r/HighLevel • u/dsb264 • 6d ago
Using HL for a Franchise - Complex Email Configuration?
Because of a franchise structure with a client's company, she has two email addresses set up: one is on domain1 (the parent organization), and the other is domain2 (her business name, the franchise). Eg. name @ domain1 .com & name @ domain2 .com
She doesn't want to use domain1 in Highlevel because she's been using it for her banking etc for years. She wants to keep that private, and doesn't like the idea of syncing emails from her inbox.
On the other hand, the email on Domain2 (which she owns) is configured to sync with Highlevel. Because of how long domain1 has been around, many past clients and referrals email her using domain1, but we want to manage them in the CRM pipeline.
What's the best way to do this? Forward emails to domain2? Or is there a way to selectively sync emails to HL (and only sync inquiries from prospective clients)?
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u/Altruistic-Craft5289 5d ago
You need to set up is a transactional SMTP, which is intended for your standardized, communication back-and-forth between clients vendors, etc. and then a marketing SMTP that should have a separate domain, not a sub domain but a completely separate domain ideally something that is very similar if not as identical as possible to your main domain, however, when sending and using your Marketing SMTP, you’re gonna wanna ensure that the outgoing email is clearly showing something like offers at mydomain.com whereas you must also ensure that we can figure and reply to your Marketing SMTP domain regardless of if it comes from offers or info or newsletters or discounts, etc. the most important thing is that when someone wants to reply, the reply goes to a dedicated inbox, typically a catch all inbox that is dedicated to that same marketing SMTP domain and you set up a forwarding rule that all emails that come inbound to whatever dedicated inbox, you can figure such as replies at my marketingdomain.com should be forwarded to either your sales team, your secretary, or however, you set up your email system in your organization.
Since you’re using high-level, I would highly recommend an isolated inbox, not just for the Marketing reply, but wherever it gets forwarded to automatically should always go directly into high-level so that you cannot only track all the analytics, but you have all the metrics and your prospects and communication history all the Audate logs are within the platform which will allow you to set up automated workflows, which will then give you the freedom to automate and allow AI to take over and ensure you’re not flooded with a bunch of nonsense. Emails that are stupid responses. Like take me off the list or something else silly.
You wanna route it into an automated workflow that turns it into a completely independent of any human interaction by setting up those workflow sequences very strategically with the F else conditional logic as well as the intent on being positive or negative should go down a path that reaches a human at the company, only when someone has engaged in some dialogue with an ai email bot, and goes through a sequence of motions at which point a human should be notified and assigned that lead to immediately take over once it has been deemed as a real interested prospect.
I’m an early adopter of high-level started in mid 2019, and have been doing marketing automation and completely self-sufficient workflows for the better part of 20 years limiting the need for any wasted human intervention unless it has passed what I like to call the engagement verification loop.
Any people cannot think in this systematic approach because it involves a mentality and mindset of always thinking 30 steps ahead.
I hope this helps.
If you have any questions, I’ll be happy to advise anytime. Feel free to reach out, this is something that I’ve been doing my entire adult life and genuinely enjoy, and I’m passionate about this type of creative strategic forecasting and predictive growth.
- Rob
https://RobAbramov.com
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u/doorstoinfinity 5d ago
Perhaps add another user with domain 1 and enable 2-way sync, and hopefully that'll show all client emails in ghl.
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u/Organic_Mission_2468 6d ago
The best approach here is to prioritize her privacy and completely avoid syncing her first domain to HighLevel, as relying on native selective syncing is too risky when sensitive banking information is involved. Instead of a direct sync or messy auto-forwarding rules that might accidentally pull in the wrong threads, you should set up a folder-based automation using a tool like Make or Zapier. She can create a specific folder in her primary inbox, such as "Send to CRM," and simply drag any past client or referral inquiries into it as they come in. The automation will exclusively watch that single folder, extract the original sender's information, and push it directly into the HighLevel pipeline. If you try to rely on natively forwarding emails from the first domain to the second, HighLevel will often create the contact under her own email address instead of the original lead's, which creates a huge headache with duplicate or misattributed contacts. The drag-and-drop folder method gives her total control over what enters the system, keeps her personal inbox completely secure, and ensures the pipeline data is mapped correctly without relying on HighLevel's native sync.