Vendor Working Session · Meeting Agenda

GoHighLevel Rollout Across the SGA Network

Working session with Grow Dental to align on universal form replacement across General & Specialty offices, and to scope Specialty referring-doctor email.

Date

July 2026

Owner

Amy McNeill

Duration

60–90 minutes

00

Meeting Objectives

What we want to leave with

Grow Dental has already built the three snapshot templates (General Dentistry, Advanced Care, Specialty B2B) inside the SGA agency instance. The purpose of this meeting is not to revisit the architecture — it is to lock the rollout plan, commercials, and guardrails for launching across the network.

Primary Goal

Universal form replacement: retire legacy website contact forms across all General & Specialty offices, replaced with GHL forms feeding a Journey-appropriate pipeline.

Secondary Goal

Specialty office capability to send bulk email to referring doctors, with a downstream option to email prospective patient leads (pre-appointment only).

Non-Negotiable

Simple. Practices without a dedicated lead manager cannot inherit new operational burden — automations must run themselves.

Walk-Out Deliverables

Signed-off journey assignment rule, named pilot batch, form-swap ownership per office type, 12-month cost estimate, deliverability plan for Specialty email.

Current State — The Numbers Framing This Call

Metric	Value
SGA network practices (active, working set)	248
Practices currently live in the GHL agency	4
Grow Dental snapshot templates already installed	3 (General / Advanced Care / Specialty B2B)
Advanced Care-eligible practices (per SEMrush Health Flags)	~27
Gen4 sites currently under MSP SEO retainer	75
SGA sites with no active SEO/website vendor relationship	~185

Read Before The Call

The API key issued for the SGA agency instance today returns HTTP 200 on /locations/search but HTTP 401 on /contacts/. Getting Contacts, Opportunities, Calendars, and Conversations read scopes added to that Private Integration Token is a hard prerequisite for any network-wide reporting rollup.

01

Journey Assignment Rule

10 minutes · Decision Required

Grow Dental's three snapshots need a firm mapping to SGA practice types. Confirm the rule so onboarding does not become case-by-case.

Journey	Applies To	SGA Cohort Size
Journey 1 — General Dentistry	All GP practices in the network	~200+
Journey 2 — Advanced Care	Only practices passing the AC 9-pillar eligibility model	~27
Journey 3 — Specialty B2B	Specialty-only locations (endo, perio, ortho, OS) plus GP offices with meaningful specialty service lines	~20–30, TBD with Jayme

Questions To Resolve

Hybrid practices — GP offices doing significant specialty work: do they get Journey 1 alone, or Journey 1 + Journey 3 layered? Do the pipelines coexist cleanly?
Rebrand-in-flight offices — Belfast (July 2026 open), ILP, Apache Dental. Hold onboarding until brand lands, or launch on placeholder?
Snapshot updates — when Grow Dental improves a snapshot, do live sub-accounts inherit or does each office fork?

02

Form Replacement

15 minutes · The Largest Technical Lift

This is the sneaky-large scope item. Every SGA website is different — Elementor, WPForms, Gravity, Ninja, embedded schedulers, custom builds. Only 75 of the 260 sites sit under MSP; 185 have no unified web vendor.

Push Grow Dental For Specifics

Site inventory — who catalogs current form logic per site? SGA already knows most platforms; do they want the list?
Swap labor — who physically replaces the form on each site? Grow Dental, MSP, a third vendor, or an SGA-side lift?
Embed format — inline embed vs. iframe vs. redirect to a GHL landing page. Push for inline embed only — iframes hurt SEO and mobile UX.
Data destination — today most forms email the office. Post-swap, does data stay email-to-office, live in a GHL pipeline, or both? Practices without a lead manager cannot own a pipeline.
Fallback — for offices that block or delay the swap, what's the runway before cutover, and what happens on that date?

SGA Position

The default replacement should be an inline embed — not an iframe, not a redirect. Any form data captured by GHL should also mirror to the office's existing notification email so front-desk workflow is unchanged on day one.

