Snapshot Naming Convention — IMPORTANT
Snapshots cover the PREVIOUS period's data — not the current period.
Type Zap runs Covers Snap Shot Period Snapshot Date Zapier offset Weekly Mon Apr 7 Mar 31 – Apr 6 Week of Mar 31 2026 Mar 31 2026 Subtract 7 days Monthly Apr 1 March 2026 Month of March 2026 Mar 1 2026 Subtract 1 month → use 1st of that month Weekly branch: subtract 7 days from today → format MMM DD YYYY → use for both Snap Shot Period AND Snapshot Date Monthly branch: subtract 1 month → format Snap Shot Period as MMMM YYYY → Snapshot Date = 1st of that month Snapshot Naming Convention — IMPORTANT
Snapshots cover the PREVIOUS period's data — not the current period.
Type Zap runs Covers Snap Shot Period Snapshot Date Zapier offset Weekly Mon Apr 7 Mar 31 – Apr 6 Week of Mar 31 2026 Mar 31 2026 Subtract 7 days Monthly Apr 1 March 2026 Month of March 2026 Mar 1 2026 Subtract 1 month → use 1st of that month Weekly branch: subtract 7 days from today → format MMM DD YYYY → use for both Snap Shot Period AND Snapshot Date Monthly branch: subtract 1 month → format Snap Shot Period as MMMM YYYY → Snapshot Date = 1st of that month
Automation 1 — First Snapshot on Payment (GHL Native)
Tool: GoHighLevel native ClickUp integration — no Zapier needed..
Add Create Task step inside existing GHL workflow:
https://app.scalingengine.com/location/dTYhTEq6MOhUBvzfpCyp/workflow/4bbfbf92-9dd3-4ce2-aa79-eda921601758
Step 1 — Format two dates
Date A — Snapshot Date: Today minus 7 days → fs
Date A — Snapshot Date: Today minus 7 days → format MMM DD YYYY (e.g. Mar 25 2026) → used for Snapshot Date and Snap Shot Period
Date B — Due date: Today plus (e.g. Mar 25 2026) → used for Snapshot Date and Snap Shot Period
Date B — Due date: Today plus 7 days → f → format MMM DD YYYY (e.g. (e.g. Apr 088 2026) → used for task due date only
Step 2 — Create task in ClickUp ) → used for task due date only
Step 2 — Create task in ClickUp
List ID: 901711735847 (Client Health) Task name: {{contact.company_name}} — {{opportunity.product}} — Week of {{DDate A A}}
ClickUp Field GHL Source Notes Company Name Contact: Company Name Email Contact: Email Product Opportunity: Product / Service field Must match exact ClickUp label options Coach Opportunity or Contact: Coach field Must match exact ClickUp label options Snapshot Type Hardcode: Weekly Always weekly for first snapshot Snapshot Cadence Hardcode: New Client (0–60 days) Always this value for first snapshot Snapshot Date Date A (today minus 7 days) Start of the week being reported Snap Shot Period Week of {{Date A}} e.g. Week of Mar 25 2026 Due date Date B (today plus 7 days) End of the reporting weekClickUp Field GHL Source Notes Company Name Contact: Company Name Email Contact: Email Product Opportunity: Product / Service field Must match exact ClickUp label options Coach Opportunity or Contact: Coach field Must match exact ClickUp label options Snapshot Type Hardcode: Weekly Always weekly for first snapshot Snapshot Cadence Hardcode: New Client (0–60 days) Always this value for first snapshot Snapshot Date Date A (today minus 7 days) Start of the week being reported Snap Shot Period Week of {{Date A}} e.g. Week of Mar 25 2026 Due date Date B (today plus 7 days) End of the reporting week Step 3 — Update Snapshot Cadence on parent Clients task
Find parent task in Clients list (900801079472) by Contact ID or Company Name → set → set Snapshot Cadence == New Client (0–60 days)
Notes: Product and Coach values Notes: Product and Coach values from GHL must exactly match ClickUpClickUp label option spelling and capitalization.. GHL ClickUp integration docs: https://help.gohighlevel.com/support/solutions/articles/155000005671
Automation 2 — Weekly Monday Snapshot Batch (Zapier)
Trigger:rigger: Schedule by Zapier → Every week → Monday → 8:00 AM Chuck's timezone
Step 1 — Format dates (run Formatter twice)
Format A — Weekly: Today minus 7 days → MMM DD YYYY → e.g. Mar 31 2026
Format B — Monthly: Today minus 1 month → first of that month → MMMM YYYY → e.g. March 2026 / Snapshot Date = March 1 2026
Step 2 — Detect→ Every week → Monday → 8:00 AM Chuck's timezone
Step 1 — Format dates (run Formatter twice)
Format A — Weekly: Today minus 7 days → MMM DD YYYY → e.g. Mar 31 2026
Format B — Monthly: Today minus 1 month → first of that month → MMMM YYYY → e.g. March 2026 / Snapshot Date = March 1 2026
Step 2 — Detect first Monday of month
Condition: Day of month is between 1 and 7 → → is_first_monday = true
Step 3 — Get active client tasks from Clients list
List ID: 900801079472 — include ONLY statuses: ongoing, actv w/ sched, actv no sched
Critical: Parent tasks only. Add a Filter List ID: 900801079472 — include ONLY statuses: ongoing, actv w/ sched, actv no sched
Critical: Parent tasks only. Add a Filter step checking parent IDID is blank/null to exclude session subtasksto exclude session subtasks.
