This guide explains what happens after you connect GoHighLevel. To connect it first, see Connect GoHighLevel.
How the sync works
- It only reads from GoHighLevel. It never writes back.
- It reads your contacts and the one pipeline you picked.
- It runs once a day. Sync now adds a request to pull changes sooner. It doesn’t run instantly.
- It never merges two records on a guess.
- Adding someone never invites them and never uses a seat.
- A contact deleted in GoHighLevel is marked missing here. It isn’t deleted.
What Policy Stack reads from a contact
| Field | How it stays up to date |
|---|---|
| Name, email | Read from GoHighLevel |
| Phone | Saved only if it reads as a full international number, like +1 415 555 0100 |
| Date of birth, state, lead source | Kept matched to GoHighLevel on every sync |
| Company name | Copied once. Your later edits in Policy Stack stay. |
Policy Stack doesn’t read tags or notes.
- State: “Texas” and “TX” are both saved as TX, so filters work either way. A region that isn’t a US state or Canadian province is saved exactly as written.
- Lead source: saved exactly as GoHighLevel has it. It shows as Source detail on the contact. On a contact linked to GoHighLevel, you edit it in GoHighLevel, not here.
- Unreadable phone numbers: the contact still imports without the number. The sync summary tells you how many were skipped.
What the status labels mean
| Label | What it means |
|---|---|
| Token validated — finish setup | The token works. Pick your pipeline to start syncing. |
| Initial sync pending | The first full import is waiting or running. |
| Sync active | Everything is working. |
| Degraded — retrying | The last request didn’t work. Your token is fine, and Policy Stack will try again. |
| Sync paused | Syncing is paused for this connection. Your setup is saved. Contact support to resume. |
| Needs attention — token | GoHighLevel rejected the token. Paste a new one. |
| Needs attention — permissions | The token is missing View Contacts or View Opportunities. Add them in GoHighLevel, or paste a new token. |
Review new contacts
A new or unlinked GoHighLevel contact doesn’t become a prospect or client on its own. Someone on your team reviews it first.
- Open Clients → Prospects, or choose the review action on your Dashboard
- Compare the GoHighLevel contact with any possible matches
- Choose what to do: link it to an existing record, add it as a new prospect or client, or dismiss it
- The Integrations page shows only how many contacts need review.
- Adding a client creates their record only. It doesn’t invite them or give them a login.
- A deal whose contact hasn’t been reviewed yet isn’t added as a Policy Stack deal.
- You can reopen a contact you dismissed.