Welcome to HLAPPS — Onboarding

Welcome to HLAPPS

Follow these 6 steps to connect your HighLevel and Follow Up Boss accounts and go live in minutes.

Step 1 of 6 — Authorize your account 0% complete
1
Authorize
2
Onboarding Form
3
Embedded App
4
Snapshot
5
Contacts
6
Testing
1

Authorize your account

Connect HighLevel to HLAPPS securely

Required

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
2

Fill out the onboarding form

Submit your company details to configure the integration

Required

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
3

Add the embedded app in Follow Up Boss

Install and configure the HLAPPS embedded app

Required

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. Map each Follow Up Boss agent to their corresponding HighLevel user.

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

This ensures every message and call is sent from the assigned agent's phone number in HighLevel.
4

Install the snapshot

Enable Call Connect and Twilio error monitoring

Required

Import our pre-built HighLevel snapshot to unlock the full functionality of HLAPPS. This snapshot installs two critical components:

  • Twilio Error Monitoring — automatically creates a note in Follow Up Boss whenever a Twilio message error occurs
  • Call Connect Automation — enables the call button in the embedded app to instantly bridge the assigned agent's phone to the lead
💡 How Call Connect works: Press the Call button in the embedded app — within seconds your phone rings. Press 1 to bridge the call to the lead. Calls are placed from the assigned agent's HighLevel number and are automatically logged in Follow Up Boss, including voice recording and AI transcript if you have a workflow set up.
Install snapshot

⚙️ After installing — review your automations

Go to Automations → Workflows in HighLevel. Several workflows are included and will be off by default. Turn on what applies to your use case:

  • Contact Created — triggers when a new contact is created in HighLevel
  • Contact Updated — triggers when a contact's information is updated in HighLevel
  • Call Connect — required, must be turned on for call bridging to work
  • Twilio Error Monitoring — recommended, logs SMS errors as notes in Follow Up Boss
💡 Tip: All workflows can be fully customized. Feel free to modify triggers, add steps, or adjust conditions to fit your team's needs. Contact support if you need help.
5

Manage contacts & avoid duplicates

Event sync, contact matching & important limits

❗ Read First ❗
This is not a real-time sync. HLAPPS is an event-based sync — data only moves 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 from HighLevel
  • 🏷 Tag added — a tag in Follow Up Boss with the hlapps_ prefix, or 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 triggers from within your HighLevel Workflows.

Avoiding duplicates is critical. Push your contacts from Follow Up Boss to HighLevel first — this allows the system to map existing contacts before creating anything new.

When a contact exists in both platforms, we match 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 but with a different phone and different email, a new duplicate will be created. Clean your data first.

Initial sync — pushing all contacts to HighLevel

Add the tag hlapps_transfer to all your FUB contacts to trigger a bulk sync. This is completely optional — only do this if you want your entire database in HighLevel.

⚠ Important for large databases: This is a significant bulk action. Depending on your database size, it could take many hours. Do not expect contacts to appear instantly.

⛔ 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 outbound message sent, we match by GHLID → phone → email. No match creates a new GHL contact.

GHL → Follow Up Boss

When a fub_ tag is added, outbound SMS/email is sent, or a Note is created, we match by GHLID custom field → phone → 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.
6

Testing the events

Confirm all event triggers are working correctly

Required

Run through the following tests to confirm everything is working 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 FUB inbox
  • Click Reply in the native FUB inbox and go back and forth just as you normally would
💡 Custom Inbox: Want a custom inbox for your use case? It's an additional $25/month. Reach out to support and we'll set it up.

🗓 Test Scheduled Messages

  • Type a message in the embedded app, click Schedule, and select a future date
  • The message will be scheduled via the HighLevel API
  • Refresh the screen — the scheduled message will 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 seconds your phone should ring
  • Press 1 to bridge the call to the lead

🏷 Test Tags: Follow Up Boss → HighLevel

  • Add tag hlapps_test to the test contact in Follow Up Boss
  • Go to HighLevel — you will see that tag appear on the contact
💡 Tip: You can now trigger any HighLevel automation directly from Follow Up Boss using hlapps_ tags.

Now let's test from HighLevel → Follow Up Boss

💬 Test Outbound Message from HighLevel

  • Send an outbound message from HighLevel on the test contact
  • Go to Follow Up Boss — the message will 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: Notes in HighLevel workflows always sync to FUB — great for custom automations.

📞 Test Outbound Call from HighLevel

  • Make an outbound call from HighLevel on the test contact
  • The voice recording and/or AI transcript will appear in Follow Up Boss after the call

📧 Test Outbound Email from HighLevel

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

🏷 Test Tags: HighLevel → Follow Up Boss

  • In HighLevel, add the tag fub_test to the test contact
  • Go to Follow Up Boss — the tag will appear on the contact
🎉

You're all set!

Every event trigger is working correctly between HighLevel and Follow Up Boss. Your HLAPPS integration is fully configured and ready to go.

Need help? Submit a support ticket · Help Center

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