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Who this is for

Use this playbook if you:
  • Run lead-gen campaigns (Facebook Lead Ads, TikTok lead forms, landing-page forms)
  • Manage a GoHighLevel (GHL) CRM for yourself or your clients
  • Want an AI voice agent to call leads immediately while they are still warm

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Business goal

Outbound AI calling fails when you dial cold lists. This playbook is designed around a simple principle:
  • Call within 5–10 minutes of the lead submitting a form.
That timing increases pickup rates and reduces the chance your numbers get flagged as spam.

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What you’ll build

A GHL Workflow that:
  • Triggers when a lead is created / form submitted
  • Sends a Webhook action directly to Knotie
  • Passes structured variables (dynamicdata_*) into your voice agent

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Prerequisites

  • A customer created in your Partner Portal
  • A phone number imported (Twilio or Retell) and assigned to that customer
  • An outbound-capable voice agent assigned to that phone number
  • An Outbound Webhook Key generated for that phone number (starts with owk_)
📸 [Screenshot placeholder: Partner Portal → Phone Numbers list showing imported number, customer assigned, outbound agent assigned]

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Step 1 — Prepare the phone number in Knotie

  1. Partner Portal → Phone Numbers
  2. Import a phone number (Twilio or Retell)
  3. Assign the phone number to the correct customer
  4. Assign an outbound-capable agent to the phone number
📸 [Screenshot placeholder: Import Numbers modal (provider selection)]

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Step 2 — Generate an outbound webhook key

  1. Open the phone number details panel
  2. Find Outbound Webhook
  3. Click Generate Key
  4. Copy the key immediately (shown once)
📸 [Screenshot placeholder: Phone number detail panel → Outbound Webhook section]

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Step 3 — Create the GHL Workflow

  1. In GHL: Automation → Workflows → New Workflow
  2. Choose a trigger that guarantees a phone number exists, for example:
    • Facebook Lead Form
    • TikTok Lead Gen
    • Form Submitted
    • Contact Created
📸 [Screenshot placeholder: GHL workflow trigger selection]

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Step 4 — Add a Webhook action (native)

Add an action:
  • Action type: Webhook
  • Method: POST
  • URL: https://automate.knotie-ai.pro/api/outbound-call
📸 [Screenshot placeholder: GHL webhook action configuration]

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Step 5 — Add required custom data fields

In the webhook’s Custom Data section, add:
  • from_number: your registered Knotie phone number (E.164)
  • to_number: lead phone number (GHL merge field)
Example:
KeyValue
from_number+1XXXXXXXXXX
to_number{{contact.phone_raw}}

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Step 6 — Add dynamic conversation variables

To pass variables into your agent, use dynamicdata_* fields. Example:
KeyValueAgent variable
dynamicdata_customer_name{{contact.name}}customer_name
dynamicdata_lead_sourceFacebook Lead Adlead_source
dynamicdata_service_type{{contact.service_type}}service_type
📸 [Screenshot placeholder: GHL webhook custom data with dynamicdata* fields]_

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Step 7 — Add the Authorization header

In webhook Headers:
KeyValue
AuthorizationBearer owk_YOUR_KEY_HERE
📸 [Screenshot placeholder: GHL webhook headers with Authorization bearer token]

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Step 8 — Test

  1. Use a test submission (or GHL test tool)
  2. Confirm the webhook step shows 200 OK
  3. Confirm an outbound call appears in Knotie call logs

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Common failure modes

  • 401 Unauthorized
    • Wrong Authorization header or wrong key
  • 404 Phone not found
    • from_number does not match the imported/registered number
  • 402 Insufficient credits
    • Customer needs credits
In your agent script/prompt:
  • Acknowledge the lead action (“You just submitted our form…”) to reduce hang-ups
  • Ask 1–2 qualifying questions
  • Move to a single CTA (book a call, send a link, confirm availability)
📸 [Screenshot placeholder: Agent prompt showing how dynamic variables are referenced]