Systems + Automation Specialist (GHL, AI, CRM, ClickUp) for Martial Arts School
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Project Overview:
We’re Action Tae Kwon-Do, a fast-growing martial arts school with 15+ locations across Canberra and NSW. We’re scaling quickly and want to systematise how we handle leads, bookings, onboarding, and internal operations.
We’re looking for a highly skilled systems integrator to help set up and connect our key platforms so that leads are nurtured automatically, trial bookings increase, and our team operates more efficiently — with minimal disruption to staff workflows.
This project will focus on Go High Level (GHL) as our central CRM for lead handling and automation, while integrating CloseBot and possibly Retell AI for AI-assisted communication. We also use Spark Membership for billing and student management, ClickUp for operations, and Slack for internal communication.
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What We’re Trying to Achieve:
• A streamlined, AI-assisted system that captures and nurtures leads from initial interest to membership.
• Smart automation that personalises follow-up based on actions taken (or not taken) by the lead.
• A setup where our team only needs to use Spark Membership — we don’t want staff managing leads in multiple platforms.
• Myself and my VA will manage everything in GHL, ClickUp, and Slack — staff should ideally just handle their current process in Spark.
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Current Tech Stack:
Spark Membership (currently used for):
• Lead tracking and SMS/email communication
• Student CRM and billing
• Class attendance and scheduling
Go High Level (GHL):
• Will become the primary CRM for leads and nurture automation
• More flexible and AI-integrated than Spark for pre-sale workflows
ClickUp:
• Used for internal operations, curriculum development, and task management
Slack:
• Team communication, alerting, and project tracking
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Project Goals:
1. Set up GHL as our primary lead CRM with segmented nurture automation
2. Segment nurture campaigns by program: Children, Tigers, After School, Adults
3. Use AI tools (CloseBot and optionally Retell AI) for lead qualification and bookings
4. Automate follow-ups:
• No-shows
• Non-converting trials
• Dormant leads
5. Cold Nurture Campaign:
• 24-month email campaign for leads who never took action
6. Handle generic Facebook leads who don’t specify location
7. Design the lead/member handoff from GHL to Spark
8. Organise operations in ClickUp, with Slack integration for alerts
9. Ensure staff only need to use Spark, while myself and my VA manage everything in GHL/ClickUp
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Scope of Work:
Go High Level Setup
• Build lead nurture funnels based on program type
• Custom workflows for:
• Leads who book a trial
• Leads who no-show
• Leads who attend but don’t convert
• Leads who never book
• Booking automations based on suburb and program
• Cold nurture drip emails (monthly, over 24 months)
AI Chat and Voice Integration
• Set up CloseBot to:
• Ask for suburb
• Match to closest location and correct calendar
• Book trial class via GHL calendars
• Answer FAQs (uniforms, pricing, programs, etc.)
• Optional setup of Retell AI for voice follow-up
• Human override options (me or VA can jump in)
Spark Membership Integration
• Leads who convert pushed from GHL to Spark
• Instructors mark attendance, conversions, and notes in Spark only
• Staff do not need to learn or log into GHL
• Explore Zapier or webhook options if needed
ClickUp and Slack Setup
• Build operational dashboards and workflows for:
• Lead management
• Curriculum and instructor training
• Member onboarding and follow-up
• Slack notifications for key lead events (booked, no-showed, converted)
Strategic Consulting
• Guide overall system design — how GHL, Spark, ClickUp, and Slack work together
• Recommend best practices
• Simplify visibility and reduce double-handling
• Make the system scalable for future expansion
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Ideal Candidate:
• Expert in Go High Level CRM, workflows, and automations
• Experienced with CloseBot, Retell AI, Vapi, or similar tools
• Familiar with Spark Membership or similar martial arts/fitness CRMs
• Comfortable using Zapier, webhooks, and tags to sync platforms
• Strong communicator who can advise and teach, not just implement
• Experience with ClickUp and Slack is a bonus
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Timeline:
• Setup and initial build: 2–3 weeks
• Testing and rollout: 4–6 weeks
• Ongoing support optional (future retainers welcome)
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To Apply:
Please include:
• A few relevant CRM/automation projects you’ve worked on
• Brief outline of how you would approach this project
• Your hourly rate or project pricing
• Your weekly availability
• Any relevant experience with martial arts/fitness businesses
Hello Sir,
Zayer Tech brings proven experience in CRM automation and multi-platform integration, making us a strong fit to support Action Tae Kwon-Do’s expansion goals. Our team excels in setting up Go High Level as a central CRM, integrating tools like CloseBot and Retell AI for intelligent lead handling, and ensuring seamless coordination with platforms like Spark Membership, ClickUp, and Slack.
