GoHighLevel + Kixie Pilot Build (3 Agents) — Proposal
Prepared for
Nexus Enterprise Solutions
Prepared by
Automate Your Biz AI
Project
Outbound Calling Pilot
Date
02/25/2026
Executive Summary
Nexus Enterprise Solutions is rolling out a modern outbound calling stack for a US insurance call center that currently runs on an "agent-proof" legacy CRM (click → dial → disposition → next call).
This proposal covers a pilot implementation for 3 agents using GoHighLevel (CRM) + Kixie (power dialer + power lists + compliance controls + webhooks).
Pilot objective: Replicate the "click-to-dial" simplicity, enforce local-time calling rules, capture structured outcomes, and validate a scalable architecture that can later expand to 100+ agents.
Current Situation
What's broken today
Legacy CRM is restrictive and blocks modernization.
Call center needs a plug-and-play agent workflow (minimal tabs, minimal clicks).
Nexus needs future-ready data (dispositions + call activity tied to lead identifiers), but MVP priority is speed: get the call center off the old system and prove outbound calling simplicity using GHL & Kixie.
What must be true in the pilot
Agents can dial continuously with minimal friction.
Outcomes/dispositions are captured every call (no missing states).
Minimal pipeline + automation necessary to run pilot
Nexus attribution capture enabled (lead_id required), but advanced analytics are not required during pilot
AYB AI TESTIMONIALS
HEAR WHAT OTHERS ARE SAYING…
Norton IB, United Kingdom.
INSURANCE INDUSTRY
BEN WHITE - HEAD OF OPERATIONS
It's been a pleasure working with AYB AI. We had already started looking into how AI can improve productivity & performance and their solution certainly did both of those things.
We have been able to integrate their voice agent in to our lead chasing which has had a huge positive effect. Getting our prospects to answer the phone was our biggest issue (even when they request call backs on our website).
After introducing the voice sales agent, our contact rate has improved from 40% to over 60% - which has exceeded our hopes and targets!
⭐⭐⭐⭐⭐
Advocate Rights Center, Dallas, Texas.
LEGAL INDUSTRY
ROBERT WILSON - FOUNDER
It’s been a great pleasure working with AYB AI.
They are very knowledgeable and experienced in AI-generated communications.
We consider AYB AI to be a valued & trusted partner.
⭐⭐⭐⭐⭐
Preferred Fertility Concierge, Atlanta, Georgia.
HEALTHCARE INDUSTRY
TAKERA MITCHELL - FOUNDER
AYB AI exceeded my every expectation and went above and beyond to come up with a solution for my somewhat complex request.
Not only was the service thorough and timely but the customer service was superb.
AYB ensured my needs were understood and followed up with me consistently throughout the entire process.
I highly recommend AYB for any of your automation needs!
⭐⭐⭐⭐⭐
Blip Payments, Ireland.
FINANCIAL SERVICES INDUSTRY
HUGO URIEN - FOUNDER
Working with AYB AI has been the definition of tailored professionalism. They have had a personal touch from day one and are very quick to respond and make changes as needed.
AYB AI developed several solutions for us that have helped our business become more systematic and efficient.
They take the time to really understand the goal and offer solutions to get there.
I plan to continue to work with AYB AI and would recommend them to anyone who is looking to optimize systems in their business.
⭐⭐⭐⭐⭐
Confirmed Kixie Capabilities
Agent Experience (Plug-and-Play)
Agents dial from Kixie Power Lists (power dialer workflow).
Agents can keep multiple lists selected and Kixie automatically dials from the highest available priority.
Agent sees key lead fields directly inside Kixie; can open the GHL contact record link only if needed.
Priorities & Queue Logic
Kixie provides 5 priority tiers: Highest / High / Medium / Low / Lowest.
If multiple lists share the same priority, Kixie round-robins across them.
Compliance Controls (Calling)
Campaign/power-list settings can enforce local-time calling windows.
Out-of-window contacts are skipped until eligible (no manual agent judgment required).
Attempt controls: daily attempts, spacing between attempts, total attempt limits.
"Call Me Back Later" / Deferment Behavior
Kixie supports Do Not Call Sooner Than to defer a lead until a specific time is reached.
This solves "don't call before X" and "call back after 2 hours" style logic where "any time after" is acceptable (not an exact scheduled dial).
Notes, Outcomes, Recordings → GHL
Call activities, notes, outcomes, and recordings sync back to the GHL contact record.
Webhooks for Automation + Future Nexus Data Tracking
End-call webhook includes: attempt count, last attempted datetime, retry-after / deferment datetime. Disposition webhooks can trigger GHL workflows for stage updates, suppress/remove logic, and future routing to Nexus endpoints.
