Halo Condo — GHL Workflow Templates

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Engagement Workflows

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Critical Booking Workflow

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Pipeline & Cleanup

Workflow Library

Check Availability (Bot Fallback)

System

⚡ Trigger Customer Reply Message contains keyword

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🔎 Filter Keywords Match available, availability, book, dates, when, open, free

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✓ Action 1 HTTP Request GET bookings JSON

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✓ Action 2 Send Message to Contact Booked dates + booking link

HTTP Request — GET https://haloplacett.com/wp-json/halo/v1/bookings/

Send Message: "Here are our currently booked dates: {{httpResponse.body}} If your dates don't overlap with any of the above, they're available! Book at haloplacett.com/book-direct/"

Fallback Only: The bot's system prompt handles availability checking via the Check Availability action. This workflow is a safety net for when the bot misses availability-related intent. The HTTP response returns a JSON array of booked date ranges.

New Lead Welcome

Engagement

⚡ Trigger Contact Created

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🔎 Filter Source = WhatsApp

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⏲ Wait 30 Seconds

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✓ Action Send WhatsApp Template Welcome Message

Tag bot-greeting-complete

Update Contact Field — bot_conversation_summary = "New WhatsApp inquiry — awaiting first response"

Booking Link Sent — 3-Day Follow-up

Engagement

⚡ Trigger Tag Applied booking-link-sent

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⏲ Wait 3 Days

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🔎 Condition Tag does NOT have successfully-booked

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✓ Action Send WhatsApp 3-Day Follow-up Message

WhatsApp: "Hi {{contact.name}}, just checking in — did you have a chance to look at the availability for Halo Condo? If you have any questions about the apartment or booking directly, I'm here. haloplacett.com/book-direct/"

Update Contact Field — questions_asked = "No booking after 3 days — gentle follow-up sent"

Booking Link Sent — 7-Day Email Follow-up

Engagement

⚡ Trigger Tag Applied booking-link-sent

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⏲ Wait 7 Days

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🔎 Condition Tag does NOT have successfully-booked

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✓ Action Send Email Template Still looking?

Email Template: "Still looking for accommodation in Trinidad?" (ref: 09_Email_Templates)

Add Internal Note: "7-day follow-up email sent — no booking yet"

WooCommerce Order → Successfully Booked

Critical

⚡ Trigger Inbound Webhook WooCommerce Order Created

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✓ Action Search Contact by Email billing_email

GHL Config Note: The webhook URL is provided by GHL in the Workflow builder under "Inbound Webhook" trigger. Configure this URL in WooCommerce → Settings → Webhooks, set to fire on "Order Created".

✓ Branch A — Contact Found

Tag: successfully-booked

Send WhatsApp Template: Booking Confirmation (ref: 08_WhatsApp_Templates)

Update Opportunity: Move to "Direct Booking Confirmed" stage

Update Contact Field: booking_link_sent_at = {order date}

✗ Branch B — Contact NOT Found

Create Contact with: name, email, phone from order

Tag: source-web, successfully-booked

Send WhatsApp Template: Booking Confirmation

Create Opportunity in "Direct Booking Confirmed" stage

Pre-Arrival — 48h Before Check-in

Pipeline

⚡ Trigger Tag Applied successfully-booked

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⏲ Wait Until 48 Hours Before Check-in Date

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✓ Action Send WhatsApp Template Pre-Arrival Check-in

Tag: pre-arrival

Update Contact Field — bot_conversation_summary = "Pre-arrival check-in instructions sent"

Note: Requires check-in date from the WooCommerce order or a date custom field. If the field is reliably passed, automate. Otherwise, run this workflow manually per booking with a date-based trigger.

Post-Stay — Day After Checkout

Pipeline

⚡ Trigger Tag Applied successfully-booked

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⏲ Wait Until Checkout Date + 1 Day

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✓ Action Send WhatsApp Template Post-Stay Follow-up

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✓ Action Send Email Template Post-Stay Thank You

WhatsApp Template: Post-Stay Follow-up (ref: 08_WhatsApp_Templates)

Email Template: Post-Stay Thank You (ref: 09_Email_Templates)

Update Opportunity: Move to "Stay Completed" stage

Add Internal Note: "Post-stay follow-up sent — review requested"

DQ — Disqualification Cleanup

System

⚡ Trigger Tag Applied dq-irrelevant
OR dq-out-of-range

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✓ Action Update Opportunity Move to Lost

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✓ Action Update Contact Field disqualification_reason

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✓ Action Add Internal Note Disqualification Log

Update Opportunity: Move to "Disqualified" stage (Lost)

Update Contact Field — disqualification_reason = {dq tag value}

Add Internal Note: "Contact disqualified — {reason}"

Important Notes

1
WooCommerce Webhook Setup The webhook URL must be configured in WooCommerce → Settings → Webhooks. Select "Order Created" as the trigger event. GHL provides the webhook URL in the Workflow builder under Inbound Webhook trigger. Copy that URL and paste it into WooCommerce's webhook delivery URL field. Ensure the webhook is set to Active.
2
Calendar Sync Halo Condo calendars sync across Airbnb, Booking.com, and Google Calendar. The bot does not use the GHL calendar for booking coordination. All booking logic flows through WooCommerce on haloplacett.com.
3
Manual Actions for Date-Triggered Workflows Workflow 5 (Pre-Arrival) requires the check-in date field from the booking. If WooCommerce passes a reliable check-in/checkout date custom field to GHL, the date-based wait can be automated. If not, trigger this workflow manually per booking using a specific date. The same applies to Workflow 6 (Post-Stay) which depends on the checkout date.
4
Bot Integration Workflows 2 and 3 work in conjunction with the bot's Action 2 (Workflows config). Ensure the workflow names configured in the bot actions match these workflow names exactly so the bot can trigger them correctly when it sends the booking-link-sent tag.
5
Check Availability The bot's system prompt handles availability checking via the Check Availability action. Workflow 0 is a fallback for when the bot misses the intent. The HTTP response from haloplacett.com/wp-json/halo/v1/bookings/ returns a JSON array of booked date ranges.