We will build tailored nurture funnels segmented by program, automate trial bookings and follow-ups, and configure AI-assisted workflows that route leads efficiently—reducing manual touchpoints while improving conversion. Our integration plan ensures staff only use Spark, while backend operations are managed via GHL and ClickUp with real-time Slack alerts for transparency.
We understand the need for scalable, streamlined systems that adapt to growth without disrupting current processes. Zayer Tech is ready to deliver a well-structured, intelligent solution to power your next phase.
Regards
Zayer Tech
Hello,
As a veteran in the tech industry, I understand your need for efficient, streamlined systems to enable your business's growth and innovation. I've helmed numerous projects similar to yours with great success. My expertise in CRM management and automation will set Action Tae Kwon-Do on the path to marked efficiency in managing leads, onboarding, bookings, and internal operations.
Firstly, I am well-versed in Go High Level (GHL), which aligns perfectly with your needs as the central CRM for lead handling and automation. Furthermore, my grasp of AI integration dovetails with your vision for implementing CloseBot and possibly Retell AI for your programme needs. I will ensure that GHL is customised to nurture leads intelligently, tasking staff minimally while you maintain total control through Spark Membership.
Seamlessness should be the hallmark of your business operations; I intend to make that a reality. My skillset extends beyond GHL into ClickUp management and Slack integration. These are essential elements in codifying your operational strategy and coordinating tasks efficiently among our team members. My goal is not just to complete this project but also empower you with knowledge for future expansion. Engage me today and let us build a tech powerhouse for Action Tae Kwon-Do!
Thank you
Hi Alex,
Thank you for considering my proposal. With over 8 years of experience in Project Management, I have carefully reviewed your project requirements and am excited to offer my assistance.
I would like to connect with you in chat to discuss your project further and explore how I can help in achieving your goals for Action Tae Kwon-Do.
Regards,
after integrating automation systems for various clients, we've seen up to a 40% increase in lead conversion rates. I can help Action Tae Kwon-Do streamline its operations and enhance lead management.
here’s how I’d approach your project:
- set up Go High Level (GHL) as your primary CRM, creating segmented nurture funnels tailored to different programs
- integrate CloseBot for automated lead qualification and bookings, ensuring seamless communication
- implement AI-driven follow-up automations for no-shows and dormant leads, maximizing engagement
- establish clear workflows between GHL, Spark Membership, ClickUp, and Slack to minimize staff disruption
- provide strategic consulting to design a scalable system that grows with your expansion plans
having successfully developed automation solutions for brands like Coca-Cola and Nestlé, I understand the intricacies of system integration in dynamic environments. I’m keen to bring this expertise to your martial arts school.
let's set up a quick call to map out the best approach for your needs.
As an accomplished CRM and workflow automation specialist, I have a wealth of experience designing streamline systems that target specific business needs. Having mastered Go High Level, I am confident that I can seamlessly integrate it into your martial arts school's operations, allowing for advanced automation and effective lead nurturing. Additionally, my skillset in Zapier and API integration is aligned with your need to connect multiple platforms like Spark Membership and ClickUp, streamlining operations and reducing double-handling.
