Email Sequence
Operations Guide
Founders Program — Staff Reference
Contents
1. Project Summary
A complete Founders Program email sequence has been designed, built, and deployed in Go High Level for The Skin Real at Serenbe. The sequence guides prospective founding members from initial awareness through to a confirmed appointment, with personalized content based on quiz results.
What has been completed and is live:
- 9 custom-coded HTML email templates (responsive, Outlook-compatible) — uploaded to GHL
- 3 Go High Level workflows — built and published
- Quiz connected and assigning segment tags (Prevention, Correction, Repair)
- Custom fields and tags configured
- Merge fields mapped
Quick Links
| Resource | Link |
|---|---|
| All Workflows | View Workflows in GHL → |
| All Email Templates | View Emails in GHL → |
Key Integrations
| Platform | Role |
|---|---|
| Go High Level | Email automation, CRM, workflows |
| Jane App | Appointment scheduling (manual sync by staff — see Section 5) |
| Landing Page + Quiz | Assigns segment tags automatically |
2. Email Inventory
| # | Email Name | Purpose | Trigger |
|---|---|---|---|
| 1 | Pre-Launch | Introduces The Skin Real and teases the upcoming Founders Program. Includes podcast and blog content. | Contact added to founders-list tag |
| 2 | We Have Launched | Announces the Founders Program is open. Directs to landing page and quiz. | Timed: sends after Email 1 |
| 2B | Confirmation | Confirms receipt of quiz/application and lets them know next steps are coming. | Automatic: quiz form submitted |
| 3A | Invitation | Extends the founder invitation. CTA to schedule consultation on Jane App. Shows "What to expect" (5 service badges). | Automatic: 3 days after Email 2B |
| 3B | Reminder | First reminder that the invitation is still open. Re-shows founder visit details and badges. | Timed: after Email 3A if no booking |
| 3C‑A | Second Reminder (Prevention) |
Personalized for Prevention segment. Podcast: "Hot Girl hamster wheel" / Blog: "Why your skin changes" |
Timed: after Email 3B if no booking |
| 3C‑B | Second Reminder (Correction) |
Personalized for Correction segment. Podcast: "Pre-Aging Explained" / Blog: "What actually matters now" |
Timed: after Email 3B if no booking |
| 3C‑C | Second Reminder (Repair) |
Personalized for Repair segment. Podcast: "Skin health at every age" / Blog: "Long term skin health later in life" |
Timed: after Email 3B if no booking |
| 4 | Appointment Confirmation | Confirms the booked appointment with date, time, and location. | Staff adds appointment-booked tag |
3. Workflow Architecture
Pre-Launch & Launch Send
Warm introduction before the Founders Program opens.
The Main Founders Funnel
After someone completes the quiz, guide them through invitation, reminders, and personalized follow-up until they book.
Founders - Appointment Confirmation (Manual)
Send appointment details when a booking is confirmed in Jane App.
Because Jane App is not directly integrated with Go High Level, this workflow is triggered manually by staff (see Section 5).
4. Tags & Custom Fields
Tags
| Tag | Purpose | Applied By |
|---|---|---|
| founders-list | Identifies contacts in the founders audience. Kicks off Workflow 1. | Staff or opt-in form |
| quiz-completed | Applied when someone submits the quiz. | Automatic |
| segment: prevention | Quiz result — younger/proactive audience. Routes to Email 3C-A. | Automatic |
| segment: correction | Quiz result — mid-life audience. Routes to Email 3C-B. | Automatic |
| segment: repair | Quiz result — mature audience. Routes to Email 3C-C. | Automatic |
| founder-invitation-sent | Tracks that the invitation was sent. | Automatic |
| appointment-booked | Triggers Email 4 and stops all reminders. | Staff |
Custom Fields
| Field | Type | Purpose |
|---|---|---|
| Appointment Date | Date | Stores the booked appointment date — shown in the confirmation email |
| Appointment Time | Text | Stores the booked appointment time — shown in the confirmation email |
5. Staff Operations Guide
Your team is responsible for 2 manual actions that keep the funnel running.
Everything else is automated.
Starting the Funnel for a New Contact
When: You have a new prospect to nurture through the Founders sequence.
- Add the contact to Go High Level (if not already there)
- Add the tag founders-list to the contact
- The system automatically sends Email 1, then Email 2 three days later
Recording a Jane App Booking
When: You see a new Founders consultation booked in Jane App.
- Open the contact in Go High Level
- Fill in the custom fields first:
- Appointment Date — enter the date
- Appointment Time — enter the time
- Then add the tag appointment-booked
Do this promptly. If there is a delay, the contact may receive an unnecessary reminder email.
Quick Reference Card
| New prospect to nurture | Add tag: founders-list |
| Appointment booked in Jane App | 1. Fill in Appointment Date + Time 2. Add tag: appointment-booked |
6. Items Requiring Your Review
Please review and confirm the following. These can be adjusted at any time in the workflow settings.
Wait Times Between Emails
| Between These Emails | Current Setting |
|---|---|
| Email 1 (Pre-Launch) → Email 2 (Launched) | 3 days |
| Email 2B (Confirmation) → Email 3A (Invitation) | 3 days |
| Email 3A (Invitation) → Email 3B (Reminder) | 3 days |
| Email 3B (Reminder) → Email 3C (Second Reminder) | 3 days |
To change: Open the workflow in GHL, click the Wait step, and adjust the number of days. Contacts already past that step won't be affected.
Segment-to-Content Mapping
Please confirm this mapping is correct:
| Quiz Result | Segment Tag | Reminder Content (Email 3C) |
|---|---|---|
| Prevention-focused | segment: prevention | Variant A — "Hot Girl hamster wheel" + "Why your skin changes" |
| Correction-focused | segment: correction | Variant B — "Pre-Aging Explained" + "What actually matters now" |
| Repair-focused | segment: repair | Variant C — "Skin health at every age" + "Long term skin health later in life" |
7. Troubleshooting & FAQs
A contact booked but still received a reminder email.
The appointment-booked tag was likely added after the reminder was already queued. Add the tag as soon as possible after the booking is made in Jane.
A contact didn't receive their personalized 3C email.
Check that they have one of the three segment tags (segment: prevention, segment: correction, or segment: repair). If the quiz didn't assign a tag, the workflow won't know which version to send.
The confirmation email shows merge field codes instead of the actual date/time.
The custom fields (Appointment Date, Appointment Time) weren't filled in before the tag was added. Always fill in the fields first, then add the tag.
Can we change the wait times after launch?
Yes. Open the workflow in GHL, click the Wait step, and adjust. Contacts already past that step won't be affected — only new contacts will use the updated timing.
What if someone fills out the quiz twice?
The workflow is set to not allow re-entry, so contacts only go through the sequence once.
Can we add someone to the funnel who didn't come through the quiz?
Yes. Add them to GHL, apply the appropriate segment tag (segment: prevention, segment: correction, or segment: repair), and add the founders-list tag to start them in the sequence. They will receive the full email flow.
