SOP: Free Pilot Program

SOP: Free Pilot Program

Support Portal
April 23, 2026•4 min read

📘 SOP: Free Pilot Program

Unlock Your Greatness® For Internal Use Only — Timothy & Neil

1. Quick Reference

One-sentence summary: The Free Pilot Program is a fully automated, no-cost trial for schools where students access Lessons 1–4, schools receive progress updates, and students may optionally upgrade individually — without converting the school to a paid program.

Decision framework: If something feels like it requires manual intervention, pause and ask:

"Is this a school decision or a student decision?"

  • School decisions → Pilot or Bulk

  • Student decisions → Individual upgrade

That distinction keeps the system clean.

2. Purpose of This SOP

This SOP explains what the Free Pilot Program is, why it exists, how it runs end-to-end, how GoHighLevel automations handle ~90% of the work, which actions are manual vs automated, and what to monitor vs ignore.

It ensures:

  • No confusion between Pilot, Bulk, and Regular Affiliate

  • No accidental billing

  • No broken automations

  • Clean reporting and scalability

3. Program Overview

What the Pilot Is

The Free Pilot Program allows schools or organizations to:

  • Try Unlock Your Greatness at no cost

  • Access Lessons 1–4 only

  • Enroll an unlimited number of students

  • Receive progress and inactivity updates

  • Evaluate the program before committing

Core Rules

  • Schools do not pay

  • Schools are not bulk customers

  • Students may optionally upgrade individually

  • Certificates are not included in the pilot

  • No seat limit, no per-student approval, no billing

4. Systems & Entry Points

Systems Used

  • GoHighLevel (GHL) — CRM, workflows, courses, contracts, emails, SMS

  • GHL Membership — Student access + certificates (paid only)

No external tools are required for the pilot.

Website Forms

PurposeURLPilot Registration (schools)https://unlockyourgreatness.net/pilot-program-registrationStudent Uploadhttps://unlockyourgreatness.net/student-upload-registration-guideUYG Pilot Implementation Guidehttps://unlockyourgreatness.net/uyg-pilot-program-implementation-guide-4588

Single Entry Point for Schools

Schools enter only via the Pilot Program Registration Form. There is no manual approval, no payment step, and no sales call required.

Submitting the form:

  • Creates the school contact in GHL

  • Tags the contact free_pilot_program

  • Captures school name and admin email

  • Preserves affiliate attribution (if applicable)

5. End-to-End Flow

Stage 1 — School Registration (Automated)

School submits the Pilot Registration Form. GHL:

  • Creates/updates the contact

  • Sets program_type = Pilot

  • Adds the contact to the Free Pilot Program pipeline

  • Sends a confirmation email

No manual action required.

Stage 2 — Agreement Sent (Automated)

GHL:

  • Sends the Free Pilot Program Agreement

  • Adds tag pilot_agreement_sent

  • Sends a reminder after 24 hours if unsigned

Nothing progresses until the agreement is signed.

Stage 3 — Agreement Signed → Pilot Active (Trigger-based)

GHL:

  • Marks the pilot as active

  • Moves the deal to "Active Pilot"

  • Grants pilot access

  • Sends the "Pilot is Active" / "Program Activated" email

  • Sends the One-Page Implementation Guide

  • Enables student upload readiness

  • Activates the affiliate dashboard for the school (partner-level)

Still no payment. No bulk conversion.

Stage 4 — Student Enrollment (Automated)

Students are added via:

  • The Pilot Student Upload Form, or

  • CSV import (admin-controlled), enrolled via workflow 3.1 PILOT | Students | Enroll After Import

On enrollment, GHL:

  • Tags student pilot_student

  • Sets program_type = Pilot

  • Enrolls in Pilot Access (Lessons 1–4)

  • Sends login email

No seat limit. No approval per student. No billing.

Stage 5 — During the Pilot (Automated)

Student side:

  • Access to Lessons 1–4

  • Lesson completion emails and SMS

  • Optional student nurture emails running in background

Stage 6 — Student Upgrade Path (Automated)

Key rule: Schools never pay during the pilot. If a student wants full access, they click an upgrade link from a nurture email and pay individually via the pricing page. This does not affect the school's pilot status.

When a student purchases, GHL automatically:

  • Adds pilot_student_paid

  • Removes pilot_student

  • Sets program_type = Bulk

  • Grants full access (Lessons 1–12)

  • Enables auto-certificate

  • Stops all upgrade nudges

  • Prevents duplicate purchases

Stage 7 — Pilot End (After 3 Months)

  • Pilot access expires naturally

  • No billing occurs

  • No automatic bulk conversion

The school may later choose to end participation, discuss bulk pricing, or re-engage. Bulk is handled as a separate program with its own agreement and invoice.

Certificates

  • Pilot students do not receive certificates

  • Paid students receive certificates automatically after completing all 12 lessons

  • GHL handles certificate issuance

  • Timothy and Neil do not issue certificates manually

6. Responsibilities: Automated vs Manual

Automated — Do Not Touch

  • Pilot approval

  • Agreement sending and reminders

  • Student enrollment

  • Lesson emails

  • Upgrade logic

  • Certificate issuance

Manual — Intentional

  • Answering school questions

  • Discussing bulk pricing (if requested)

  • Creating private communities (bulk only)

  • Sending bulk invoices (not pilot)

7. Monitoring

Watch

  • Agreement signed status

  • Student inactivity alerts

  • Paid student completions

  • Support requests

Ignore

  • Pilot students upgrading individually

  • School/organization affiliate dashboards (unless payout time)

  • Pilot ending naturally

The system is designed to self-run.

8. Common Mistakes to Avoid

  • ❌ Do not invoice pilot schools

  • ❌ Do not manually enroll students into full access

  • ❌ Do not convert pilot schools to bulk automatically

  • ❌ Do not issue certificates to pilot students

  • ❌ Do not remove pilot tags prematurely

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