My proficiency in Cold Nurture Campaigns aligns perfectly with your goal of maintaining engagement with leads over a long period of time. I can design a 24-month automated email campaign that effectively targets leads who never took action initially. Furthermore, my practical understanding of AI-assisted communication technologies will enable an smooth setup of CloseBot to handle lead qualification and bookings.
Lastly, having continually maintained expertise in Zoho One with an emphasis on customization, integration, problem-solving and updated knowledge on industry trends ensures that your business will receive tailored solutions that use the best practices available in the market. With a vision to not only meet but also exceed your project goals, I look forward to bringing my skills to create a scalable system that works harmoniously across GHL, Spark Membership, ClickUp and Slack meeting you and your staff's requirements
Hello,
I’ll architect a streamlined automation system centered around Go High Level to capture, segment, and nurture leads while ensuring seamless handoffs to Spark Membership keeping your instructors focused only on what matters. With deep integration between GHL, ClickUp, Slack, and AI tools like CloseBot, I’ll help you build a scalable, lead-converting workflow tailored to your growing martial arts school.
Questions:
– Do you already have email/SMS copy for the nurture and cold campaigns, or should I help write those too?
– Is Spark’s API accessible, or would we need to rely solely on Zapier and webhooks for syncing?
Let’s discuss the specific details in private to ensure everything meets your expectations.
I am a TOP Rated Freelancer, and you can check my reviews here as well: https://www.freelancer.com/u/kamran2012
Looking forward to potentially working together on this project.
Thanks and Best regards,
Kamran.
⭐⭐⭐⭐⭐ Systems & Automation Specialist for Martial Arts School Success
❇️ Hi My Friend, I hope you're doing well. I've reviewed your project and see you're looking for a Systems + Automation Specialist for your martial arts school. Look no further; Zohaib is here to help you! My team has successfully completed 50+ similar projects related to CRM and automation. I will create a streamlined system using Go High Level (GHL) and integrate other tools to ensure your leads are nurtured automatically.
➡️ Why Me?
I can easily handle your project as I have 5 years of experience in CRM integration and automation, specializing in platforms like GHL, CloseBot, and ClickUp. My strong skills in system design and operational efficiency will ensure your team operates smoothly.
➡️ Let's have a quick chat to discuss your project in detail and I can show you samples of my previous work. Looking forward to discussing this with you!
➡️ Skills & Experience:
✅ Go High Level CRM
✅ Automation Workflows
✅ CloseBot Integration
✅ Spark Membership
✅ ClickUp Operations
✅ Slack Communication
✅ AI Tools Implementation
✅ Lead Management
✅ Email Campaigns
✅ Data Integration
✅ Zapier and Webhooks
✅ Project Tracking
Waiting for your response!
Best Regards,
Zohaib
I understand the vital importance of creating efficient systems at crucial stages of business growth. With my deep expertise in project management, strategic planning, and marketing operations, I propose a comprehensive suite of skills that would prove essential to meeting your requirements adeptly. My knowledge in leveraging Go High Level (GHL), AI-assisted communication, CRM platforms (such as Spark Membership), and task management via ClickUp positions me perfectly to execute your vision for streamlined automation and integration across platforms.
For high-quality implementation, we can kickstart the project by establishing clear target audience segments within GHL—Children, Tigers, After School, Adults—for more precise nurture campaigns tailored to their unique needs and interests. To optimize lead qualification and bookings, I will utilize CloseBot, Retell AI (optional), as well as human override options to ensure that any subtleties or exceptional cases are addressed promptly. This way we guarantee maximum conversion rates and smooth logistics in classes.
Hi there,
I’ve carefully read your project description - CRM & Workflow Automation Specialist for Scaling and really interested in this job.
I’m a skilled software developer for 8+ years experience and can offering best quality and highest performance in your timeline.
I’m ready to discuss your project and can start immediately.
I'd like to talking about your proposals via chat.
I will wait for your reply
Thanks!
