Description
Summary About Us The Aligned Leader is a proactive recruiting service for private practice healthcare clinics — Physical Therapists, Occupational Therapists, and Speech-Language Pathologists. We run outbound recruiting campaigns on behalf of our clients across three channels simultaneously: cold email (Apollo), LinkedIn DM (HeyReach), and SMS/calls (GoHighLevel). We need a developer to build a Google Sheets lead intake system that pushes leads into all three platforms at once and pulls them out the moment they reply — with a clean dedupe check built in. What You'll Build 1. Google Sheet Lead Intake One master Google Sheet with one tab per client/role. Tab naming convention: [Client]-[Role]-[Location] – Lead Intake — must match the GHL pipeline name exactly. Each tab must include these columns in this order: Column What Goes Here Date Added Date the row was entered First Name / Last Name Candidate name Email Best available email Phone US phone number Facebook Profile Profile URL — matches GHL custom field Instagram Profile Profile URL — matches GHL custom field LinkedIn Profile Profile URL — matches GHL custom field Source Outbound / Inbound-Indeed / Inbound-Referral / Inbound-Website Campaign Pipeline/campaign name — same name used in GHL pipeline, Apollo campaign, and HeyReach campaign Enrichment Status Not Enriched / Enriched – Ready to Trigger Dedupe Check Not Checked / Clear / Match Found Matched GHL Contact Link to matched contact if found Pipeline Stage Starting stage — default: New Push Status Pushed to GHL + Apollo + HeyReach / Held – Duplicate / Held – Missing Info Reply/Stop Status Active / Replied – Stop Log Note Why a row was held or stopped, and when Notes Optional sourcing context Tab-level protected ranges — only the setter assigned to that role can edit their tab. Filtered view for "Held" rows so setters can review them easily. 2. Trigger 1 — Push to All Three Platforms When Enrichment Status = "Enriched – Ready to Trigger" AND Dedupe Check = "Clear": Simultaneously push the lead into: GoHighLevel (GHL) — creates the contact and enters them into the correct pipeline at Stage 1 (New). GHL-side automations (SMS, calls) then begin. Apollo — enrolls the lead into the correctly named cold email campaign HeyReach — enrolls the lead into the correctly named LinkedIn DM campaign Campaign names in Apollo and HeyReach must mirror the GHL pipeline name exactly. Before Trigger 1 fires — dedupe check runs in this order: Email address Phone number LinkedIn / Facebook / Instagram profile URL Name + position together (fallback) No match → push normally, mark Dedupe Check = Clear, Push Status = Pushed. Match found → do NOT create a duplicate anywhere. Mark Held – Duplicate, log which field matched and when, leave the existing GHL contact untouched. Route to the setter's filtered Held view for review. 3. Trigger 2 — Reply / Stop (Pull from All Three) When a recruiter manually flips Reply/Stop Status = "Replied – Stop": Simultaneously remove the lead from all three active automations — GHL, Apollo, and HeyReach — so no lead gets messaged on any channel after they've already responded. The recruiter then takes over manually. This must be a manual flip by the recruiter — not automated. The recruiter flips it the moment they see a reply on any channel. 4. Pacing (Important) There is NO built-in daily send limit or automated drip. Pacing is controlled by when the recruiter flips the Enrichment Status to "Ready to Trigger" — one lead at a time or in batches. A large list can be loaded upfront; automation only starts per lead when the recruiter marks it ready. 5. Tutorial Deliverable Once the build is tested and working for the first client tab, you must deliver: A Loom walkthrough recording showing the full build end to end A written step-by-step guide so the team can set up the same system for every new client without involving you again Technical Context GHL: One shared sub-account for all clients ("The Aligned Leader Outreach"). Custom fields are already built. Your Sheet columns must match these exactly. Apollo: Cold email only. Campaigns named to match GHL pipelines. HeyReach: LinkedIn DM only. Campaigns named to match GHL pipelines. GHL: SMS and call sequences only. All three fire on Trigger 1. All three stop on Trigger 2. GHL Pipeline Stages (use exact names in the Pipeline Stage column): New → Outreach Started → Engaging → Reactivation → Call Booked → Handoff Completed → Interview Scheduled → Interview Completed → Offer Made → Offer Accepted → Nurture → Not a Fit What We're Looking For Proven GoHighLevel automation experience — custom fields, pipelines, workflows Experience connecting Google Sheets to third-party platforms (webhooks, Apps Script, Zapier, or similar) Familiarity with Apollo API or Zapier/Apollo integrations Familiarity with HeyReach is a strong plus Clean, documented deliverables — the tutorial is a required part of the job, not optional Clear communicator who can start quickly and deliver without scope creep To Apply Please answer these four questions in your proposal — proposals without answers will not be reviewed: Have you built a Google Sheets → GoHighLevel sync before? Describe briefly how you approached it. Have you worked with Apollo or HeyReach APIs or integrations? Can you build a two-trigger system (push on status change, stop on reply flag) across three platforms simultaneously? What is your fixed price and estimated timeline for this project?