John Roxas - GoHighLevel Specialists

GoHighLevel
Systems Architect

Helping agencies scale by building repeatable GoHighLevel systems that can be deployed, customized, and improved across every client.

3yrs Digital Marketing VA

8 yrs Sales & Marketing

3 Full CRM Setup

20+ Clients Served

AI Systems · Patient Acquisition

The AI Patient-Acquisition Engine Built to Scale Across Chiropractic Clinics

Problem solved

Replaced slow follow-up and missed-call gaps with immediate AI calling and SMS response.
Standardized qualification, booking, and CRM updates across one connected system.
Stops outreach automatically after booking, opt-out, or a terminal outcome.

Client: White-Label Agency (Chiropractic Clinic)

Tech stackGoHighLeveln8nRetell AIREST APIsWebhooksJavaScript

GoHighLevel CRM foundation diagram showing clinic calendars, pipeline stages, reusable custom values, and AI control fields

Shared state and configuration model across GoHighLevel, n8n, and Retell AI

End-to-end process map for the chiropractic clinic AI patient-acquisition system

Complete Mermaid process map of the GoHighLevel lead-intake orchestration

GoHighLevel lead-intake trigger, opportunity creation, AI-field initialization and SMS condition

GoHighLevel AI-call eligibility conditions for lead-intake orchestration

Chiropractic clinic pipeline update workflow in GoHighLevel

Anonymized Retell AI voice-agent configuration and tool setup — **Voice Agent**
FAQs, qualification, availability, booking and transfer. Excerpt: identify as AI, avoid diagnosis, and confirm real-world actions only after a tool succeeds.

Anonymized Retell AI SMS chat-agent configuration and tool setup — **Chat Agent**
Inbound SMS, FAQs, booking support, opt-out and human follow-up. Excerpt: respect STOP and DND, never invent availability, and escalate when human help is required.

Separate voice and SMS agents share the same clinic context while using controlled n8n tools for real-world actions. Full production prompts are intentionally not published.

Real n8n workflow for starting a controlled Retell outbound call

Real n8n workflow for calendar availability and appointment booking

Real n8n workflow for Retell post-call processing

The 45-day GoHighLevel nurture rechecks eligibility before every scheduled message. The deeper inbound SMS agent architecture remains available below on demand.

Real GoHighLevel 45-day SMS follow-up workflow — **45-Day SMS Follow-Up**
Eligibility is revalidated at every checkpoint before the next nurture message is sent.

Expand SMS AI architecture

Real n8n Workflow 04 GoHighLevel to Retell chat bridge — **Workflow 04 — GHL ↔ Retell Chat Bridge**
Validates inbound SMS context, prevents duplicate processing and manages the Retell chat session.

Real n8n Workflow 05 Retell chat tools — **Workflow 05 — Retell Chat Tools**
Executes controlled CRM actions for DND, opt-out, not-interested, human follow-up and outbound replies.

Monday to Friday business-hours schedule

Duplicate workflow-enrollment prevention

Lead-timezone window
9:00 AM–8:59 PM
Maximum attempts
DND / not interested
Appointment booked
Request-key deduplication
Call-in-progress lock

Calls are protected by time-window validation, contact-state checks, execution locks, and idempotency keys before Retell is contacted.

Appointment-booked post-call test passed

Transfer-completed post-call test passed

Voicemail, busy and call-failed outcome tests passed

View expandable full-results evidence

Complete automation test-results evidence

The AI Patient-Acquisition Engine Built to Scale Across Chiropractic Clinics

A production-minded lead-to-appointment system that coordinates CRM state, voice and SMS agents, controlled booking tools, safeguards, evidence-based testing, and appointment reporting.

Client: White-Label AgencyChiropractic ClinicGoHighLeveln8nRetell AIREST APIsWebhooksJavaScript

The operating problem

New enquiries were vulnerable to slow response, missed calls, inconsistent qualification, and leads disappearing before booking.

What the system changed

Immediate, controlled AI calling and SMS response.
One shared qualification, booking, and CRM state model.
Automatic stopping after booking, opt-out, DND, or terminal outcomes.
Visible appointment and workflow performance reporting.

FOUNDATION

CRM foundation before automation

The build begins with the intake form, service and clinic choices, calendars, pipeline stages, location settings, and reusable values. This gives every downstream workflow a dependable source of truth.

Chiropractic clinic CRM foundation — **CRM Foundation**The intake and operating model are designed before AI outreach is allowed to begin.

SHARED STATE

One control model across three platforms

Custom fields act as shared state across GoHighLevel, n8n, and Retell AI. They prevent conflicting automations and decide whether a contact continues, stops, or moves into appointment communication.

Shared state and configuration model — **State and Configuration Model**Explicit state replaces guesswork and keeps GHL, n8n, and Retell synchronized.

PROCESS MAP

The complete patient-acquisition lifecycle

The architecture was mapped end to end before implementation: enquiry capture, eligibility, voice and SMS engagement, appointment booking, pipeline updates, terminal outcomes, and safe stopping rules.

Complete chiropractic patient acquisition process map — **System Overview**The process map is the architectural contract connecting business rules to implementation.

