Live: the test with a real person

Result

A real person filled in your form, booked and got your emails, your privacy notice is in plain sight, and you can explain your whole system.

Estimated time

50 minutes

Cost

US$ 0. The test emails cost less than a cent, and publishing your notice in a Google Doc is free.

Analogy

Step-by-step guide

Menu paths are shown as they appear in the English interface, with the Spanish name in parentheses for teams that work in Spanish. You use the mission 8 form, the mission 9 calendar and the two mission 11 workflows. Before you start, ask your real person for 10 minutes today (step 4).

1. 01

   Your privacy notice, in two layers

   Texas's main privacy law (the TDPSA) exempts businesses the SBA counts as small, so most of it doesn't apply to a small Houston studio like Alba's. One rule still does: never sell sensitive data without consent.

   But to get texting approved, HighLevel asks for links to a privacy policy and terms on your forms, and a clear notice builds trust. Today you build the privacy policy; terms come before your texting campaign (lesson I.4.3).

   Use two layers: a short notice in the form and a full policy at a link.

   Key points

   • If people in California fill in your form, California's online privacy law (CalOPPA) asks you to post a privacy policy, whatever your size. Lesson I.6.1 covers what it must say.
   • If you serve people who are in the European Union, the EU's data law (GDPR) applies too: it requires informing people when you collect their data.
   • If your clients are in Mexico, Mexican law asks for a short notice in the form with a link to the full one. The short one says who you are and your address, what you collect, why, and how to limit its use.
   • This is a template, not legal advice. Lesson I.6.1 covers it country by country.

   Source: F13, F4, F18, F19, F2

2. 02

   The short notice, line by line

   Line 1 · Privacy notice. [Alba Studio LLC], [street, Houston, TX ZIP], is responsible for your personal information. Contact: [email].

   Line 2 · We collect your name, email, phone number and appointment details.

   Line 3 · We use them to reply to you, book and confirm your appointment and email you reminders. We text you, or send promotions, only if you check the box for each.

   Line 4 · We don't sell your personal information. To access, correct or delete it, or to opt out, email [address].

   Line 5 · Full privacy policy: [link].

   Key points

   • The full policy repeats this and adds how people use their rights and how you'll announce changes. Its downloadable template is at the end of this guide.
   • Your address will be public. If you practice with Alba Studio, use data marked as sample, like "123 Sample St," and tell your real person it's a practice business.
   • If you collect consent for texts, your policy also says that mobile information isn't shared with third parties for marketing.
   • Don't ask for health information, like allergies, in your form. That topic comes in lesson I.6.1.

   Source: F14

   Layer 1 · Short notice, inside the form

   1Who you are and your addressResponsible for the personal information

   2What you collectName, email, phone number and appointment details

   3What you use it forReply, book, confirm and remind; texts and promotions only if they check the box

   4No selling, and how to opt outAn email to access, correct or delete it

   Layer 2 · Full privacy policyAt a public link: Google Doc published to the web, with “Ref. AX-7K2Q” at the bottom

   Sites → Forms → (your form) → Customized → Text

3. 03

   Publish the full policy and add it to your form

   Sites → Forms → (your form) → Customized → TextCopy path

   In a Spanish-language account: Sitios → Formularios → (tu formulario) → Customized → Enviar mensaje d…

   Write the full policy in a Google Doc, with your personal account: copy this lesson's downloadable template and fill in the brackets.

   Publish it: File → Share → Publish to web. Copy the link.

   Open it in a private window. If it asks you to sign in, it isn't public yet.

   At the bottom of the doc, type Ref. AX-7K2Q. Delete it once your mission is verified.

   In your mission 8 form, add the Text element, found in the panel's Customized section, above the button. Paste the short notice there.

   Select the words "Full privacy policy," choose the link option (Link) and paste your document's address. Save.

   Check the bottom of the form. If the "Privacy Policy | Terms of Service" line is still there, its links go to https://www.example.com. Put your full policy's link on Privacy Policy. If you don't have terms yet, remove or change the Terms of Service link. If you removed the line in mission 8, your short notice's link is enough. Never leave an example.com link.

