This guide walks you through the process of integrating your GoHighLevel (GHL) CRM with your HealthSherpa Medicare account.

This works with all GHL/LeadConnector white-labels too – such as Done For You, AgentCRM, GoGuru, or any other white-label.

If you have any questions, email medicare-integrations@healthsherpa.com.

Looking for troubleshooting help? See the troubleshooting section below.

What this integration offers

This streamlines your workflow from GHL, to quoting, to enrollment, eliminating dual data entry.

GHL contacts sync to HealthSherpa Medicare in real-time – both when created and when updated:

Each GHL contact gets a unique link to their HealthSherpa Medicare quoting session:

So, your GHL contact data flows to HealthSherpa Medicare all the way through quoting and enrollment – eliminating double data entry:

1. Before you begin

Make sure:

You know your GHL Sub-account location ID(s)
You’ve converted your HealthSherpa Medicare account to an agency. You can do this even if you’re a solo agent.
- (If your agency has unique LocationIDs/Sub-accounts per agent, and added your LocationID to their API key, you don't need to be an agency. Details)
For any of your downline agents using this integration – their HealthSherpa Medicare account is joined to your agency account.
User emails match between GHL and HealthSherpa Medicare accounts. (See how to update your HS Medicare email here.)

2. Setting up the integration

To set up the integration, watch this video or follow the instructions below.

Generate your API key

Log into your HealthSherpa Medicare agency account.
Go to the Integrations tab.
Under the GoHighLevel section, click Generate your API key.
Enter one or more GHL location IDs (comma-separated).
1. Entering more than one location is applicable if each of your GHL agents has their own sub-account/location ID. Learn more below.
Click "Generate API key."

⚠️ If you need to edit Location IDs after generating your key, contact us: medicare-integrations@healthsherpa.com (soon you'll be able to do this yourself).

Install the HealthSherpa Medicare for Workflows App

Log into your HealthSherpa Medicare account, and in the same browser, click one of these install links:

Using classic GoHighLevel? > Click this install link
Using a whitelabel such as GoGuru, DFY, AgentCRM? > Click this install link

You’ll land on this page – scroll down and click the Next button:

Select the GHL Sub-account you'd like to integrate with:

Enter the API key you generated and press Verify & Install:

You'll be directed to HealthSherpa Medicare, and see this success message:

3. Setting up Workflows

To set up Workflows, watch this video or follow the instructions below.

• Required custom fields

In GHL, go to Settings > Custom Fields and add two custom fields attached to the Contacts object.

Click the Add field button
Select Single Line
Enter hsmedicare_contact_id as the Name
Select Contact as the Group
Press Save

Then repeat the above, but using hsmedicare_redirect_url as the Name

⚠️ Tip: When naming and selecting the custom fields hsmedicare_contact_id and hsmedicare_redirect_url note that our integration expects these names to be lowercase. If GHL auto-capitalizes the name or if you select an incorrect version, the field update may silently fail – even if the step shows as “successful.”

AgentCRM user? Learn about their pre-made workflow snapshot here

• Create Contact Workflow

To access your Workflows, navigate to the Automations tab.

1. Click the Create Workflow button

2. Add a trigger and choose Contact Created

If you want, you can add a filter here. For example, if you have ACA and Medicare contacts, you can add a filter for contacts tagged "Medicare."

3. Add an Assign to User step and assign the contact to your agent

4. Add the Create Contact V1 workflow action defined in the HealthSherpa Medicare for Workflows app

Make any edits you need to the workflow action

5. Add a new step Update contact field that updates the two custom fields you defined with values returned from the previous action:

hsmedicare_contact_id: HealthSherpa Medicare For Workflows > Create Contact V1 > Contact ID
hsmedicare_redirect_url: HealthSherpa Medicare For Workflows > Update Contact V1 > Redirect URL

• Update Contact Workflow

Now you'll go through similar steps, but for the Update Contact Workflow:

1. Go back to your Automations tab, and click the Create Workflow button

2. Define your trigger when you want to update the contact record that was previously synced over, for example upon updating the email address.