GHL ORCHESTRATION

Lead intake becomes controlled execution

A consultation submission creates or updates the opportunity, initializes AI state, checks permissions and eligibility, then hands approved work to n8n. Failure branches exit cleanly instead of producing conflicting outreach.

Complete lead intake workflow — **Complete workflow**The full GHL orchestration in one view.

Lead intake trigger and initialization — **Trigger and initialization**Contact and opportunity state are prepared first.

Lead intake eligibility logic — **Eligibility gate**State-based checks prevent invalid outreach.

AI AGENTS

Separate agents, one clinic context

The voice agent handles FAQs, qualification, live availability, booking, and transfer. The chat agent handles inbound SMS, FAQs, booking support, opt-out, and human follow-up. Neither invents real-world results: n8n tools perform the actions.

Chiropractic voice AI agent configuration — **Voice Agent**FAQ, qualification, availability, booking, and transfer—with controlled tools and no diagnosis.

Chiropractic SMS AI agent configuration — **Chat Agent**Inbound SMS conversations respect STOP and DND, never invent availability, and escalate when required.

Design rule: agents conduct conversations; n8n validates data and performs external actions. Availability and booking success always come from connected systems.

N8N LIFECYCLE

Create the call, book the appointment, process the result

Three primary n8n workflows form the technical lifecycle. The first validates and starts outreach, the second exposes live appointment tools, and the third normalizes call outcomes back into the CRM.

Real n8n outbound call workflow — **01 — Start Outbound Call**Validation, safeguards, request identity, and Retell call creation.

Real n8n appointment tools workflow — **02 — Availability and Booking**Live slot retrieval and appointment creation.

Real n8n post call processing workflow — **03 — Post-Call Processing**Outcome normalization and CRM state reconciliation.

Expand SMS AI architecture

GHL 45 day SMS follow up workflow — **45-day nurture**Every checkpoint stops if state changes.

Real n8n chat bridge workflow — **04 — Chat bridge**Inbound messages become controlled AI conversations.

Real n8n Retell chat tools workflow — **05 — Chat tools**Real-world actions remain deterministic.

PRODUCTION CONTROLS

Safeguards before Retell is contacted

Calls are protected by a lead-timezone schedule, contact-state checks, attempt limits, DND and appointment blocking, an execution lock, and request-key deduplication.

Business-hours calling schedule — **Schedule control**Approved calling hours are enforced.

Outbound call state gate — **State gate**Ineligible contacts exit early.

Duplicate workflow enrollment blocked — **Deduplication**Duplicate enrollment is safely skipped.

TEST EVIDENCE

Terminal outcomes were tested, not assumed

The implementation was verified across the outcomes that matter operationally: booked appointments, completed transfers, DND stopping, voicemail, busy, and failed calls.

Appointment booked test passed — **Appointment booked**Booking state and stop behavior passed.

Transfer completed test passed — **Transfer completed**Human-handoff state passed.

DND stop test passed — **DND stop**Consent and stop behavior passed.

Voicemail busy and failed call tests passed — **Non-connected outcomes**Voicemail, busy, and failure branches passed.

View consolidated test evidence

SOURCE EVIDENCE

Complete implementation evidence archive

The main narrative above prioritizes the clearest architectural evidence. This archive exposes every non-document image from the project folder—including raw GHL workflow captures, configuration screens, testing evidence, original diagrams, and both real and mapped n8n workflows. Select any image to zoom and pan freely.

REPORTING

Operational visibility after launch

The final layer converts workflow activity into a view the agency can manage: appointment volume, status, source, outcome, and follow-up performance.

Appointment reporting dashboard — **Reporting layer**The system remains measurable after deployment.

Why this belongs in the architecture

Shows whether automation is producing appointments—not merely executions.
Surfaces outcome and follow-up patterns for agency review.
Gives operators evidence to improve messaging, call timing, and routing.
Closes the loop from acquisition architecture to business performance.

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Calendar, booking & estimate flow

Workflow build & message copy

Learn From the SystemsI Actually Build

Voice AI International Call Lead Recovery

AI White Label Agency System — Chiropractic Clinic

Results that speakfor themselves.

I’d be happy to show you what I build.

Hi! I’m John’s AI Agent

Marketing Support — Campaigns & Creatives

Websites & Funnel Build

API Integration

Marketing Support — Email & WhatsApp Campaigns

Full Operational Logic & Workflow Build

Here's exactly how I build it.

Business identity & brand kit

Compliance & messaging registration

Domain & email deliverability

CRM data architecture

Digital presence

Integrations

Automation — 6 workflows + exception handling

Six workflows. One system.

The happy path was built. The exceptions weren’t.

Full Operational Logic & Workflow Build

Here's exactly how I build it.

Business identity & brand kit

Compliance & messaging registration

Pipeline & tag architecture

Calendar, booking & estimate flow

Workflow build & message copy

Integrations & lead source connections

Handoff, training & SOP

Six workflows. One system.

The happy path was built.The leaks weren't plugged.

GoHighLevel
Systems Architect

Learn From the Systems
I Actually Build

Results that speak
for themselves.

The happy path was built.
The leaks weren't plugged.