03

Specialty — Referring-Doctor Email

10 minutes · Deliverability & List Quality Are The Risks

Amy's second stated goal. Getting a "send bulk email" toggle turned on is trivial; getting those emails delivered to GP inboxes at scale is a project.

Topics To Cover

List ownership per Specialty office — SGA already has a referral prospect sweep pipeline (Places API + NPI Registry) generating scored prospect lists. Offer this as the seed. Grow Dental almost certainly does not have equivalent data.
Deliverability plan — new sending domains land in spam without weeks of warm-up. Push for a written plan covering:
- Domain warm-up sequence (weeks, not days)
- SPF / DKIM / DMARC records on every Specialty subdomain
- Dedicated vs. shared sending IPs
- List hygiene — bounce handling, unsubscribes, CAN-SPAM footer
Sending domain strategy — one shared domain (e.g., outreach.bringsmilesback.com) vs. per-practice. Shared = easier warm-up, weaker branding. Per-practice = ~30 warm-up projects.
Consent model — how do referring doctors get added? Opt-in required, or opt-out sufficient for B2B? Suppression list handling.
Patient-lead email boundary — emails to prospective patients are safe as long as they occur pre-appointment. Anything touching a booked appointment, treatment plan, or patient record crosses into Phase B PHI territory and requires a BAA. Lock this line clearly.

Watch Item

If Grow Dental glosses over warm-up + DMARC + list hygiene, Specialty will launch, land in spam, and the field will conclude "GHL doesn't work." Insist on either a written deliverability plan owned by Grow Dental, or an explicit handoff acknowledging SGA is running that plan internally.

04

Rollout Sequencing

10 minutes · Walk Out With a Batch Plan

Pilot batch — propose 3–5 offices: one General, one Advanced Care, one Specialty. Smile Gulf Coast is a natural pilot given prior briefing-template work.
Wave cadence — batches of 10–20 per week? What throughput does Grow Dental's team actually support?
Pre-flight per office — agreed readiness checklist — lead manager identified, website admin access confirmed, staff trained on the pipeline, form inventory documented.
Legacy sunset — commit to a date after which legacy forms come down network-wide, whether all sites are converted or not.

05

Commercials

10 minutes · Get Real Numbers

Do not leave without hard numbers. "We'll follow up" answers compound quickly at 248 practices.

Line Item	What To Ask
GHL sub-account cost per practice	Confirmed rate at Gen4/SGA's agency tier — LC Basic vs. LC Pro tier included?
Grow Dental setup fee per practice	One-time fee, or bundled? Discount at network scale?
Grow Dental retainer	Ongoing management fee, or install-and-walk-away?
Bulk email / SMS credit costs	Who pays — agency, SGA corporate, or per-practice?
12-month total, network-wide	Straight ask: what does the fully-loaded number look like if we launch General + Specialty this year?
Existing spend overlap	MSP retainer $13K/mo, PromoRepublic replies, Dental Intel — what does GHL replace vs. add?

06

Data & Integrations

10 minutes · Technical Handshake

API Access

The current Private Integration Token has agency-level location read scope only. Grow Dental must add:

contacts.readonly — lead volume & source
opportunities.readonly — pipeline stages
calendars.readonly — booked appointment volume
conversations.readonly — inbound message/call volume
oauth.write if the agency-scoped model is retained (so SGA can mint location-scoped tokens)

Practice Identity — Do Not Let Them Build a Parallel List

Hand Grow Dental the SGA Master Crosswalk (sga-practice-lookup.pages.dev) as the single source of truth for practice names, brand states, and ownership. Sub-account naming must join back to payloc_code. Otherwise the reporting rollup breaks (same class of bug as the pre-2026-06-10 payloc code drift).

Reporting Rollup Path

Network-wide lead volume: native GHL agency reporting vs. API pull into SGA reporting. SGA prefers API path so it lives inside the existing Growth Readiness dashboard stack, not a separate Grow Dental portal.

