- Recover lost prospects with automated follow-up emails
- Quick Summary – Lost Deal Engagement at a Glance
- Video Guide: Build a GHL Lost Deal Engagement Workflow
- Why Lost Deals Still Matter
- Build the GHL Lost Deal Engagement Workflow
- Write Better Break-Up and Follow-Up Emails
- Business Benefits of Lost Deal Engagement
- Common Lost Deal Engagement Questions
- Put Your Re-Engagement Workflow to Work
Recover lost prospects with automated follow-up emails
The best way to set up Lost Deal Engagement in GHL is to trigger a workflow when an opportunity is marked as lost. You can tag the contact, send a polite break-up email, wait 90 days, and then send two follow-up emails. If the prospect replies, GHL can alert the right sales rep.
In practice, the 90-day wait is one of the most important parts of this setup. If you follow up too soon, the reason they said no may still be there. Giving the prospect some space often makes the next message feel more natural and less forced.
A lost deal does not always mean the prospect was a bad fit. Sometimes the timing was wrong, the budget was tight, or another priority came first. That is why a simple Lost Deal Engagement process can help you stay organized without chasing people too hard.
This workflow uses a clear follow-up schedule. It waits 90 days before the first re-engagement email, seven days before the second, and up to 30 days for a reply.
In this step-by-step guide, you will set up the trigger, contact tag, break-up email, wait actions, follow-up emails, and internal alert. By the end, you will have a simple system that helps you reconnect with qualified prospects and gives your team another chance to recover lost deals.
Quick Summary – Lost Deal Engagement at a Glance
Purpose: You will learn how to build a Lost Deal Engagement workflow in GHL.
Why It Matters: You can follow up with lost prospects without using notes, memory, or manual tasks.
What You Get: You will set up a break-up email, timed follow-ups, reply tracking, and a team alert.
Time to Complete: You can build and test this workflow in about 30 to 45 minutes.
Difficulty Level: This setup is best for beginner to mid-level GHL users.
Key Outcome: You will have a clear follow-up process that gives good prospects an easy way back.
Video Guide: Build a GHL Lost Deal Engagement Workflow
See how to set up Lost Deal Engagement in GHL. You will learn how to follow up with lost prospects, send the right emails, and alert your team when someone replies.
What you’ll see:
Automate marketing, manage leads, and grow faster with GoHighLevel.
- Create the workflow in GHL.
- Add the lost deal trigger and tag.
- Send a break-up email and follow-up emails.
- Alert your sales team when a lead replies.
Why Lost Deals Still Matter
A lost deal is not always a dead deal. The prospect may have liked your offer, but the timing was wrong, the budget was tight, or another issue came first. That is why Lost Deal Engagement matters. It gives you a simple way to stay in touch without pushing too hard.
With GHL, you can turn that follow-up into a clear process. Instead of relying on memory, notes, or a messy spreadsheet, you can let the workflow handle the next steps.
- Send a polite break-up email when the deal is marked as lost.
- Give the prospect enough time before you reach out again.
- Send follow-up emails on a set schedule.
- Alert your sales team when the prospect replies.
The point is not to chase every lost prospect. It is to stay visible and reconnect when the timing is better. This works well for agencies, coaches, consultants, service businesses, and sales teams with longer sales cycles.
Build the GHL Lost Deal Engagement Workflow
You will build a Lost Deal Engagement workflow in GoHighLevel. It starts when a deal is marked as lost. The workflow adds a tag and sends a break-up email. It then waits and sends follow-up emails.
You will also track replies. When a lead replies, GHL alerts your sales team. This helps you follow up without notes or manual tasks.
- Access the Workflow Builder from the Automation Section.
- Set the Opportunity Created Trigger After Renaming Your Workflow.
- Rename the Opportunity Created Trigger and Add a Filter.
- Set In Pipeline as the First Filter Before Adding Another Filter.
- Set Pipeline Status as the Second Filter Before Saving the Trigger.
- Search for and Add the Add Contact Tag Element.
- Set the Client Lost Deal Tag Before Saving the Action Element.
- Search for and Add the Send Email Action Element.
- Set the Sender Name, Email Address, and Subject Line.
- Add the Break-up Email Subject Line and Body.
- Search for and Add the Wait Action Element.
- Rename the Wait Action Element and Set the Time Period to 90 Days.
- Search for and Add the Send Email Action Element.
- Set the Sender Name, Email Address, and Subject Line.
- Add the First Reach Out Email Subject Line and Body.
- Search for and Add the Wait Action Element.
- Rename the Wait Action Element and Set the Time Period to 7 Days.
- Search for and Add the Send Email Action Element.
- Set the Sender Name, Email Address, and Subject Line.
- Add the Second Reach Out Email Subject Line and Body.