Custom Fields Visible in Kixie: Kixie supports up to 6 mapped custom fields from GHL to display in dialer (view-only). Agents cannot edit those fields in Kixie (prevents data corruption). If editing is needed without opening GHL, we can link to a lightweight form.
Reporting: GoHighLevel reporting is limited for non-Twilio calling. Kixie provides the operational reporting (calls, outcomes, agent metrics) + scheduled report emails if needed.
Solution Architecture (Pilot)
1
Lead ingestion
Real-time lead enters system
2
Contact creation
Created as GHL contact
3
Minimal schema set
Name, phone, state/timezone, IDs
4
Round-robin assignment
Assigned to 1 of 3 pilot agents
5
Added to Kixie list
Highest or Standard priority
6
Agent dialing
Dial from Kixie; disposition & notes
7
GHL sync & webhooks
Webhooks update GHL and forward
This architecture ensures every lead flows from ingestion through assignment, dialing, and disposition capture — with all activity synced back to GHL and future-ready webhook payloads available for Nexus intelligence.
What We Will Build (Deliverables)
1
GoHighLevel Pilot Environment
Create/confirm a dedicated pilot location/sub-account. Create 3 pilot users + permissioning.
Minimal pipeline build for MVP (lightweight, expandable).
MVP pipeline stages (initial draft): New (Not Contacted) → Contacted (At Least Once) → Hot / Working → Dead / Bad / DNC. (Stages will be finalized with Nexus/call center manager.)
2
Lead Ingestion + Assignment
Configure real-time lead creation path (current integration method maintained).
Add reliable segmentation mechanism for workflows (tags/fields).
Implement round-robin assignment for 3 agents. Lead schema will include lead_id + optional internal campaign id.
3
Kixie Integration + Power Lists
Connect Kixie to GHL.
Configure Power Lists for MVP: Highest Priority: "Deferred / Callback Eligible" and Standard: "Dial Queue".
Configure list priorities and round-robin behavior if multiple lists exist later.
4
Calling Rules (Compliance + Attempt Logic)
Set local-time calling windows (initial defaults; adjustable).
Configure attempt spacing + daily attempt cap + total attempt cap.
Configure "Do Not Call Sooner Than" behavior for "Call me back in 2 hours" and leads that become eligible after a restricted window.
MVP workflow behaviors: update pipeline stage based on disposition, set/clear deferment fields when needed, suppress logic for "do not call" / wrong number / bad number, and consent window expiry (90-day trusted form limit).
6
Custom Field Mapping for Agent View
Map required fields into Kixie (max 6): lead_id (required), internal_campaign_id (required), additional fields needed for agent talking points (pilot-defined).
Confirm fields are view-only to prevent data corruption.
7
Reporting Setup
Confirm which Kixie dashboard reports matter for pilot: calls per agent, dispositions/outcomes, connect rate, talk time.
Optional: Scheduled report email to stakeholders.
8
Training + Pilot Support
60 min admin walkthrough (with Nexus).
60–90 min onboarding training for 3 pilot agents (GHL + dialing workflow + dispositions + notes).
Slack support channel for pilot iteration with Nexus + 3 agents.
Pilot Success Criteria (What "Good" Looks Like)
We will review success at the end of the pilot using:
95%
Data Completeness
≥ 95% of calls have a disposition selected
0
Compliance Violations
0 calls placed outside allowed local-time windows (auditable)
3
Agents Adopted
Pilot agents run dialing through Kixie for daily outbound workflow
Operational Throughput
Agents can dial continuously without tab-switching or manual data entry
Identifier Integrity
lead_id present in GHL and carried through Kixie/webhook events for future post-pilot Nexus intelligence
Implementation Overview & Timeline
1
Phase 1 — Access + Kickoff (Day 1)
Confirm GHL location access
Confirm Kixie admin access / trial enabled
Confirm lead schema (lead_id required)
Confirm pilot users + assignment method
2
Phase 2 — Build (Days 2–3)
GHL pipeline + users + fields
Lead assignment + list routing
Kixie integration + power lists + calling windows
Dispositions + core workflows + webhook wiring
3
Phase 3 — QA + Go-Live (Days 4-5)
Test lead ingestion → assignment → Kixie lists
Test "Do Not Call Sooner Than" logic
Test dispositions → workflow updates → GHL logging
Agent dry run + training
4
Phase 4 — Pilot Run (2-4 Weeks)
Daily monitoring + adjustments
Slack support
End-of-pilot review + rollout recommendation
Out of Scope During Pilot
The following items are explicitly excluded from the pilot build and will be deferred to V2:
Infrastructure & Scale
Full 100-agent onboarding
Consolidated reporting
Adding ~20 Kixie dispositions
A2P registrations
White-labeling GHL
Integrating domains with dedicated IP's for sending emails