Integrations To Confirm In / Out

Google Business Profile call tracking (GHL supports it — verified from location permissions)
Calendars — office schedulers already deployed on many sites
Existing patient CRMs — Modento, RevenueWell, etc. — coexistence, not replacement

07

Governance & Risks

5 minutes · Guardrails

PHI boundary — confirm no form field combination collects Phase B PHI (DOB + insurance ID + treatment need is the trio to avoid). Grow Dental likely has not thought about HIPAA at this granularity.
Sub-account naming convention — must join to SGA payloc_code. Custom Grow Dental naming guarantees a future join failure.
Churn / sale off-boarding — if a practice leaves the SGA network, how are sub-account, leads, and email list handled?
Consent & audit log — Specialty B2B email sends must be logged and exportable for future compliance review.

Three Challenge Items

Bring These Up Directly — SGA-side Read Of The Room

1

“Replace all website forms” is bigger than it sounds

248 sites across mixed platforms with 185 sites having no unified web vendor. If Grow Dental treats this as “here's your embed code, good luck,” the labor lands on SGA by default. Push for a labor commitment — per-site swap hours, per-site QA, per-site rollback plan — and get it in writing before signing off on a rollout schedule.

2

SGA already built a referral engine

The Referral Growth Engine template (Alpharetta v1) is designed to attract referring GPs to Specialty offices — the same job Grow Dental's Journey 3 is scoped to do. Ask directly: does Journey 3 replace the existing engine, complement it, or duplicate it? Do not pay for both if the answer is duplicate.

3

Bulk email is a deliverability project, not a feature toggle

Sending B2B email to referring doctors from a new sending domain will land in spam without a real deliverability plan. If Grow Dental glosses over warm-up, SPF/DKIM/DMARC, and list hygiene, Specialty launches, lands in spam, and the field concludes GHL is broken. Make Grow Dental own the deliverability plan explicitly, or acknowledge SGA is running it. Either is fine — ambiguity is not.

08

Close — Walk-Out Decisions

5 minutes · Name Owner & Date For Each

Journey-assignment rule signed off (General / AC / Specialty mapping) Owner: SGA + Grow Dental · Due: end of meeting
Pilot batch named — 3–5 practices with launch dates Owner: Grow Dental · Due: within 1 week
Form-swap labor ownership defined for every website platform in scope Owner: Grow Dental · Due: within 1 week
API scopes added to the Private Integration Token Owner: Grow Dental / Dakota · Due: within 3 business days
SGA Master Crosswalk handed over — naming convention agreed Owner: SGA (Amy) · Due: same day
12-month cost estimate delivered in writing Owner: Grow Dental · Due: within 1 week
Deliverability plan for Specialty bulk email in writing Owner: Grow Dental · Due: within 2 weeks
Referral Growth Engine overlap resolved — keep, retire, or merge Owner: SGA (Amy + Jayme) · Due: within 2 weeks
Next working session scheduled Owner: both parties · Due: end of meeting

Appendix — Current GHL Agency State

Verified via API prior to meeting

Location	Type	State
Awesome Dental	Real practice	UT · live sub-account
Innovative Dental	Real practice	MO · live sub-account
Ressler Dental	Real practice	GA · live sub-account
Troy Family Dental	Real practice	IL · live sub-account
SGA Dental Partners	Parent	Agency-level container
Snapshot — General Dentistry	Template	Journey 1 snapshot
Snapshot — Advanced Care	Template	Journey 2 snapshot
Snapshot — Specialty (B2B)	Template	Journey 3 snapshot

Key Takeaway

Grow Dental has done the template work. The remaining work is: (a) rolling snapshots into 240+ new sub-accounts, (b) doing the form-swap labor per site, (c) making Specialty bulk email actually deliverable at scale, and (d) getting the reporting API pipe open. This meeting exists to distribute ownership of those four items and price them.