   Key points

   • If your team uses the Spanish interface, Text shows up mistranslated as «Enviar mensaje d…». It's the same element, in the Customized section.
   • On a work or school account, the administrator may have turned publishing off. Use your personal account.
   • Your calendar asks for details too. In the rehearsal, your real person goes through your form first, so they've seen your notice. Before you share the calendar link on its own, give it a form with your notice (lesson I.6.1). You pick it under Settings → Calendars → (your calendar) → Advanced settings → Form & confirmation, in Select form.
   • On that same screen, the Forms & guests block has the calendar's Consent checkbox, which you turned off in mission 9.
   • Once you have a domain, the policy can live on a page of your site (lesson I.3.3).

   Source: F3, F5, F15, F21

4. 04

   Pick your real person and give them a heads-up

   Ask a trusted adult who agrees to help: a friend, your sister, a colleague.

   Explain what will happen: they fill in your form, book an appointment and get your emails.

   Tell them a screenshot with their first name, without their last name, email or phone, goes to AXIS review.

   Ask them to use their own name and email, and to check only the boxes they want.

   Warn them your email may land in Spam or Promotions, and ask them to tell you where it arrived.

   Key points

   • Don't run the rehearsal on a client without telling her it's a test. This time, the person knows it's a rehearsal.
   • Without your own sending domain, emails often land in spam. That's why you ask where it arrived.

   Source: F11

5. 05

   The rehearsal: they fill in and book

   Send them your form's public link and have them fill it in from their phone.

   Then send them your calendar link and have them book with the same name and the same email.

   Have them book the first open slot more than 24 hours from now, like tomorrow, two hours later. That way the reminder goes out soon.

   If they aren't really coming, cancel the appointment as soon as the log shows the reminder sent. Warn them they may get a cancellation notice.

   Key points

   • Have them use their own phone or computer. On your device, the browser may attach their details to another contact.
   • If you cancel the appointment before the reminder, the workflow drops them and the reminder never goes out.

   Source: F6, F16, F17

6. 06

   Watch the camera and fix what breaks

   Automation → Workflows → (your workflow) → Execution logsCopy path

   In a Spanish-language account: Automatización → Flujos de trabajo → (tu flujo) → Registros de ejecución

   Open Workflow 1's Execution logs tab: their card was created in the "New inquiry" stage.

   Open Workflow 2's: their confirmation went out and the wait is running.

   On their record, the activity shows the form and the appointment.

   Ask where the email landed and whether your policy link opened.

   If something broke, fix it and repeat. Under (your workflow) → Settings, Allow re-entry comes on in new workflows: the same person can go through Workflow 1 again.

   The second time, no new card is created, because duplicate opportunities are off in the sub-account. To see the card get created again, delete the old one first. Workflow 2 runs with every new booking, even from the same person.

   Once your mission is verified, ask whether they want their contact deleted. If they ask sooner, delete it anyway and repeat the rehearsal with someone else.

   Key points

   • A failure in rehearsal is a gift: you found it before a client did.
   • If they fill it in again with the same email, HighLevel updates their record instead of creating another. Under Settings → Business Profile → Contact Deduplication Preferences, Allow Duplicate Contact comes off. HighLevel looks up contacts by email, then by phone.
   • In the Spanish interface: «Registros de ejecución» and, in the workflow, «Configuración → Permitir reentrada».

   Source: F7, F8, F9, F10, F12, F20

7. 07

   Explain your whole system

   Write your Launch *Teach it*: your whole system, explained to someone who has never used HighLevel.

   It can be 80 to 250 words of text or a voice note of up to 2 minutes.

   With all 12 missions verified, you're Operational. Mission 4 can stay in progress if Meta or A2P are still reviewing.

   Key points

   • Use your own case: your names, your calendar and what you saw in the rehearsal.

Interactive

Your client's journey

This interactive is used inside your AXIS account.

If it breaks

The mistakes that repeat most, and the way out.