Set Up Client Sub-Accounts
Create and configure sub-accounts for clients with proper branding and rebilling
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Overview
Each client gets their own sub-account in your GHL agency. This keeps data separate, allows them to log in, and enables automatic monthly billing through rebilling.
Why This Matters
Sub-accounts are how you scale. Each client is isolated, you can manage them all from your agency dashboard, and rebilling automates your revenue. Set this up correctly from day one.
Step-by-Step Checklist
Action Items
Common Mistakes to Avoid
- •Not using snapshots (rebuilding everything manually)
- •Forgetting to enable rebilling (manual billing nightmare)
- •Using your own branding instead of theirs
- •Not testing sub-account before going live
- •Giving clients admin access (they can break things)
Interactive Tools
Why these permissions?
They only need to see conversations, manage calendar, and view basic reports. Hide everything else to avoid confusion.
Permission Settings
Core Features
Marketing
Communication
Business Tools
Website & Funnels
Admin
Create Sub-Account
Go to Agency View → Sub-Accounts → Create New. Use client's business name.
Set Permissions
Use the permission template above based on their pricing tier.
Configure Rebilling
Settings → Billing → Enable Rebilling. Set their monthly price.
Add Client as User
Settings → Users → Add User. Use their email. Set role to "User" (not Admin).
Set Up Phone Number
Phone Numbers → Buy Number or Port Existing. Configure call routing.
Install AI Chatbot
Conversations → AI → Create Bot. Train it with their business info.
Configure Calendar
Calendar → Settings. Set business hours, appointment types, and notifications.
Set Up Automations
Workflows → Create. Set up lead notifications, appointment reminders, follow-ups.
White Label Branding
Settings → White Label. Add their logo, colors, and custom domain (if applicable).
Test Everything
Send test messages, make test calls, book test appointments. Verify all automations work.
Train Client
Schedule a 30-minute training call. Show them how to use the system. Record it for reference.
Go Live!
Activate their payment method. Turn on all systems. Monitor closely for first 48 hours.
User (Recommended for Clients)
Limited access based on permissions you set. Cannot access billing or agency settings.
Use for: All clients, regardless of tier
Admin (Use Sparingly)
Full access to everything including billing, settings, and user management.
Use for: Your team members only, never clients
Account Admin (Special Cases)
Can manage most things but not billing. Good middle ground.
Use for: Clients who need more control but you still manage billing
🔒 Security Best Practice
Always start with "User" role and minimal permissions. You can always add more later. It's much harder to take permissions away once given. Keep billing access to yourself only.
Client can't log in
- Check if user was added to correct sub-account
- Verify email address is correct
- Have them check spam folder for invite email
- Resend invitation from Settings → Users
Client can't see certain features
- Check permission settings for their user role
- Verify they're logged into correct sub-account
- Make sure feature is enabled in sub-account settings
- Have them clear browser cache and re-login
Client accidentally changed settings
- Switch to Agency View to fix settings
- Reduce their permissions to prevent future issues
- Consider setting up approval workflows
- Document correct settings for quick restoration
Client Onboarding Toolkit
A confused client is a cancelled client. Use this toolkit to onboard clients smoothly and reduce churn.
Customize Your Templates
8-Step Onboarding Checklist
Welcome Email Template
💡 Tip: Send this within 1 hour of signup to build excitement and set expectations.
Onboarding Best Practices
- • Respond to questions within 2-4 hours
- • Show them their first lead ASAP
- • Check in proactively (don't wait for problems)
- • Send weekly reports showing their ROI
- • Make it easy to reach you (text, email, phone)
- • Overwhelming them with too much info at once
- • Assuming they'll figure it out on their own
- • Waiting for them to reach out first
- • Using technical jargon (keep it simple)
- • Forgetting to follow up after the first week
Client Sub-Account Setup
Each client gets their own isolated sub-account in your GoHighLevel agency. This keeps data separate and allows automatic rebilling.
Why Sub-Accounts Matter
- Each client's data is completely isolated
- Rebilling charges them automatically each month
- You can manage all clients from one dashboard
- Clients can log in to see their leads
- Easy to scale to 20+ clients
Client Onboarding Checklist:
□ Collect client information:
- Business name
- Contact person
- Phone number
- Email address
- Website URL
- Business hours
- Services offered
- Pricing information
□ Create sub-account in GoHighLevel
□ Import your snapshot/template
□ Configure branding (logo, colors)
□ Set up rebilling with their payment method
□ Assign phone number (if Voice AI)
□ Configure custom domain (if requested)
□ Set up lead notifications
□ Add client as user with appropriate permissions
□ Provide login credentials
□ Schedule kickoff callPro Tips:
- Create a snapshot with your standard setup to speed up onboarding
- Always enable rebilling before going live
- Give clients "User" access, not "Admin" (they can break things)
- Test everything before the kickoff call
- Document any custom configurations for future reference
Snapshot Best Practices
Snapshots are pre-built templates you can import into new sub-accounts. Create one with your standard workflows, forms, and automations.