How to monitor GoHighLevel sub-accounts

To monitor HighLevel (also called GoHighLevel or GHL) sub-accounts, check three things on a schedule: whether messages go out, whether leads and bookings get handled and whether the setup still matches your standard. Run the daily items every day, the slower ones weekly and everything again after each snapshot push. Past about ten sub-accounts, this gets hard to keep up by hand.

What to check and how often

The schedule is our suggestion, not a HighLevel rule. The numbers marked as HighLevel’s come from its help center.

Every day

• Workflows left in Draft. A workflow in Draft does not trigger or take actions. In a sub-account open Automation, then Workflows. Look at each status. The Overview tab shows Published workflows beside Total workflows. A workflow can arrive in Draft after a snapshot push and stay there.
• New leads with no reply and unread conversations. Look at new contacts for any with nothing sent back. Look at conversations left unread.
• Failed texts and bounced emails. Delivery problems show up as errors on individual messages. A daily look catches a spike before a client does.
• Failed payments. Check whether recent payments failed. Check whether any ran in test mode.
• Broken connections. In Settings, then Integrations, a broken Facebook connection shows a red warning mark and a Fix Issue button. Social accounts expire too.

Every week

• Email bounce rate. HighLevel says 0 to 3% is healthy, sends a warning email at 3% and suspends email sending at 5%. Since August 2026 the lock needs at least 500 sends and 25 bounces before it can act. The first two blocks last 12 hours each and the third is permanent. Divide Bounced by Sent: 13 bounced out of 500 sent is 2.6%. See HighLevel email bounce suspension.
• Where calls go. Each phone number needs a destination for incoming calls. See HighLevel calls with nowhere to go.
• Calendars people can book. A calendar can stay on while offering no bookable time slots. See HighLevel calendar not bookable.
• Sending domain records. Gmail and Yahoo require DMARC for bulk email, so a sending domain with no DMARC record can send mail to spam or get it rejected.
• Text errors. Texts rejected for missing A2P registration come back as a carrier error on the message. The related guide is listed under Messages that don’t arrive, further down.

After every change

• After a snapshot push or a new sub-account. Re-check drafts, custom values, tags, custom fields and pipeline stages against your standard.
• Custom values. If a value is empty when a message sends, the merge tag is replaced with nothing and the message still goes out with a gap. See Custom value blank in an email or text.

What a manual check misses

By hand you check one sub-account and one feature at a time.

HighLevel does notify you in some cases. It emails agency admins when a workflow is paused by an error or a loop lock. It sends a warning email when a bounce rate reaches 3%. A broken integration shows a reconnect prompt. These notices arrive one sub-account and one feature at a time.

For a workflow left in Draft we found no HighLevel help article that describes an alert. An empty custom value does not stop the message: it goes out with a gap.

For the whole-agency view, see the answer to How do I monitor all my HighLevel sub-accounts at once? on the homepage.

Questions

How often should I check my sub-accounts?

Daily for the problems that stop work without a sign: drafts, unanswered leads, failed messages, failed payments and broken connections. Weekly for rates and setup that change slowly, such as bounce rate and phone number destinations. Again after each snapshot push or new sub-account.

What breaks without any alert?

A workflow left in Draft does not run. We found no HighLevel help article that describes an alert for it. An empty custom value does not stop a message: it goes out with a gap. Each guide on this site says what HighLevel does and does not tell you for that problem.

What bounce rate is too high?

HighLevel’s help center calls 0 to 3% healthy, sends a warning email at 3% and suspends email sending at 5%. Since August 2026 the lock needs at least 500 sends and 25 bounces before it can act. See HighLevel email bounce suspension for how to check one sub-account by hand.

How do I check that a workflow is published?

Open a sub-account, then Automation, then Workflows. Read the status of each one. On the Overview tab, compare the Published workflows card with the Total workflows card. Repeat for every sub-account.

Do I need to check every sub-account every day?

For the daily items, yes, because a draft or a failure stays in place until someone notices. The weekly items can wait a week. A tool that checks every sub-account for you removes the need to do the daily pass by hand.

Where Watchtower fits

Watchtower is a read-only app for HighLevel agencies. It runs the daily checks above across every sub-account and covers many of the weekly ones too. It shows every problem on one dashboard, each linked to the setting to fix. A morning email lists what changed. Install it once at agency level; it finds every sub-account on its own.

It is read-only. Watchtower reports problems and links to them. It never edits, creates or deletes anything in a sub-account.

One email, worst first, with a link to each sub-account’s findings. See a sample digest.

$57 a month for your agency.

7-day free trial. Billing and cancelling happen in your HighLevel account.

What Watchtower checks each day

Six kinds of problem across every sub-account: leads, messages, payments, setup, bookings and calls, pages and connections.

Leads that never get a reply

• Sub-accounts with no published workflow or mostly drafts
• Workflows from your standard that are missing or left in Draft
• New leads with nothing sent back
• Leads sitting in the first pipeline stage for a week or more with no message or call from the team
• Conversations left unread

Related guide: Workflow drafts across every sub-account.

Messages that don’t arrive

• Email bounce rates climbing toward suspension
• A spike in SMS failures
• Texts rejected for missing A2P registration
• A sudden drop in send volume
• Campaigns that skipped recipients or got stuck in Draft
• Campaign bounce or unsubscribe rates climbing
• Sending domains with no DMARC record

Related guides: HighLevel email bounce suspension and HighLevel text errors 30034 and 30007.

Bookings and calls that can’t happen

• Calendars nobody can book, or where most are inactive
• Missing or placeholder phone numbers
• No number able to send
• Nowhere for calls to go
• Voice AI agents tied to a switched-off number pool or a deleted field

Related guides: HighLevel calendar not bookable and HighLevel calls with nowhere to go.

Payments that fail

• Payments failing for the same setup reason
• Payments left in test mode

Pages, forms and connections that break

• Dead trigger links and funnel redirects
• Forms and surveys with zero submissions
• Facebook Ads disconnected
• Social accounts with an expired connection
• Posts that failed or got stuck
• AI conversation agents switched off

Related guide: HighLevel Facebook connection expired.

Setup that drifted

• Empty or placeholder custom values
• Sub-accounts with no users added
• Pipelines with no stages
• Snapshot pushes that never finished
• Tags, custom fields or pipeline stages missing compared with your standard

Related guide: Custom value blank in an email or text.

Guides for each problem

• Custom value blank in a GoHighLevel email or text? How to fix it
• Can HighLevel alert you to workflow drafts in every sub-account?
• HighLevel email bounce suspension: triggers and how to avoid it
• HighLevel Facebook connection expired: the three connections
• HighLevel calendar not bookable: why slots go missing
• HighLevel calls with nowhere to go: check every phone number
• HighLevel text error 30034 or 30007? What it means and how to fix it

All of them are on the guides page.