- Search for and Add the Wait Action Element.
- Rename the Wait Action Element and Set the Wait Type.
- Search for and Add the Send Internal Notification Action Element.
- Set the Action Name and Internal Notification for Your Team.
- Set the Redirect Page and Team Assignee.
- Open the Workflow Settings and Set the Contact Timezone.
- Publish and Save Your Workflow.
To start, make sure you are logged in to your GoHighLevel sub-account. Make sure you’ve created a pipeline for lost deals and a contact tag.
Step 01 – Access the Workflow Builder from the Automation Section
- Create your Lost Deal Engagement workflow using the Workflow Builder in the Automation section.
1.1 Click Automation.
- You will be taken to the Workflows tab by default.
1.2 Click Workflows.
- You will see a list of workflows, along with options such as Create Folder, Build Using AI, and + Create Workflow.
1.3 Click + Create Workflow.
- A dropdown menu will appear with several options, including + Start from Scratch.
1.4 Click + Start from Scratch.
- You will be taken to the Workflow Builder.
Step 02 – Set the Opportunity Created Trigger After Renaming Your Workflow
- Rename your Lost Deal Engagement workflow, then set the Opportunity Created trigger.
2.1 Rename your workflow.
- Click the Pencil icon at the top of the Workflow Builder and enter a new name for your workflow.
2.2 Click Add New Trigger.
- The trigger library will appear, where you can search for and select a trigger.
2.3 Search for and select Opportunity Created.
- You will be taken to the Opportunity Created trigger settings.
Step 03 – Rename the Opportunity Created Trigger and Add a Filter
- Give the Opportunity Created trigger a clear name, then add a filter.
3.1 Rename the Opportunity Created trigger.
- This makes it easier to identify on the Lost Deal Engagement workflow canvas.
3.2 Click Add Filters.
- A drop-down filter will appear below the Add Filters button.
Step 04 – Set the In pipeline as the First Filter Before Adding another Filter
- Choose In pipeline as the filter, then select your created sales pipeline before adding another filter.
4.1 Select In Pipeline from the first drop-down filter set.
- Another drop-down filter will appear below the second filter.
4.2 Choose your created pipeline.
- The chosen pipeline should appear in the second drop-down filter.
4.3 Click Add Filters.
- A drop-down filter will appear below the current filter set.
Step 05 – Set the Pipeline Status as the Second Filter Before Saving the Trigger
- Choose Pipeline Status as the filter before saving the trigger.
5.1 Select Pipeline Status from the second drop-down filter.
- Another drop-down filter will appear below the second filter.
5.2 Choose Is as the operator
- The chosen option should appear in this specific filter.
5.3 Choose Lost as the condition
- The chosen option should appear in this specific filter.
5.4 Click Save Trigger.
- The trigger will now appear on the Lost Deal Engagement workflow canvas.
Step 06 – Search for and Add the Add Contact Tag Element
- Click the Add Actions button, then search for and choose the Add Contact Tag action element.
6.1 Click Add New Element.
- The action element library should appear on the right side of the canvas.
6.2 Search for and select the Add Contact Tag action element.
- You will be taken to the Add Contact Tag settings.
Step 07 – Set the Client Lost Deal Tag Before Saving the Action Element
- Rename the action element, then set the Client Lost Deal tag before saving the action element.
7.1 Rename the action element.
- This helps make the workflow easier to read on the Lost Deal Engagement workflow canvas.
7.2 Set your created tag.
- Select the client: onboarding tag that you just created.
7.3 Click the Save Action button.
- The action element should now appear on the Lost Deal Engagement workflow canvas.
Step 08 – Search for and Add the Send Email Action Element
- Click Add New Element, then search for and select the Send Email action element.
8.1 Click Add New Element.
- The action library will appear on the right side of the canvas.
8.2 Search for and select Send Email.
- You will be taken to the Send Email settings.
Step 09 – Set the Sender Name, Email Address, and Subject Line
- Set the sender details and subject line for this workflow email.
9.1 Rename the Send Email action element.
- Use a clear and simple name.
9.2 Enter the sender name.
- You can also use a custom value for the sender name.
9.3 Enter the sender email address.
- You can also use a custom value for the sender email address.
Step 10 – Add the Break-up Email Subject Line and Body
- Enter the subject line and content for your Break-up email.
10.1 Enter the Break-up email subject line.
- Keep the subject short and clear.
10.2 Enter the Break-up Email body.
- Keep the message clear, polite, and helpful.
10.3 Click Save Action.
- The Send Email action element will now appear on the Lost Deal Engagement workflow canvas.
Step 11 – Search for and Add the Wait Action Element
- Click the Add New Element button, then search for and select the Wait action element.
