HighLevel Email, Phone, and SMS Setup 101: The Complete Guide to Configuring Your Communication Channels
Key Takeaways
- 1. Configuring Your Email Services for Optimal Delivery
- 2. Setting Up Your Phone System: Twilio vs. LeadConnector (LC) Phone
- 3. Navigating A2P 10DLC for Compliant SMS Marketing
- 4. Assigning Phone Numbers and Email to Your Users
- 5. Managing Your Communication Costs and Usage
Setting up your communication channels correctly is the first and most crucial step to getting the most out of GoHighLevel. A proper HighLevel email phone SMS setup ensures your messages get delivered, your branding stays consistent, and you comply with all the rules. In this guide, I’ll walk you through everything you need to know, from verifying your domain to configuring your phone systems, so you can start communicating with your leads and customers effectively.
1. Configuring Your Email Services for Optimal Delivery
Your email setup is the foundation of your marketing and sales communication. Let’s get it right.
Why You Need a Dedicated Email Service
While HighLevel is a powerful platform, it doesn’t send emails itself. Instead, it integrates with dedicated email service providers (ESPs) to ensure your emails land in the inbox, not the spam folder. Using a service like Mailgun or SendGrid gives you better deliverability, tracking, and a professional sending reputation.
Connecting Mailgun to HighLevel
Mailgun is a popular choice for HighLevel users. To connect it, you’ll need to create a Mailgun account, add and verify your sending domain, and then copy your API key into the HighLevel settings. It’s a straightforward process that gives you a robust email-sending engine.
Connecting SendGrid to HighLevel
SendGrid is another excellent option. The process is similar to Mailgun: create an account, verify your domain, and then use the API key to link SendGrid to your HighLevel sub-account. Both services offer detailed analytics on your email performance.
Pro Tip: To improve your email deliverability from day one, “warm up” your new sending domain by sending a low volume of emails to engaged contacts for the first few weeks. This builds a positive sending reputation.
2. Setting Up Your Phone System: Twilio vs. LeadConnector (LC) Phone
To make calls and send texts, you need a phone number. HighLevel gives you two main options.
Understanding the Difference
Twilio is a third-party communication platform that you can connect to HighLevel. This gives you full control over your phone numbers and usage. LeadConnector (LC) Phone is HighLevel’s built-in system, which simplifies setup and billing. For most users, LC Phone is the easier and recommended choice.
Setting Up Your Twilio Account
If you choose Twilio, you’ll need to create a separate Twilio account, purchase a phone number, and then connect it to HighLevel using your Account SID and Auth Token. This is a good option for agencies that want to manage their own Twilio sub-accounts for clients.
Using the Built-in LC Phone System
With LC Phone, you can purchase a number directly within HighLevel. The costs are added to your subscription, and the setup is much faster. This is the perfect solution for getting started quickly without the hassle of managing a separate service.
3. Navigating A2P 10DLC for Compliant SMS Marketing
If you’re sending texts to people in the US, this is a step you can’t skip.
What is A2P 10DLC and Why Does It Matter?
A2P 10DLC is a system in the US that requires businesses to register their brands and SMS campaigns. It’s designed to reduce spam and ensure that legitimate text messages get delivered. Unregistered traffic is heavily filtered, so if you want your texts to be seen, you need to register.
The Registration Process in HighLevel
HighLevel has a built-in wizard to guide you through the A2P 10DLC registration process. You’ll need to provide details about your business and the types of messages you’ll be sending. It can take some time for approval, so start this process as soon as possible.
Best Practices for SMS Compliance
Always get explicit consent before texting someone. Include your business name in your messages and provide a clear way to opt out (e.g., “Reply STOP to unsubscribe”). Following these rules will keep you compliant and protect your sending reputation.
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4. Assigning Phone Numbers and Email to Your Users
Once your channels are set up, you can assign them to your team members.
How to Assign a Number to a Team Member
In the HighLevel settings, you can edit a user’s profile and assign them a specific phone number. This means that when they make calls or send texts from HighLevel, it will come from that number. This is great for sales teams where each member has their own line.
Setting Up User-Specific Email Configurations
You can also set up individual email settings for each user. This allows them to send emails from their own address, which is perfect for building personal relationships with leads and customers. You can configure this in the user’s profile settings.
5. Managing Your Communication Costs and Usage
Keep an eye on your spending to avoid any surprises.
Understanding HighLevel’s “Rebilling” Feature
HighLevel charges a small markup on the wholesale cost of emails and texts. You can then “rebill” your clients at a higher rate, creating a new revenue stream for your agency. This is a powerful feature for agencies that manage sub-accounts for their clients.
Monitoring Your Email and SMS Usage
The HighLevel dashboard provides detailed analytics on your email and SMS usage. You can see how many messages you’ve sent, your delivery rates, and your costs. Regularly reviewing this data will help you optimize your campaigns and budget.
Tips for Keeping Costs Down
To save money, clean your email lists regularly to remove inactive subscribers. Use SMS for time-sensitive messages and email for longer-form content. Segmenting your audience and sending targeted messages will also improve your ROI.
Pro Tip: Use HighLevel’s built-in email validation feature to clean your contact lists before sending a campaign. This reduces bounce rates and protects your sending reputation.
6. Troubleshooting Common Setup Issues
Even with a perfect setup, you might run into a few bumps. Here’s how to handle them.
Emails Going to Spam
If your emails are landing in the spam folder, check your domain’s DNS records (SPF, DKIM, DMARC). Also, make sure your email content isn’t spammy and that you’re sending to an engaged list. Warming up your domain, as mentioned earlier, is also crucial.
SMS Messages Not Being Delivered
The most common reason for SMS delivery failure is not being A2P 10DLC registered. If you are registered and still have issues, check that the contact’s phone number is valid and that they haven’t opted out.
Phone Calls Failing
If your calls aren’t connecting, ensure your Twilio or LC Phone account has enough funds. Also, check that the number you are calling is valid and that you have the correct caller ID configured.
FAQ
Can I use my own phone number with HighLevel?
You can’t port your personal mobile number, but you can often port a business number (VoIP or landline) to Twilio. You can also forward calls from your HighLevel number to your personal phone.
What’s the difference between LC Email and using Mailgun/SendGrid?
LC Email is HighLevel’s built-in email sending system, which is powered by Mailgun. It simplifies the setup process, but gives you less direct control. Connecting your own Mailgun or SendGrid account is better for advanced users who want more control over their sending reputation and analytics.
Do I need to register for A2P 10DLC if I only text a few people?
Yes. All business-related (Application-to-Person) texting to US numbers is subject to A2P 10DLC regulations, regardless of volume. It’s best to register to ensure your messages are delivered.
Can I have more than one phone number in my HighLevel account?
Yes, you can purchase and manage multiple phone numbers within a single sub-account. You can assign them to different users or use them for different marketing campaigns.
Conclusion
A solid HighLevel email phone SMS setup is non-negotiable for success on the platform. By taking the time to configure your email provider, choose your phone system, and complete your A2P registration, you’re building a reliable foundation for all your future marketing and sales efforts. Now that you’re set up, you can start building powerful automations and campaigns to grow your business. If you’re ready to take your HighLevel skills to the next level, check out our other guides and tutorials!
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Matt @ HLPT
Founder, HL Pro Tools
Matt and his team of 250+ are known for making it easy to win with GoHighLevel. They bundle tools, trainings and team time for a complete solution. You can use them for all your HighLevel needs from white label support to done-for-you fractional marketing services.
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