Admin Reference¶
This page covers administrative details for the Pharos Capital GHL instance. This information is for administrators managing the system configuration.
Instance Overview¶
| Detail | Value |
|---|---|
| Platform | GoHighLevel (GHL) |
| Instance Type | Sub-account / Location |
| Primary Use | Fundraising relationship management |
| Setup Date | November 2024 |
| Data Import | November 2024 |
What Was Imported¶
The initial data import brought in historical fundraising data:
| Data Type | Records | Notes |
|---|---|---|
| Companies | 75 | LP Targets, Consulting Firms, Agent Firms |
| Contacts | 162 | Includes 17 placeholder contacts for companies without a primary |
| Notes | 313 | Historical notes dating from 2019-2025, parsed by individual date |
Company Breakdown¶
- 42 LP Targets (investment prospects)
- 19 Consulting Firms (gatekeepers/advisors)
- 14 Agent Firms (independent agents as companies)
Import Details¶
- Companies imported via the
/businesses/API endpoint - Contacts imported via the
/contacts/endpoint withcompanyNametext linking - Notes attached to contacts (GHL does not support notes directly on Business objects)
- Companies without primary contacts have placeholder contacts named "Company Notes ([company name])"
Custom Fields Configuration¶
Company-Level Custom Fields (11)¶
| Field Name | Field Type | Options |
|---|---|---|
| Company Type | Dropdown | LP Target, Consulting Firm, Agent Firm, Service Provider |
| Tier | Dropdown | 1, 2, Unassigned |
| Fund Type | Dropdown | PE, VC, Both, Other, Unknown |
| Target Investment Low ($M) | Number | — |
| Target Investment High ($M) | Number | — |
| Money Raised | Dropdown | Yes, No, In Progress |
| Amount Raised ($M) | Number | — |
| Last Contact Date | Date | — |
| Next Contact Date | Date | — |
| Outstanding Items | Long Text | — |
| Department | Dropdown | — |
Contact-Level Custom Fields (2)¶
| Field Name | Field Type | Options |
|---|---|---|
| Contact Type | Dropdown | Primary Contact, Secondary Contact, Consultant, Agent, Executive, Decision Maker, Influencer |
| Title | Text | — |
Native GHL Fields (Used)¶
City, State, Country — these are standard GHL fields, not custom.
Tags Configuration¶
96 tags across 15 categories. See Quick Reference for the complete list.
Tags are applied at the contact or company level. Tag naming convention: Title-Case-With-Hyphens (e.g., High-Value, Met-In-Person, Follow-Up-Needed).
Pipeline Configuration¶
Pipeline Name: Fundraising Pipeline
10 Stages (in order):
- Prospecting
- Initial Contact
- Discovery
- Meeting Scheduled
- Meeting Held
- Proposal Sent
- Negotiation
- Committed
- Closed Won
- Closed Lost
User Management¶
Adding a New User¶
- Go to Settings → My Staff (or Team Management)
- Click Add Employee
- Enter their name and email
- Set their role and permissions
- They'll receive an invitation email to set up their account
User Roles¶
GHL Guide: User Roles & Permissions
Configure permissions based on role:
- Admin — Full access to all settings, data, and configuration
- User — Can view and edit contacts, companies, opportunities, notes, and tasks. Cannot modify system settings.
Data Maintenance¶
Duplicate Management¶
GHL Guide: Manage and Merge Duplicates
- Check for duplicates periodically, especially after manual data entry
- Use the Merge function on the record you want to keep (Actions → Merge Contact)
- Known duplicate from import: "Aon Hewitt" appears twice in companies
Data Quality¶
The 17 placeholder contacts ("Company Notes ([company name])") were created during import for companies that had historical notes but no primary contact in the source data. These can be:
- Replaced with real contacts as you identify them
- Kept as-is if no primary contact is known
- Renamed if preferred
Backup¶
GHL does not provide native bulk export. For backup purposes, contact your system administrator about API-based data export options.
Technical Notes¶
GHL Data Architecture¶
- Businesses and Contacts are separate objects in GHL
- There is no direct foreign-key relationship between them — linking is done via the
companyNametext field on contacts - Notes can only be attached to Contacts, not directly to Businesses
- Company-level notes are attached to the primary contact at that company
Country Names¶
GHL requires full country names, not abbreviations:
- Use "United States" (not "USA" or "US")
- Use "United Kingdom" (not "UK" or "England")
- Use "United Arab Emirates" (not "UAE")