Staffless Practice

SOP Library

Internal step-by-step guides for operating The Practice Suite, supporting clients, and managing the systems our team uses every day.

0 Live

0 In Progress

0 Planned

0 Total Articles

Browse the Library

Start with a category.

Phone System

Numbers, porting, routing, IVR, voicemail, missed calls, fax, and call troubleshooting.

Contacts & CRM

Contacts, tags, custom fields, imports, conversations, and contact organization.

Workflows & Automation

Triggers, actions, reminders, text backs, recalls, reviews, and workflow testing.

Forms & Webhooks

Forms, surveys, webhook testing, WordPress submissions, and data passing.

Websites, Funnels & Domains

Domains, DNS, migrations, funnels, WordPress, redirects, and website updates.

Email & Deliverability

Sending domains, DNS records, warm-up, reputation, Gmail, and delivery issues.

Calendars & Appointments

Calendar setup, integrations, reminders, booking links, and appointment workflows.

Reviews & Retention

Review flows, feedback, recalls, reactivation, birthdays, and retention automation.

Billing & Pricing

Pay-per-use charges, wallet billing, plans, phone costs, fax, and website fees.

Onboarding & Account Setup

New account setup, snapshots, A2P, KYC, users, permissions, and launch checks.

Integrations & API

PracticeHub, ChiroHD, Google Sheets, n8n, webhooks, OAuth, and third-party connections.

Reporting, Tags & Data

Segmentation, duration tags, usage review, call reporting, and data quality checks.

AI & Honey

Honey Collect, Honey Assist, knowledge base updates, testing, prompting, and escalation.

Support & Offboarding

Escalations, cancellations, account transfers, exports, handoffs, and transition support.

Campaigns & Marketing

Email blasts, SMS campaigns, newsletters, social posting, and campaign best practices.

01 · Phone System

Phone System

Phone numbers, call routing, porting, voicemail, IVR, text back, fax, and troubleshooting.

Porting a Client Phone Number Live →

Temporary Number Removal After Porting In Progress

Setting Up a New Suite Phone Number Planned

Setting Up Inbound Call Routing Planned

Business Hours and After-Hours Call Routing Planned

Setting Up and Testing an IVR Planned

Voicemail Setup and Testing Planned

Ringing Suite Calls on Desktop vs Mobile Planned

Missed Call Text Back Setup Planned

Forwarding an Existing Office Number Into the Suite Planned

Troubleshooting Dropped or Missed Calls Planned

SuiteFax Setup and Number Management Planned

02 · Contacts & CRM

Contacts & CRM

The basics of keeping contact records organized, searchable, and usable by the team.

Adding or Updating a Contact in the Suite In Progress

Adding, Removing, and Updating Contact Tags In Progress

Importing Contacts Into the Suite Planned

Creating and Updating Custom Fields Planned

Marking Conversations as Unread for Team Follow-Up Planned

Finding and Reviewing a Contact's Conversation History Planned

03 · Workflows & Automation

Workflows & Automation

Build, test, and troubleshoot the automations that keep client communication moving.

Creating a Workflow From Scratch Planned

Triggering a Workflow From a Form Submission Planned

Creating a Birthday Workflow In Progress

Appointment Reminder Automation Planned

Missed Call Text Back Workflow Planned

Review Request Workflow Planned

Recall and Reactivation Workflow Planned

Testing a Workflow Before Publishing Planned

Troubleshooting Workflow Triggers and Actions Planned

04 · Forms & Webhooks

Forms & Webhooks

Capture information correctly and move it into the Suite, workflows, and connected tools.

Creating a Form in the Suite Planned

Sending WordPress Form Data to a Suite Webhook In Progress

Testing an Inbound Webhook Without the Live Form In Progress

Passing Contact Information Between Pages Planned

Connecting an Inbound Webhook to Google Sheets Planned

Approved Consent Checkbox Language Planned

Building a Review and Feedback Form Flow Planned

05 · Websites, Funnels & Domains

Websites, Funnels & Domains

Site launches, DNS changes, WordPress, funnel pages, migrations, and domain transitions.

Connecting a Domain to the Suite Planned

Website and Domain Transfer Guide In Progress

Website Migration Checklist Planned

Preserving SEO During a Website Migration Planned

Adding and Testing 301 Redirects Planned

Adding a Temporary Phone Number Banner to a Website Planned

When to Use a Funnel vs a Website Planned

WordPress Hosting and Website Management in the Suite Planned

06 · Email & Deliverability

Email & Deliverability

Set up sending correctly and protect sender reputation before campaigns go out.

