The Challenge: Operations Trapped in Spreadsheets
White Glove Cleaning Services, a fast-growing residential and commercial company, was reaching a critical ceiling. Their existing operational setup was decentralized, relying heavily on scattered spreadsheets, emails, and manual scheduling within Housecall Pro. This limited their ability to scale and overwhelmed the existing team.
Before the rebuild, the team struggled daily with:
- Leads slipping through the cracks due to the lack of a unified CRM.
- Manual booking, follow-ups, and reminders handled inconsistently.
- Multiple pipelines, forms, and workflows with duplicated or conflicting logic.
- A complete lack of SOPs, documentation, and system structure for training new staff.
The result was lost revenue, slow response times, and a heavy administrative workload that kept the business owners trapped doing non-revenue tasks.
Key Takeaway from Challenge
The core problem was the lack of a single, integrated operational backboneto automate communication and job tracking, making scalability impossible.
Apply This Insight to Your BusinessThe RSL Solution: End-to-End GoHighLevel Architecture
RSL Media Hub partnered with White Glove to rebuild the company’s entire operational system using GoHighLevel as the central hub. The system was designed to handle everything from initial lead capture to post-service follow-up, retention, and referral workflows across six key areas:
Phase 1: Architecture & Data Integrity
- Custom pipelines (Residential, Commercial, Outbound) were established.
- A clean, logical tagging system was built for lifecycle, segmentation, sources, and campaigns.
- All legacy clutter was removed, resulting in asingle source of truthfor all customer and job data.
Figure 1: The architecture consolidating all business operations around the GoHighLevel hub.
Phase 2: Integration, AI & Conversation Automation
The system achieved advanced automation and efficiency through deep technical integrations:
- Atwo-way data syncwas established between GoHighLevel and Housecall Pro (HCP) via webhooks and API for real-time booking and job status updates.
- AVoice AI agentwas fully integrated to handle missed calls, scheduling, and basic customer FAQs 24/7.
- Conversation AI was connected to the website chat widget, ensuring immediate, automated lead qualification and response.
Figure 2: A snippet of the complex workflow managing booking sync and automated post-service follow-up.
Phase 3: Retention & Internal Support
Finally, RSL Media Hub implemented powerful retention loops and internal resources for staff consistency:
- AutomatedReview RequestSMS + email), Birthday, Holiday, and long-term nurture campaigns were deployed for retention.
- A fullSOP librarywith Loom video walkthroughs and centralized training resources was created.
- An internalReferral Workflowwas built to automatically reward both referrers and new clients.
The Results: The Foundation for Scalability
Client Testimonial
— “Before this build, everything was manual — messages, bookings, reminders, everything. Now the system handles it automatically. It feels like we hired two extra employees without paying salaries.”
While the system is newly implemented, the immediate benefits have been transformative, replacing multiple tools and the need for hundreds of hours of admin work. The business owners can now confidently focus on revenue-generating tasks and expansion.
- Unified CRMreplacing scattered tools, spreadsheets, and lost leads.
- Automated lead captureand booking with zero manual follow-up required from staff.
- Reduced administrative workloadthrough the 24/7 AI phone and chat assistants.
- Improved retention and customer experiencewith consistent communication and automated nurture messaging.
- Complete operational visibilityvia GHL dashboards and reporting.
Ready for Your Results?
If your business is still relying on manual tasks, scattered tools, or inconsistent follow-ups, RSL Media Hub can build you a system that does the work for you — on autopilot.
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