Yurii
Hello Alex,
I am excited about the opportunity to help Action Tae Kwon-Do scale its operations through a robust CRM and workflow automation setup. With extensive experience in Go High Level, I can seamlessly integrate your systems to streamline lead nurturing and internal processes.
My approach will focus on creating tailored workflows for your unique programs and implementing AI tools to enhance engagement and conversion rates. Together, we can ensure your staff operates efficiently within Spark while you and your VA manage everything from GHL and ClickUp.
Thanks,
Wilfred
Hi Alex B..
No problem this for me.
I am very excited with your project because I have completed similar project recently.
The skills required for your project ---CRM & Workflow Automation Specialist for Scaling--- are my main specialty.
I can handle this perfectly and have abundent experiences.
Please confirm that I am one of the best fits for you and drop me a message for further discussion.
Thanks and Best Regards.
Hi, there
it looks like something right up my alley. I've got over 7 years of experience with Automation, and I’ve worked on similar projects before, so I know the ropes.
I’m confident I can deliver solid results that check all the boxes, on time and within your budget (no surprise drama, I promise!). I like keeping things clear, simple, and stress-free—for both of us.
I did go through your project details and it all makes sense, but I’ve got a couple of questions I’d love to run by you—nothing too wild, just to make sure we’re totally in sync.
Looking forward to chatting and hopefully working together!
Cheers,
Roman
Hi, Alex
I am new to this platform, but I have done many projects similar to yours. I will provide you with possible solutions, so if you agree, you can start your project right away.
Cheers for your project.
Parth
Hello Alex B. Hope you are doing well!
This is Efan , I checked your project detail carefully.
I am pretty much experienced with ChatGPT AI Integration, Project Management, Automation, CRM and ClickUp for over 8 years, I can update you shortly.
Cheers
Efan
Hello!
I’ve carefully reviewed your project requirements and am genuinely interested in working with you. I recently completed a very similar project for another client, and I believe we should have a chat—you might find it valuable!
My Expertise Includes:
✔ Laravel, React, Vue, Electron-Vite, Node.js, Django
✔ AI Chatbots, Lip-sync, Video Streaming, Auto-caption, N8N, Bot Development
✔ Predictive Analytics, Market Trading
✔ Image Classification, Object Detection, Facial Recognition
✔ ChatGPT AI Integration, ClickUp, Automation, CRM and Project Management
I’d love to discuss your project in detail and can start immediately. Let’s connect!
Thank you,
Ahmad F.
I think I am the perfect fit for your project. I understand the need for a clean, professional, and seamless CRM integration that automates lead nurturing from initial interest to membership. I specialize in Go High Level, CloseBot, automation, and CRM integrations, with extensive experience in system setup and management. While I am new to Freelancer.com, I have a proven track record off-site. I'd love to chat more about your project.
Regards, Keenan
Hi there,
Our expert team, with over 12+ years of experience, is highly confident in delivering a robust and scalable solution for your systems and automation needs. We possess expertise in Go High Level (GHL), CRM automation, and systems integration. We are ready to complete all requirements, including setting up GHL, integrating AI tools, and streamlining workflows between Spark Membership, ClickUp, and Slack.
We are committed to providing high-quality work and exceeding your expectations.
Best Regards,
Hitendra
Quest Digiflex
? Hey there! This project is right up my alley. I've read your detailed requirements multiple times and I'm excited about streamlining your martial arts school's systems. I've done similar CRM and automation setups using Go High Level, integrating with tools like CloseBot. I can get started quickly and deliver a solution that simplifies your team's workflow. I'm confident I can deliver a solution within 14 days and am happy to discuss your budget. Let's chat!
"I am a perfect fit for your project, adept at setting up seamless systems for martial arts schools. I will integrate Go High Level & CloseBot for efficient lead nurturing, automation, and personalized follow-ups. While new to freelancer.com, I have extensive off-site experience in AI-integrated CRM setups. Let's discuss your project needs further!"
Regards,
Jason
