HighLevel

HighLevel is the CRM connection in TopClosers. It syncs booked appointments, shows and no-shows and the outcome of every sale, so each call gets its business context.

It is a per-agency connection: the owner connects it once, against the business account where the team books appointments, and it serves the whole team. Closers neither see nor manage this card.

An independent integration

TopClosers connects to HighLevel through its official API. It is an independent product by ZeroChats and is not affiliated with, sponsored or endorsed by HighLevel.

Before you start

• You must be the owner of the agency in TopClosers.
• You need access to the HighLevel business account where the sales calendar lives, and the ability to approve the install.
• Know which business account that is: HighLevel will ask during the connection, and picking the wrong one is the most common mistake.

How to connect HighLevel

1. Open Settings → Integrations.

   Find the HighLevel card.

2. Click “Connect HighLevel”.

   HighLevel opens so you can approve access. It takes under a minute.

3. Pick the right business account.

   It must be the one your team books sales appointments in. Approve the permissions it asks for.

4. You are returned to TopClosers.

   You will see “HighLevel is connected”. The card now shows the Active status, the connected business account and the connection date.

5. Decide whether to import the last 7 days.

   Right after connecting, TopClosers offers to pull in the last week’s appointments so your team sees them immediately. Accept, or click Not now and do it later.

If your CRM is white-labeled

Plenty of agencies run HighLevel under their own domain and their own branding: you sign in at something like app.youragency.com and HighLevel is nowhere to be seen. For those cases the card has a second link: “My CRM is white-labeled”.

It does exactly what Connect HighLevel does — same permissions, same business account, same result. The only thing that changes is the sign-in screen you go through. If one doesn’t recognise your account, try the other: nothing is left half-done between attempts.

Which credentials to enter

You enter nothing in TopClosers. The screen that opens asks you to sign in to the CRM, and that is where these go:

• The email of your CRM user.
• Its password.

It is the same account you use for your white-labeled CRM, but the session doesn’t travel across: even with the CRM already open in another tab, this screen will ask you to sign in again. That is expected.

You need an actual password

That form only accepts an email and a password. If you normally reach your CRM through a magic link, through Google, or because your agency signs you in, there is no password to type and you will see “invalid credentials”. Set one from your own domain, with Forgot password?, and try again.

“Invalid credentials”

This is the most common stumble in this flow. Work through it in this order:

1. Set a password in your CRM. Go to your white-labeled domain, use Forgot password? and confirm you can sign in with email and password, without a magic link.
2. Do it in an incognito window, with no CRM sessions open. The screen itself warns that if you are already signed in, you should sign out and sign in again.
3. Type the password by hand. Your password manager saved it for your agency’s domain and won’t offer it here, and copy-pasting drags stray spaces along.
4. Check the email. It has to be the CRM user with access to the business account where the sales calendar lives, not a client-portal login or another address of yours.
5. Wait a few minutes if you have failed several times. The CRM locks access for a while after repeated attempts, and from then on even the right password reads as invalid.
6. Try the standard button, “Connect HighLevel”. The same credentials work there.

If it still won’t let you in, the problem is with the account and not with TopClosers: ask whoever administers your CRM to confirm that your user has access to that business account and permission to install apps. If needed, that person can complete the connection with you, from your TopClosers session.

What it syncs

From that moment on, with nothing else to do:

• Booked appointments. Every new booking appears under Appointments with its lead, its date and the assigned closer.
• Shows and no-shows. When you mark in HighLevel that the lead showed up or did not, the appointment status updates in TopClosers.
• Outcomes. The sale outcome travels the same way, and it is what feeds the close rates in Statistics and the Commissions calculation.
• Lead context. With HighLevel connected, TopClosers can prepare the lead report ahead of the call.

Syncing also runs the other way: when you reschedule an appointment from TopClosers, the change is written to the HighLevel calendar — the CRM stays the source, and the appointment only moves here once it accepts the change.

On top of that, each recorded call is linked to its appointment when the contact and the time slot match, so you see the analysis and its outcome together.

Analysis never depends on the appointment

If a call never links to an appointment, it is still analyzed and scored. The link only enriches outcome reporting.

Import recent appointments

Automatic syncing only brings in what happens after you connect. For anything earlier there is an on-demand import:

• Right after connecting, from the Import your recent appointments? prompt.
• At any time, from the Appointments page, with the Import last 7 days button.

It pulls the last week’s appointments from the connected business account. You can repeat it safely: appointments that already exist are not duplicated.

When you need to reconnect

Click Reconnect on the card when:

• The status reads “Expired”. The permission lapsed or was revoked in HighLevel, and new appointments have stopped arriving. Your existing data is safe; reconnecting resumes syncing.
• TopClosers adds new permissions. Some features need more access than was granted when you first connected. A granted permission does not expand on its own: you have to go through the approval screen once more. That is the case, for instance, with lead reports.
• You cannot reschedule appointments. If moving an appointment reports a missing calendar permission, this is exactly the case: disconnect and reconnect HighLevel and the reschedule button starts working.

Reconnecting deletes nothing and re-imports nothing: it only renews access.

Disconnecting

Click Disconnect on the card and confirm.

• New appointments stop syncing.
• Everything already imported — appointments, calls and scores — stays in your workspace.
• HighLevel access is removed from TopClosers, and the app is uninstalled in HighLevel too, so both sides agree it is gone. To come back, connect again.
• Your TopClosers subscription is untouched: cancel it separately if you want to.

If something goes wrong

“The connection attempt expired or was opened in a different browser.” Go back to the card, click Connect and complete the whole flow in one go, in the same browser window.

“HighLevel didn’t accept the connection.” Try again and, when HighLevel asks, make sure you pick the right business account.

“Invalid credentials” when signing in. This mostly hits agencies running the CRM under their own branding. Follow the steps in If your CRM is white-labeled.

I connected but no appointments appear. New appointments only arrive from the connection onwards. If the ones you want are older, use Import last 7 days from Appointments. Also check that the bookings are being created in the business account you connected and not another one.

Appointments appear with no closer assigned. Check that the appointment has an assigned user in HighLevel, and that their email matches that person’s TopClosers invitation email.

I mark a show in HighLevel and nothing changes in TopClosers. Check the card status: if it reads Expired, nothing new is arriving. Reconnect and try again.

I do not see the lead report. It needs a permission added after the first version of the integration. Click Reconnect once and approve access again.

I cannot see the HighLevel card. Only the agency owner manages this connection; closers do not see it.

If the problem persists, see Common issues or contact support from Account and support.