3. Add the Update Contact V1 workflow action defined in the HealthSherpa Medicare for Workflows app

Make any edits you need to the workflow action

4. Add a new step Update contact field that updates the redirect URL custom field you defined with the value returned from the previous action:

hsmedicare_redirect_url: HealthSherpa Medicare For Workflows > Update Contact V1 > Redirect URL

• Backfilling (optional)

Here's how to move all or some of your existing GHL Contacts over to HealthSherpa Medicare at once:

In GHL, go to your Contacts tab
Select any Contacts you'd like to move over from your Contacts list
Click the Add to Automation icon:

Add an Action Name – this can be anything, it's just for your logs
Select the Create Contact Workflow – or in other scenarios, you may want to run the Update Contact Workflow
Click Add to Automation and your Contacts will transfer to HS Medicare

Tip: When backfilling many contacts at once, you might encounter a “Too Many Requests” error. In our internal testing, batches of ~20 contacts processed reliably; higher volumes (50–100) had intermittent failures. Consider chunking your batches into smaller sets to avoid this error.

✅ With that, you're all set! Your contacts will sync, and you'll have a HS Medicare redirect link on each GHL contact record.

⚠️ Important: Make sure each contact is assigned to an agent with a HealthSherpa account and is connected to your agency. The sync will not occur if there is no agent assigned to the Contact.

⚠️ Important: If you'll be updating a contact's assigned agent over time, you'll need a separate custom Workflow – see below for how handle that.

Contact reassignment between agents

If you use GHL in a way where contacts may be reassigned from one agent to another over time, you’ll need to add a separate Reassignment Workflow to keep your sync working as expected.

Without this workflow, updating a contact’s assigned agent will fail to sync, because the contact remains tied to the original agent’s HealthSherpa account.

You'll account for this by building a Reassignment Workflow:

Reassignment Workflow

This workflow triggers when a contact's assigned agent changes and syncs the contact to the new agent’s HealthSherpa account.

⚠️ Important: This is not a true "transfer” of the Contact record in HealthSherpa – it results in a new contact being created in HealthSherpa, in the new agent's account.

Step 1. Create a new workflow

Go to Automation > Workflows in GHL and click + Create workflow
Select Start from scratch
Set the trigger to: Contact Changed
Then apply a filter: Assigned User > Has changed
Press Save trigger

Step 2. Add conditional logic (important!)

Add a condition block immediately after the trigger:
- Only continue if: HS Medicare Contact ID exists on the contact

This prevents the workflow from running for brand new contacts (since those should use the Create Contact workflow instead). It ensures this workflow only runs when an already-synced contact is being reassigned.

Step 3. Add the Create Contact workflow action

Under the Yes branch of your condition:
- Click the + sign
- Add the Create Contact V1 action from the HealthSherpa Medicare for Workflows app
- Configure as needed (e.g. lead vs client, contact fields, etc.)

Step 4. Update the custom fields

Add an Update Contact Field step to set the new contact’s:
- hsmedicare_contact_id → value returned from the Create Contact step
- hsmedicare_redirect_url → value returned from the Create Contact step

What to expect

After a contact is reassigned to a new agent, a new HealthSherpa contact is created in the new agent's HealthSherpa Medicare account.
The redirect link now points to that new contact
Old redirect links (from the previous agent) will still work – but only for that agent
Medicare applications are not transferred between agents (since they're tied to separate contact records in HealthSherpa)

Let us know at medicare-integrations@healthsherpa.com if you have any questions.

If you have a Sub-account per agent

Some agencies set up their GHL principal agent as a Sub-account, and downline agents are Users below that Sub-account.

Other agencies set up their GHL principal agent as an Agency, and each downline agent is a Sub-account below that Agency. If you're operating this way, here's what you need to do:

When you generate your API key, enter the Location IDs of all of your downline agents' Sub-accounts, comma separated.
Then, each agent should go through the integration process outlined in the Workflow Creation section above.

⚠️ After you create your API key, if you need to add or remove Location IDs, email medicare-integrations@healthsherpa.com (soon you'll be able to do this yourself).

