers welcome)
⸻
To Apply:
Please include:
• A few relevant CRM/automation projects you’ve worked on
• Brief outline of how you would approach this project
• Your hourly rate or project pricing
• Your weekly availability
• Any relevant experience with martial arts/fitness businesses
⸻
Project Overview:
We’re Action Tae Kwon-Do, a fast-growing martial arts school with 15+ locations across Canberra and NSW. We’re scaling quickly and want to systematise how we handle leads, bookings, onboarding, and internal operations.
We’re looking for a highly skilled systems integrator to help set up and connect our key platforms so that leads are nurtured automatically, trial bookings increase, and our team operates more efficiently — with minimal disruption to staff workflows.
This project will focus on Go High Level (GHL) as our central CRM for lead handling and automation, while integrating CloseBot and possibly Retell AI for AI-assisted communication. We also use Spark Membership for billing and student management, ClickUp for operations, and Slack for internal communication.
⸻
What We’re Trying to Achieve:
• A streamlined, AI-assisted system that captures and nurtures leads from initial interest to membership.
• Smart automation that personalises follow-up based on actions taken (or not taken) by the lead.
• A setup where our team only needs to use Spark Membership — we don’t want staff managing leads in multiple platforms.
• Myself and my VA will manage everything in GHL, ClickUp, and Slack — staff should ideally just handle their current process in Spark.
⸻
Current Tech Stack:
Spark Membership (currently used for):
• Lead tracking and SMS/email communication
• Student CRM and billing
• Class attendance and scheduling
Go High Level (GHL):
• Will become the primary CRM for leads and nurture automation
• More flexible and AI-integrated than Spark for pre-sale workflows
ClickUp:
• Used for internal operations, curriculum development, and task management
Slack:
• Team communication, alerting, and project tracking
⸻
Project Goals:
1. Set up GHL as our primary lead CRM with segmented nurture automation
2. Segment nurture campaigns by program: Children, Tigers, After School, Adults
3. Use AI tools (CloseBot and optionally Retell AI) for lead qualification and bookings
4. Automate follow-ups:
• No-shows
• Non-converting trials
• Dormant leads
5. Cold Nurture Campaign:
• 24-month email campaign for leads who never took action
6. Handle generic Facebook leads who don’t specify location
7. Design the lead/member handoff from GHL to Spark
8. Organise operations in ClickUp, with Slack integration for alerts
9. Ensure staff only need to use Spark, while myself and my VA manage everything in GHL/ClickUp
⸻
Scope of Work:
Go High Level Setup
• Build lead nurture funnels based on program type
• Custom workflows for:
• Leads who book a trial
• Leads who no-show
• Leads who attend but don’t convert
• Leads who never book
• Booking automations based on suburb and program
• Cold nurture drip emails (monthly, over 24 months)
AI Chat and Voice Integration
• Set up CloseBot to:
• Ask for suburb
• Match to closest location and correct calendar
• Book trial class via GHL calendars
• Answer FAQs (uniforms, pricing, programs, etc.)
• Optional setup of Retell AI for voice follow-up
• Human override options (me or VA can jump in)
Spark Membership Integration
• Leads who convert pushed from GHL to Spark
• Instructors mark attendance, conversions, and notes in Spark only
• Staff do not need to learn or log into GHL
• Explore Zapier or webhook options if needed
ClickUp and Slack Setup
• Build operational dashboards and workflows for:
• Lead management
• Curriculum and instructor training
• Member onboarding and follow-up
• Slack notifications for key lead events (booked, no-showed, converted)
Strategic Consulting
• Guide overall system design — how GHL, Spark, ClickUp, and Slack work together
• Recommend best practices
• Simplify visibility and reduce double-handling
• Make the system scalable for future expansion
⸻
Ideal Candidate:
• Expert in Go High Level CRM, workflows, and automations
• Experienced with CloseBot, Retell AI, Vapi, or similar tools
• Familiar with Spark Membership or similar martial arts/fitness CRMs
• Comfortable using Zapier, webhooks, and tags to sync platforms
• Strong communicator who can advise and teach, not just implement
• Experience with ClickUp and Slack is a bonus
⸻
Timeline:
• Setup and initial build: 2–3 weeks
• Testing and rollout: 4–6 weeks
• Ongoing support optional (future retainers welcome)
⸻
To Apply:
Please include:
• A few relevant CRM/automation projects you’ve worked on
• Brief outline of how you would approach this project
• Your hourly rate or project pricing
• Your weekly availability
• Any relevant experience with martial arts/fitness businesses