New Advisor Setup

• 01Collect advisor intake information
• 02Create the sub-account from the snapshot
• 03Add logo, brand colors and business details
• 04Verify all snapshot assets loaded
• 05Replace all custom-value placeholders
• 06Update the HighLevel knowledge base
• 07Add current seminar events
• 08Update event-specific workflow content
• 09Build parameterized event URLs
• 10Create short links and QR codes
• 11Test each registration path
• 12Create event attendance Smart Lists
• 13Connect the sub-account to CloseBot
• 14Add source-specific CloseBot variables
• 15Create the advisor-specific CloseBot knowledge document
• 16Test CloseBot
• 17Publish and activate

Intake — collect before you touch the account

• Firm legal name
• Primary advisor's full name and credentials
• Additional advisor names and credentials, if applicable
• Firm's main phone number
• Firm's reply-to email address
• Advisor's calendar booking link
• Compliance or escalation contact name and phone number
• Compliance email address
• Any topics the firm is prohibited from discussing
• Advisor-approved two-sentence seminar description
• Guest policy
• Cancellation and rescheduling policy
• Whether dinner or another meal is provided
• Registration page URL
• Campaign name for the first mailer or advertisement
• Advisor-approved appointment description and format
• Up to four active events: ID, name, date, start and end time, venue, address, city, state, parking notes, registration source and event host
• Logo file and primary brand color (hex)

Creating the sub-account

• Agency view → Sub-Accounts → + Create Sub-Account
• Select Load from Snapshot and choose Financial Seminar Backend
• Name the sub-account using the client's firm name
• Set the time zone to the client's local time zone
• Click Create and wait for the snapshot to finish loading completely
• Settings → Business Profile: upload the logo, set the brand color, enter the firm name, address and phone

Custom value quality check

• Open each custom value and read it back carefully
• Confirm there are no spelling errors
• Confirm there are no extra spaces
• Confirm no bracketed placeholder text remains

Knowledge base work

• Rename the document to [Firm Name] — Seminar and Advisor Knowledge Base
• Update all 10 existing FAQs with advisor-approved answers: what is covered, cost, guest policy, what to bring, seminar length, whether there is a sales pitch, what happens after, how to book a personal review, how to cancel or reschedule
• Do not rewrite the approved compliance deflection FAQ — only confirm the advisor name and booking URL merge fields are correct
• Add one location FAQ per active seminar using the venue, address, city, state, date, times, parking notes and registration URL
• Add the advisor appointment FAQ describing the complimentary personal review, including the booking link

Workflow 8 — [Seminar] 8 - No Show Canceled

• Workflow 8 is the only workflow containing manually entered event information that can become outdated
• Day 3 email (second message in the sequence): replace the upcoming seminar list with current event names, dates, venues and registration links
• Day 17 final email: replace the registration page link with the client's real registration page URL
• Save the emails and the workflow, then set a recurring calendar reminder to revisit it