Field reference & validation

Below are the contact fields HealthSherpa expects, with their rules. Any optional fields that did not pass validation will be ignored and contact creation/update will sync, so long as the required fields pass validation:

Field	Required?	Rules / Format
external_id	Required (hidden)	Auto‑populated from contact.id
agent_email	Required (hidden)	Auto‑populated from user.email. An agent with a HealthSherpa Medicare account must be assigned to the contact in order for the sync to occur
first_name	Required	String, 1–100 chars. Defaults to contact.first_name
last_name	Required	String, 1–100 chars. Defaults to contact.last_name
email	Optional	Must be a valid email format if present. Defaults to contact.email
phone	Optional	Must be a valid US phone number if present and E.164 format. Defaults to contact.phone_raw
address_1 / address_2	Optional	Strings, max 100 chars each. address_1 defaults to contact.address1
city	Optional	String, max 100 chars. Defaults to contact.city
state	Optional	Must be a valid US state (e.g., TX or Texas). Defaults to contact.state
zip	Optional	5-digit US ZIP code (e.g., 77001) Defaults to contact.postal_code
birth_date	Optional	Use a Date Picker field. Defaults to contact.date_of_birth
sex	Optional	Must be male or female if provided
type	Optional	Must be client or lead, defaults to lead
medicare_number	Optional	String, max 100 chars
medicaid_number	Optional	String, max 100 chars
medicare_part_a_effective_date	Optional	Use a Date Picker field type in GHL
medicare_part_b_effective_date	Optional	Use a Date Picker field type in GHL
medicaid_eligible	Optional	Must be either true or false
extra_help	Optional	Must be either true or false

Troubleshooting

Tip: Try troubleshooting with our AI chatbot (in the bottom-right corner).

The integration didn't connect

Did you log into your HealthSherpa Medicare account first, and from the same browser, load the installation link?
Did you load the correct installation link? There are 2: one for GoHighLevel classic, and one for LeadConnector/Whitelabel brands (such as DFY, Agent CRM, GoGuru, etc.)
Did you use the correct LocationID?
Did you copy your API key into the GHL integration page, and not your LocationID?

Contacts aren't syncing

Common issues:
- Make sure that you are the user/agent assigned to the contact in GHL
- Make sure your GHL account's email matches the email for your HealthSherpa Medicare account.
- If you're a downline agent and your agency set up the integration for you, check that your HealthSherpa Medicare account is joined to the agency account that set up the integration.
Less common issues:
- Make sure you've added our custom fields in lowercase, just like this: hsmedicare_contact_id and hsmedicare_redirect_url
- If only the Update workflow isn't syncing, try the steps in the Custom fields aren't populating section below
- Make sure the hs_contact_id custom field is stored under the Contact folder, not any other folder.
- Check the Execution Logs of the Workflow for the Create Contact v1 action with a Failed status and click View Details. This will reveal the Event Details and any messages about why the contact failed to sync:

Fields aren't all syncing

If your contacts are syncing, but certain fields aren't transferring over, please reference the field validation section above to ensure that your values match the Rules / Format criteria there.
To investigate further, from your workflow, click Execution Logs, look for any logs with the Create Contact v1 action and click View Details. This will reveal the Event Details and any messages about specific fields that failed to be saved:

Make sure you've added our custom fields in lowercase, just like this: hsmedicare_contact_id and hsmedicare_redirect_url

Custom fields aren't populating

If our two custom fields aren’t updating, or if the "Update contact" workflow has stopped working (even though the workflow log shows “success”) you may have a broken field mapping.

This is likely due to an action version number change. This can happen if you’ve deleted and re-added, or added more than one “Create Contact” action – which increments the internal action number – for example, if you've added a second Create Contact action it will be called "#2 Create Contact v1" and the custom field value hsmedicare_create_contact_v1.1.data.redirect_url will change to hsmedicare_create_contact_v1.2.data.redirect_url.

In other words, this error happens if the number on the right doesn't match the number on the left here:

To fix this issue: reopen your “Update Contact Field” action in your Create Workflow, re-select the correct two custom fields from the dropdown menu, save, and publish. If that doesn't work, delete and re-add the action:

FAQ

What is my Location ID?

In your GHL account, click into Settings and then Business Profile:

Can I sync a contact's prescriptions, providers, or pharmacies?

Not yet, but it's on our roadmap.

Does data sync from HealthSherpa Medicare back to my GHL CRM?

Not yet, but it's on our roadmap. First, to sync back enrollment record data.

AgentCRM workflow

If you're using AgentCRM, they've created a workflow template you can use, saving you some steps. See this video walkthrough, and reach out to them with questions.