GHL + FUB Onboarding

Welcome to HLAPPS — Onboarding

Required

Authorize your account

Connect your HighLevel account to HLAPPS so we can securely sync contacts, messages, tags, and automations between platforms. This authorization step must be completed before any other part of the setup will work.

You'll be redirected to HighLevel to grant permission — this takes about 30 seconds and requires admin access to your HL sub-account.

Authorize account

Required

Fill out the onboarding form

Complete your account setup by submitting your company details. This form configures your integration and links everything together.

⚠ Important: The email address you enter on this form must exactly match the email in your HighLevel company settings. A mismatch will cause the integration to fail and you'll need to resubmit.

Fill out form

Required

Add the embedded app in Follow Up Boss

Install the HLAPPS embedded app directly inside Follow Up Boss. Once added, you can send messages, schedule follow-ups, and make calls from any contact record — without leaving FUB.

Go to the Integrations tab in Follow Up Boss, scroll down to Embedded Apps
Find the HighLevel logo, click it to open the configuration, then click Enable
Open any contact record, scroll to the bottom right panel, and drag the HLAPPS embedded app up to the top for easy access

Agent Mapping — Required after install: Once the embedded app is installed, open it and go to Config. Here you will need to map each of your Follow Up Boss agents to their corresponding user in HighLevel.

If a HighLevel user doesn't exist for an agent yet, add them in your HighLevel account first, then come back and click Refresh — they will appear and can be mapped.

This step ensures every message and call is sent from the assigned agent's phone number in HighLevel.

Optional

Import the snapshot

Import our pre-built HighLevel snapshot to automatically create notes in Follow Up Boss whenever a Twilio message error occurs. This helps your team quickly identify and resolve SMS delivery issues without manually monitoring HighLevel.

Recommended if your team actively uses Twilio for outbound SMS campaigns or drip sequences.

Import snapshot

❗ Read before proceeding ❗

Manage contacts & avoid duplicates

This is not a real-time sync. HLAPPS is an event-based sync — contacts and data only move between platforms when a trigger occurs. Nothing syncs automatically in the background. Triggers include:

💬 Message sent — from the embedded app in Follow Up Boss, or an outbound message sent from within HighLevel
🏷 Tag added — a tag added in Follow Up Boss with the hlapps_ prefix, or a tag added in HighLevel with the fub_ prefix
📝 Note created — when a note is created in HighLevel
📞 Inbound phone call — when an inbound call is received in HighLevel
📞 Outbound phone call — when an outbound call is made in HighLevel
📧 Outbound email — when an outbound email is sent from HighLevel
🎙 Voice recording — when a voice recording is posted

You can manage and automate all of these triggers from within your HighLevel Workflows.

Avoiding duplicates is critical. Before syncing, make sure your data is clean. The best way to do this is to push your contacts from Follow Up Boss to HighLevel — this allows the system to map existing contacts across both platforms before creating anything new.

When a contact exists in both platforms, we match them in this order:

Phone number first — if a match is found, the contacts are linked
Email address second — if phone doesn't match but email does, the contacts are linked
No match found — if the same contact exists in both platforms but with a different phone number and a different email, a new duplicate contact will be created. Clean your data before syncing to avoid this.

Initial sync — pushing all contacts to HighLevel

If you want all your Follow Up Boss contacts in HighLevel, you can add the tag hlapps_transfer to all your contacts to trigger the initial bulk sync. This is completely optional — only do this if you want your entire FUB database pushed to HighLevel.

⚠ Important for large databases: Adding hlapps_transfer to a large contact list is a significant bulk action. Depending on the size of your database, this process could take many hours to complete. Do not expect contacts to appear in HighLevel instantly — be patient and allow the sync to run in the background.

⛔ FREE TRIAL USERS ARE LIMITED TO 100 CONTACTS. If you exceed 100 contacts, your free trial will automatically end and your card on file will be automatically charged. Do not push more than 100 contacts during the free trial.

How we match contacts between platforms

Follow Up Boss → GHL

When an hlapps_ tag is added or an outbound message is sent, we match by GHLID first → then phone number → then email address. If no match is found, a new GHL contact is created automatically.

GHL → Follow Up Boss

When a fub_ tag is added, an outbound SMS or email is sent, or a Note is created in GHL, we push the event to FUB and match by GHLID custom field → then phone → then email. No match creates a new FUB contact.

Tip: Agent assignments are always preserved. When a lead replies in GHL, only the assigned agent's FUB inbox receives the conversation.

Required

Testing the events

Once everything is set up, run through the following tests to confirm all event triggers are working correctly between Follow Up Boss and HighLevel.

💬 Test SMS Messaging

Go to a test contact in Follow Up Boss and open their record
Open the embedded app and send yourself a text message
Once you receive the text, reply back — the reply should appear in your Follow Up Boss inbox
Once you see it in your inbox, click Reply in the native FUB inbox and go back and forth just as you normally would

💡 Custom Inbox: If you would like a custom inbox for your specific use case, it is an additional $25/month. Please reach out to support and we will set it up for you.

🗓 Test Scheduled Messages

Type out a message in the embedded app, click Schedule, and select a date in the future
The message will be scheduled via the HighLevel API
Refresh the screen — you will see the scheduled message appear in the embedded app window

📞 Test Calling (Call Connect)

Make sure the test contact is assigned to you
Press the Call button in the embedded app — within a few seconds your phone should ring
Press 1 to bridge the call to the lead

🏷 Test Tags from Follow Up Boss → HighLevel

Add a tag to the test contact in Follow Up Boss using the prefix hlapps_test
Go to HighLevel — you will see that tag appear on the contact

💡 Tip: As you can see, you can now trigger any HighLevel automations directly from Follow Up Boss using custom hlapps_ tags.

Now let's run tests from HighLevel → Follow Up Boss

💬 Test Outbound Message from HighLevel

In HighLevel, send an outbound message from the HighLevel UI on the test contact
Go back to Follow Up Boss — you will see that message appear in the contact's activity

📝 Test Notes from HighLevel

Add a note to the test contact in HighLevel
It will instantly appear in Follow Up Boss

💡 Tip: You can leverage notes in HighLevel workflows for any type of custom automation — they will always sync to Follow Up Boss.

📞 Test Outbound Call from HighLevel

Make an outbound call from HighLevel on the test contact
After the call, the voice recording and/or AI transcript (if you have a workflow set up) will appear in Follow Up Boss

📧 Test Outbound Email from HighLevel

Send a custom HTML email from HighLevel to the test contact
Go to Follow Up Boss — the email will appear in the contact's activity

🏷 Test Tags from HighLevel → Follow Up Boss

In HighLevel, add the tag fub_test to the test contact
Go to Follow Up Boss — you will now see that tag appear on the contact

🎉 All tests passed? You're fully set up! Every event trigger is working correctly between HighLevel and Follow Up Boss. If any test didn't work as expected, please reach out to support and we'll help you troubleshoot.

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