Skip to main content

Integrations - Marketing - HighLevel (GHL)

How to connect GHL to TrackStat

Updated this week

Purpose

This integration keeps tags and notes synced between TrackStat and HighLevel and automatically updates HighLevel opportunity stages when patients schedule, cancel, no-show, or check in for visits in your EHR.

You do not need to manually update HighLevel when patient activity happens in TrackStat. This does not allow you to market to leads (not in your EHR) from TrackStat.

Audience

  • Practice admins

  • Marketing or agency users

Required: You must be the be an administrator level in TrackStat and have a High Level CRM user.

Definitions

  • HighLevel (GHL): CRM used for contacts, tags, notes, and opportunities.

  • TrackStat: EHR where patients, visits, and visit status live.

  • Tag: A label used to segment contacts or patients.

  • Note: Written information added to a contact or patient.

  • Opportunity stage: A step in a HighLevel pipeline.

  • Automation (HighLevel): A workflow that sends updates using triggers and webhooks.

  • Webhook: Sends changes from HighLevel to TrackStat.

Rules and Constraints

  • Tags sync both ways between TrackStat and HighLevel.

  • Notes sync both ways between TrackStat and HighLevel.

  • Opportunity stages in HighLevel update automatically when a patient:

    • schedules an appointment

    • cancels

    • no-shows

    • checks in

  • Automations are required. If you skip them, syncing will not work.

  • ors.

Step 1: Connect TrackStat to HighLevel

In TrackStat, open 3 dots > Integrations.

  1. Select HighLevel (GHL).

  2. Connect your HighLevel account.

Step 2: Go to automations DO NOT SKIP THIS STEP PLEASE, IT IS CRITICAL

This step is required for syncing to work.

  1. In HighLevel, open the side menu.

  2. Click Automations.

  3. Create a new automation from scratch.

  4. Add these triggers:

    • Note added

    • Note changed

    • Contact added

    • Contact changed

    • Tag added or removed

  5. Add an action: Webhook.

  6. Set the webhook to:

    • Method: POST

    • URL:

      https://nevfc4iaj27qh5pkyr3ugbbpbi0ysdmw.lambda-url.us-east-1.on.aws

  7. Add the required key and value provided during setup. They are listed in 3 and 4 in the image above.

  8. Save and publish the automation.

FAQs

Q: Where do I find automations in HighLevel?
A: In the left side menu, click Automations.

Q: What syncs between TrackStat and HighLevel?
A: Tags and notes sync both ways. Appointment and visit status updates opportunity stages in HighLevel.

Q: How fast do updates sync?
A:

  • TrackStat → HighLevel: every 5–10 minutes

  • HighLevel → TrackStat: every 1–2 minutes

  • Some automations (like NP start from TrackStat): every 6 hours

  • Financial data from some systems: once daily overnight

Q: Why is the automation required?
A: Without it, HighLevel does not send changes to TrackStat.

Q: Is calendar sync available?
A: Not yet. Two-way calendar sync is coming soon.

Did this answer your question?