11.1 Click Add New Element.
- The action library will appear on the right side of the canvas.
11.2 Search for and select the Wait action element.
- You will be taken to the Wait settings.
Step 12 – Rename the Wait Action Element and Set the Time Period to 90 Days
- Rename the action element and choose the For a Set Period of Time option.
12.1 Rename the Wait action element.
- This makes the workflow easier to read on the Lost Deal Engagement workflow canvas.
12.2 Select the For a Set Period of Time option.
- You will see two input boxes where you can set the time period for this action element.
12.3 Type 90 in the Time Period field.
- By default, the time period is set to minutes.
12.4 Set the Unit to Days.
12.5 Click the Save Action button.
- The Wait action element will now appear on the workflow canvas.
Step 13 – Search for and Add the Send Email Action Element
- Click Add New Element, then search for and select the Send Email action element.
13.1 Click Add New Element.
- The action library will appear on the right side of the canvas.
13.2 Search for and select Send Email.
- You will be taken to the Send Email settings.
Step 14 – Set the Sender Name, Email Address, and Subject Line
- Set the sender details and subject line for this Lost Deal Engagement workflow email.
14.1 Rename the Send Email action element.
- Use a clear and simple name.
14.2 Enter the sender name.
- You can also use a custom value for the sender name.
14.3 Enter the sender email address.
- You can also use a custom value for the sender email address.
Step 15 – Add the First Reach-out Email Subject Line and Body
- Enter the subject line and content for your first reach out email.
15.1 Enter the first reach out email subject line.
- Keep the subject short and clear.
15.2 Enter the first reach-out email body.
- Keep the message clear, polite, and helpful.
15.3 Click Save Action.
- The Send Email action element will now appear on the Lost Deal Engagement workflow canvas.
Step 16 – Search for and Add the Wait Action Element
- Click the Add New Element button, then search for and select the Wait action element.
16.1 Click Add New Element.
- The action library will appear on the right side of the canvas.
16.2 Search for and select the Wait action element.
- You will be taken to the Wait settings.
Step 17 – Rename the Wait Action Element and Set the Time Period for 7 Days
- Rename the action element and choose the For a Set Period of Time option.
17.1 Rename the Wait action element.
- This makes the workflow easier to read on the workflow canvas.
17.2 Select the For a Set Period of Time option.
- You will see two input boxes where you can set the time period for this action element.
17.3 Type 7 in the Time Period field.
- By default, the time period is set to minutes.
17.4 Set the Unit to Days.
17.5 Click the Save Action button.
- The Wait action element will now appear on the Lost Deal Engagement workflow canvas.
Step 18 – Search for and Add the Send Email Action Element
- Click Add New Element, then search for and select the Send Email action element.
18.1 Click Add New Element.
- The action library will appear on the right side of the canvas.
18.2 Search for and select Send Email.
- You will be taken to the Send Email settings.
Step 19 – Set the Sender Name, Email Address, and Subject Line
- Set the sender details and subject line for this workflow email.
19.1 Rename the Send Email action element.
- Use a clear and simple name.
19.2 Enter the sender name.
- You can also use a custom value for the sender name.
19.3 Enter the sender email address.
- You can also use a custom value for the sender email address.
Step 20 – Add the Second Reach Out Email Subject Line and Body
- Enter the subject line and content for your second reach out email.
20.1 Enter the second reach out email subject line.
- Keep the subject short and clear.
20.2 Enter the second reach-out email body.
- Keep the message clear, polite, and helpful.
20.3 Click Save Action.
- The Send Email action element will now appear on the Lost Deal Engagement workflow canvas.
Step 21 – Search for and Add the Wait Action Element
- Click the Add New Element button, then search for and select the Wait action element.
21.1 Click Add New Element.
- The action library will appear on the right side of the canvas.
21.2 Search for and select the Wait action element.
- You will be taken to the Wait settings.
Step 22 – Rename the Wait Action Element and Set the Wait Type
- Rename the action element and choose the Until the contact replies option.
22.1 Rename the Wait action element.
- This makes the workflow easier to read on the Lost Deal Engagement workflow canvas.
22.2 Select the Until the contact replies option.
- You will see two input boxes where you can set the time period for this action element.
22.3 Add the two Reach out/Engagement emails for the Reply to section.
22.4 Set the Timeout to 30 days.
22.5 Click the Save Action button.
- The Wait action element will now appear on the Lost Deal Engagement workflow canvas.
Step 23 – Search for and Add the Send Internal Notification Element
- Click Add New Element, then search for and select the Send Internal Notification action element.
23.1 Click Add New Element.
- The action library will appear on the right side of the canvas.
23.2 Search for and select the Send Internal Notification action element.
- You will be taken to the Send Internal Notification settings page.
