HighLevel Integration

The HighLevel integration automatically synchronizes your Vodia PBX call data with your HighLevel account. This integration helps you track all customer interactions, maintain accurate contact records and ensure no potential leads are missed.

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It is important that telephone numbers in HighLevel are stored in the format that the PBX uses. For US numbers this format is a 10-digit format (for example, 6173998147). This is because telephone numbers need to match exactly in ActiveCampaign.

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Enhance your experience by using this integration with our click-to-dial and web portal features

Requirements

• Ensure your HighLevel account has necessary permissions to manage contacts and create custom objects
• Ensure your HighLevel plan supports custom objects

Integration Setup

• In the Tenant, under Advanced->CRM Integration, go to HighLevel:

  • Click the "Get OAuth Token" button

    

  • You will be redirected to GoHighLevel to authorize the connection

    

  • If prompted, log into your GoHighLevel account. You may be redirected; please return to this page after authenticating.

  tip

  Important: Integration has been tested with sub accounts only.

  • Select the sub account for the inegration

    

  • Approve the requested permissions

    

  • You will be automatically redirected back to Vodia PBX

  • You should see a green confirmation that the integration is active

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  Important: You must click Save to store the retrieved token

  • Set the scope, select the authentication type (whitelabel or standard), and then click Save.

    

• Once successfully connected, calls will be displayed in your HighLevel account under the menu Calls or under Contact's Associations

  

  

Integration Features

• Automatic Contact Management
  • Contact Creation: Automatically creates new contacts in GoHighLevel for incoming calls from unknown numbers
  • Contact Updates: Updates existing contacts with recent call activity
  • Phone Number Matching: Intelligently matches phone numbers to existing contacts
• Comprehensive Call Tracking
  • Call Records: Creates detailed call records for every inbound and outbound call
  • Call Outcomes: Tracks whether calls were answered, were busy or failed
  • Call Duration: Records the length of connected conversations
  • Call Direction: Distinguishes between inbound and outbound calls
• Staff Attribution
  • PBX User Tracking: Associates calls with the specific PBX extension/user who handled them (where possible)
  • User Information: Includes staff member's name and email in call records
• Smart Associations
  • Call-Contact Linking: Creates relationships between call records and contacts for easy tracking
  • Complete History: View all call interactions for each contact in one place

Viewing Your Data in GoHighLevel

• Contacts

  • New contacts appear in your GoHighLevel contacts list
  • Contacts are automatically tagged with "Vodia Call"
  • Phone numbers are properly formatted and stored

• Call Records

  • Call records appear as custom objects called "Calls"
  • Each call record is associated with the relevant contact
  • View call history directly from contact profiles
  • Filter and search calls by outcome, direction, duration, or staff member

• Associations

  • Calls and contacts are properly linked
  • View all call interactions for any contact

Troubleshooting

• Integration Not Working

  • Verify that you completed the OAuth authorization process
  • Check that you selected the correct GoHighLevel location
  • Ensure the "Get OAuth Token" button shows successful authorization

• Missing Call Records

  • Calls only sync after they are completed
  • Very short calls (under a few seconds) may not be recorded
  • Internal calls between extensions are not synchronized

• Contact Duplicates

  • The system matches contacts by exact phone number
  • Different number formats may create separate contacts
  • Manually merge duplicates in GoHighLevel if needed

• Authorization Expired

  • OAuth tokens may expire after extended periods
  • Click "Get OAuth Token" again to re-authorize
  • No data will be lost during re-authorization

Best Practices

• Staff Setup

  • Ensure all PBX extensions have proper names and email addresses configured
  • This information appears in GoHighLevel call records for proper attribution

• Phone Number Format

  • Use consistent phone number formatting in your PBX
  • This helps with accurate contact matching in GoHighLevel

• Regular Monitoring

  • Periodically check that new calls are appearing in GoHighLevel
  • Verify that contact information is being populated correctly

Privacy and Security

• All data transmission uses secure HTTPS encryption
• OAuth tokens are securely stored and automatically refreshed as needed
• Only authorized personnel with PBX access can configure the integration
• HighLevel access is limited to contact and custom object management