FAQ & Troubleshooting¶
Account & Settings¶
I'm not getting email notifications
- Go to Settings → My Profile → Notifications
- Verify your email address is correct
- Check your spam/junk folder for emails from GHL
- Make sure the notification type you want is toggled ON
- Check whether you have Email, Push, or both enabled
My calendar isn't syncing
- Go to Settings → My Profile → Integrations → Calendar
- Try disconnecting and reconnecting your calendar
- Verify you authorized the correct Google/Outlook account
- Check the sync direction setting (two-way is recommended)
- Allow a few minutes for initial sync to complete
Can I change my email or phone in GHL?
Yes — go to Settings → My Profile and update directly. Note: if you need to change your login email, that may require admin assistance.
I can't log in
- Click "Forgot Password" on the login page
- Check for a reset email (including spam folder)
- Verify you're using the correct email address
- Try clearing your browser cache or using an incognito window
- If still locked out, contact your admin
Contacts & Companies¶
I accidentally created a contact without linking to a company
No problem — open the contact record, find the Company field, search for the correct company, select it, and save. The link is now established.
How do I merge duplicate contacts?
- Open the contact record you want to keep
- Go to Actions → Merge Contact
- Search for the duplicate record
- Select which field values to keep from each
- Confirm the merge (this is permanent)
How do I see all contacts at a company?
Open the Company (Business) record and scroll to the Contacts or People section. You can also filter the Contacts list by company name.
What's the difference between Businesses and Contacts?
Businesses are organizations (LP targets, consulting firms, etc.). Contacts are individual people. Contacts link TO companies — many contacts can belong to one company.
Can a contact be linked to multiple companies?
GHL typically allows one primary company per contact. If someone is affiliated with multiple organizations, link them to their primary company and use Notes or Tags to track the other affiliations.
Tags & Custom Fields¶
What's the difference between tags and custom fields?
Custom fields are structured data with set options (dropdowns, dates, numbers). Use them for things like Company Type, Tier, and Fund Type — data that has one correct answer and is used for reporting.
Tags are flexible labels you can add or remove freely. Use them for attributes that can stack (a company can be Active, High-Value, and in Texas all at once) or that change frequently.
How do I filter by multiple tags?
- In the Contacts or Businesses list, click Filters
- Add a tag filter
- Select multiple tags
- Choose AND (records must have all selected tags) or OR (records must have any selected tag)
- Save as a Smart List if you'll use this filter again
I can't find a custom field I need
Custom fields are pre-configured for your Pharos instance. Check the Quick Reference for the complete list. If a field is genuinely missing, contact your admin to add it.
Notes, Tasks & Documents¶
Can others see my notes?
Yes. Notes are visible to all users with access to that contact or company record. They're timestamped with the creator's name. GHL does not have a private notes feature.
How do I set a task reminder?
When creating or editing a task, set the Due Date. Your notification settings control when and how you're reminded (email, push, or both). You can configure reminders for the day before, day of, etc.
Can I assign a task to someone else?
Yes. When creating or editing a task, use the Assigned To dropdown and select a team member. They'll be notified based on their personal notification settings.
What file types can I upload?
PDF, Word (.doc/.docx), Excel (.xls/.xlsx), PowerPoint (.ppt/.pptx), and images (JPG, PNG). Most standard business file formats are supported. Size limit is typically 25-50MB per file.
Where do uploaded documents go?
Documents are attached to the specific contact or company record where you uploaded them. Find them in the Files or Documents section of that record. GHL does not have a centralized document library — files live on the records they relate to.
Pipeline & Opportunities¶
How do I create an opportunity?
From the Opportunities page: click + Add. Or from a contact/company record: click Add Opportunity. Fill in the stage, value, expected close date, and link to the relevant contact and company.
Can I customize the pipeline stages?
Pipeline configuration is an admin-level setting. The current 10 stages are configured for the Pharos fundraising workflow. If changes are needed, note them for admin follow-up.
What does moving a deal to 'Committed' mean?
"Committed" means the LP has given a verbal or written commitment to invest. This is different from "Closed Won," which means funds have actually been received. Use Notes to document the specific commitment details.
Should every company have an opportunity?
No. Create an opportunity when there's a concrete deal to track — a specific conversation about a specific commitment. Companies in early stages (Prospecting, Initial Contact) may not need an opportunity yet.
Technical Issues¶
The page is loading slowly
- Check your internet connection
- Refresh the page (Ctrl+R / Cmd+R)
- Clear your browser cache
- Try a different browser (Chrome tends to work best with GHL)
- If it persists, check status.gohighlevel.com for outages
I made a mistake — can I undo?
Most changes in GHL can be edited but not undone. If you changed a field, just change it back. For serious issues (accidental merge, deletion), contact your admin immediately — GHL has activity logs that admins can review.
Search isn't finding what I expect
Try different search terms — search by name, email, company, or keyword. If searching for a note's content, use a distinctive word or phrase. Filters on the Contacts or Businesses list page may be more effective for structured searches (by tag, field value, etc.).