Step 24 – Set the Action Name and Internal Notification for Your Team
- Rename the Send Internal Notification action element, then create the notification for your team.
24.1 Rename the Send Internal Notification action element.
- Use a clear and simple name.
24.2 Choose the Notification Type.
- The Title, Message, and other notification fields will appear for you to complete.
24.3 Enter the Re-Engagement notification title.
- Keep it short and easy to understand.
24.4 Enter the Send Internal Notification message for your team.
- Write clear instructions so your team knows what to do next.
- Add the appropriate custom values as well so the team member can easily identify the client’s details.
Step 25 – Set the Redirect Page and Team Assignee
- Set the redirect page so your team can open the client’s contact details.
25.1 Set the Redirect Page to Contact.
25.2 Choose the User Type.
- For this example, Particular user is selected.
25.3 Click the Save Action button.
- The action element will now appear on the Lost Deal Engagement workflow canvas.
Step 26 – Open the Workflow Settings, Then Set the Contact Timezone Before Returning to the Builder
- Click the Settings tab at the top of the workflow canvas, then set the Contact Timezone in the Communication section before returning to the workflow builder.
26.1 Click the Settings tab.
- You will be taken to the workflow settings section.
26.2 Toggle on Allow re-entry and Allow multiple opportunities.
26.3 Set the Contact Timezone.
- This helps the workflow send messages based on the contact’s local timezone.
26.4 Click the Builder tab.
- You will return to the Lost Deal Engagement workflow canvas.
Step 27 – Publish and Save Your Workflow
- Turn on Publish and save your workflow.
27.1 Turn on the Publish toggle.
- The toggle will turn blue to show that it is active.
27.2 Click Save.
- The red dot on the Save button will disappear, confirming that your Lost Deal Engagement workflow has been saved.
Write Better Break-Up and Follow-Up Emails
Your emails should feel calm, clear, and easy to answer. Lost Deal Engagement works best when you give the prospect room. You are not trying to force a sale. You are giving them a simple way to talk again when the time is right.
Use these tips when you write each email.
- Keep the break-up email short and polite.
- Thank the prospect for their time.
- Respect their choice and avoid pressure.
- Leave the door open for a future talk.
- Use one clear call to action.
- Avoid long sales pitches and deep discounts.
- Keep the subject line short and natural.
- Match the tone to the type of client you serve.
Your first follow-up email should feel like a quick check-in. Ask if the timing has changed or if the project is back on their list. Keep it simple and easy to answer.
Your second follow-up email can be more direct. Invite the prospect to a short call and share one useful client result. Keep the story brief and tied to the problem they wanted to solve.
The goal is not to send more emails. The goal is to send the right message at the right time. When your email feels helpful and low pressure, you have a better chance of getting a reply.
Business Benefits of Lost Deal Engagement
Lost Deal Engagement gives you a clear way to follow up with lost prospects. Once the workflow is live, GHL handles the emails, wait times, and reply tracking. That saves you time and helps your team follow the same process each time.
You also get a better view of your lost deals. Contact tags help you group and track them. Internal alerts let the right person know when a prospect replies.
- Save time on manual follow-up.
- Keep each lost deal in one clear process.
- Give prospects space before you reach out again.
- Track lost contacts with a simple tag.
- Help your sales team reply faster.
- Reduce the chance of missing a future sale.
Here is a common example. A prospect may say no because the budget is not there yet. Three months later, that may change. Your workflow sends the follow-up, and your sales team can step in when the prospect replies.
You can also adjust the setup to fit your sales process. Change the wait times, update the emails, or add more steps. The core Lost Deal Engagement process stays simple, while the workflow can match the way your business works.
Common Lost Deal Engagement Questions
A Lost Deal Engagement workflow is simple once the main parts are in place. Still, you may have questions about timing, triggers, replies, and follow-up steps. These answers will help you set up the workflow with fewer mistakes.
Put Your Re-Engagement Workflow to Work
Lost Deal Engagement gives you a simple way to stay in touch with prospects who were not ready to buy. GHL can tag each lost contact, send a break-up email, wait for the right time, and start the follow-up process for you.
The real benefit is consistency. You do not have to rely on memory, notes, or manual checks. The workflow handles the routine steps, while your team focuses on real replies and sales talks.
Before you publish the workflow, check each part.
- Make sure the trigger uses the right pipeline and Lost status.
- Confirm that the Lost Deal tag is added.
- Review each email for tone and a clear next step.
- Test the wait steps and reply branch.
- Check that the right team member gets the alert.
Once the workflow is live, track replies, booked calls, and recovered deals. These results will show you what is working and what needs to change.
A lost deal is not always a dead deal. With a clear Lost Deal Engagement workflow in GHL, you can stay visible and give good prospects an easy way back.
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