Module 11 of 12
Ongoing Maintenance
What changes when seminars change, monthly, and the day after each event.
Module 11 — Keeping an Account Current
Video placeholder · 6–8 minutes · embed a Loom or YouTube link here
What to show on screen
- Updating Workflow 8 with new seminar dates
- Refreshing both knowledge bases
- Creating a new event URL and QR code
- Archiving an expired event from future messaging
Maintenance cadence
| Task | When |
|---|---|
| Update Workflow 8 | A seminar is scheduled or completed, or a date, venue or registration link changes |
| Add a new event location FAQ | Every time a new seminar is scheduled |
| Create the URL, short link and PNG/SVG QR codes | Three to four weeks before each new seminar |
| Update the iPad Smart List | One week before each seminar |
| Review the knowledge base | Monthly |
| Archive completed events from Workflow 8 | The day after each seminar |
Whenever a seminar changes
Update Workflow 8
Refresh the workflow content that references named seminar events.
Update future seminar information
Ensure every message offering a next date reflects the live calendar.
Update the HighLevel knowledge base
Dates, venues, addresses and parking details.
Update the CloseBot advisor knowledge document
Same details, plus FAQs and booking instructions.
Create new event URLs
Parameterized registration links for each new event.
Create new QR codes
One per event, labeled by event ID for print traceability.
Update the event Smart List
A dedicated attendance list for each new event.
Monthly
Remove expired seminar dates
Expired dates in messaging make the firm look inattentive.
Remove old venues
Retire venue and parking content that no longer applies.
Verify registration links
Click every live link and confirm parameters still populate.
Verify advisor information
Name, credentials, phone, email and compliance contact.
Verify booking information
Booking URL loads and shows real availability.
Test CloseBot responses
Spot-check several tag states, including compliance deflection.
The day after each seminar
Archive the event from future-event messaging
Stop offering a date that has already passed.
Preserve historical contact records
Registrant history stays intact for reporting and renewal conversations.
Preserve completed opportunities
Closed opportunities remain as the record of pipeline performance.