Connecting a Sending Domain Planned

Adding SPF, DKIM, and DMARC Records Planned

Email Warm-Up Process In Progress

Sending Domain vs Reply Domain Planned

Troubleshooting Email Delivery Problems Planned

Email Reputation Metrics and Safe Sending Limits Planned

Why We Avoid Images on the First Email Blast Planned

Suite Email Options: Gmail, SMTP, and Two-Way Email Planned

07 · Calendars & Appointments

Calendars & Appointments

Booking setup, calendar connections, reminders, and third-party appointment systems.

Creating a Calendar in the Suite Planned

Connecting a User's Google Calendar Planned

Creating Appointment Reminder Automations Planned

Using a PracticeHub Calendar With the Suite Planned

Testing a Booking Link Before Launch Planned

08 · Reviews & Retention

Reviews & Retention

Keep practice members engaged through reviews, recalls, reactivation, and milestone follow-up.

Setting Up the Review and Feedback System In Progress

Sending 5-Star Reviews to Google Planned

Routing Lower Ratings to Internal Feedback Planned

Creating a Review Request Automation Planned

Creating a Recall or Reactivation Campaign Planned

Creating Birthday and Milestone Automations Planned

09 · Billing & Pricing

Billing & Pricing

Approved internal guidance for explaining plans, pay-per-use charges, and add-on costs.

Pay-Per-Use Pricing Breakdown and Client Billing Questions Live →

Understanding Wallet Balance and Automatic Recharge Planned

Phone Number Pricing and Monthly Charges Planned

SuiteFax Pricing and Usage Planned

PRO vs Lite Plan Guidance Planned

Website Hosting vs Managed Website Service Planned

10 · Onboarding & Account Setup

Onboarding & Account Setup

Set up a new client correctly before training, launch, or handoff.

Creating a New Client Account From the Approved Snapshot Planned

New Client Technical Setup Checklist Planned

A2P Registration Requirements and Submission Planned

KYC Verification Instructions Planned

Adding Team Users and Setting Permissions Planned

Importing Existing Client Assets Into the Suite Planned

Pre-Launch Testing and Client Handoff Planned

11 · Integrations & API

Integrations & API

Connect the Suite to the tools clients and our internal team already use.

Activating the ChiroHD Integration Planned

Connecting PracticeHub to the Suite Planned

Connecting Google Sheets to a Workflow Planned

Creating Google OAuth Credentials for n8n Planned

Using Inbound and Outbound Webhooks Planned

Testing an API or Webhook Connection Planned

12 · Reporting, Tags & Data

Reporting, Tags & Data

Keep segmentation and reporting accurate enough for operations, follow-up, and client decisions.

Tagging Contacts by Last Visit Date In Progress

Active vs Inactive Contact Tagging Planned

Updating 3-Month, 3-6, 6-12, and 12+ Month Tags Planned

Reviewing Call History and Answer Rates Planned

Reviewing Email and SMS Usage Planned

Data Cleanup and Duplicate Contact Checks Planned

13 · AI & Honey

AI & Honey

Build, update, test, and safely maintain Honey Collect, Honey Assist, and AI-supported workflows.

Setting Up Honey Collect Planned

Setting Up Honey Assist Planned

Updating a Practice Knowledge Base Planned

Honey Knowledge Source Priority and Structure Planned

Testing Honey Before Client Launch Planned

Escalating an AI Conversation to a Human Planned

Honey Prompt Builder and Internal Instructions Planned

14 · Support & Offboarding

Support & Offboarding

Resolve technical issues, escalate correctly, and transition clients or assets safely when service ends.

Escalating a Technical Issue to LeadConnector / GoHighLevel Planned

Client Cancellation and Offboarding Process Planned

Porting Out a Phone Number During Client Offboarding In Progress

Transferring a GoHighLevel Account Out of the Suite In Progress

Transferring a Website or Domain During Offboarding Planned

Exporting Contacts and Client Assets Planned

Deleting a Conversation or Call Recording Planned

Client Transition Support After Offboarding Planned

15 · Campaigns & Marketing

Campaigns & Marketing

Send campaigns responsibly and keep messaging consistent across email, SMS, and social channels.

Sending an Email Blast From the Suite Planned

Sending an SMS Campaign Safely Planned

Creating a Newsletter Campaign Planned

Using the Social Planner Planned

Campaign Pre-Send Checklist Planned

SMS Character Limits and Segment Best Practices Planned

No SOPs match your search or filter.