Step 4A — Weekly snapshot task
Condition: Snapshot Cadence = New Client (0–60 days) OR Weekly — Yellow or Red
List ID: 901711735847 — — Task name: {{Company Name}} — {{Scoring Model}} — Week of {{Format A}}Format A}}
ClickUp Field Source Notes Company Relationship field Links to Clients list task Company Name Clients task Email Clients task Product Clients task Coach Clients task Scoring Model Clients task Pre-set by ClickUp automation Snapshot Cadence Clients task Carries over Snapshot Type Hardcode: Weekly Snapshot Date Format A (today minus 7 days) Start of week being reported — NOT today Snap Shot Period Week of {{Format A}} e.g. Week of Mar 31 2026 Due date Today's dateClickUp Field Source Notes Company Relationship field Links to Clients list task Company Name Clients task Email Clients task Product Clients task Coach Clients task Scoring Model Clients task Pre-set by ClickUp automation Snapshot Cadence Clients task Carries over Snapshot Type Hardcode: Weekly Snapshot Date Format A (today minus 7 days) Start of week being reported — NOT today Snap Shot Period Week of {{Format A}} e.g. Week of Mar 31 2026 Due date Today's date Step 4B — Monthly snapshot task (first Monday only)
Condition A: Snapshot Cadence = Monthly — Stable Green AND AND Condition B: is_first_monday = true
Task name: {{Company Name}} — {{Scoring Model}} — Month of {{Format B}}
ClickUp Field Value Snapshot Type Monthly Snapshot Date First day of previous month (e.g. March 1 2026 ) Snap Shot Period Month of {{Format B}} e.g. Month of March 2026 All other fields same as Step 4A.
Critical reminders:
is_first_monday check is required — w= true
Task name: {{Company Name}} — {{Scoring Model}} — Month of {{Format B}}
ClickUp Field Value Snapshot Type Monthly Snapshot Date First day of previous month (e.g. March 1 2026 ) Snap Shot Period Month of {{Format B}} e.g. Month of March 2026 All other fields same as Step 4A.
Critical reminders:
is_first_monday check is required — without it monthly clients get weekly tasksget weekly tasks Parent filter in Step 3 is required — without it subtasks (sessions) will get snapshot tasks Snapshot Cadence is maintained by therequired — without it subtasks (sessions) will get snapshot tasks Snapshot Cadence is maintained by the Super Agent — — Tristanne reads it, never manually sets it Do NOT use ClickUp recurring tasks — these automations replace them entirelyreads it, never manually sets it Do NOT use ClickUp recurring tasks — these automations replace them entirely Test Automation 1 with a single GHL GHL test opportunity before activating
Test Automation 2 with a manual Zapier trigger and verify outputZapier trigger and verify output before scheduling
Key Field Reference
Field List Notes Snapshot Cadence Clients + Client Health Drives weekly vs monthly. Agent keeps updated. Scoring Model Clients Set by ClickUp automation from Product field Snapshot Date Client Health Always a past date — last Monday (weekly) or 1st of last month (monthly) Status filter Clients Include: ongoing , actv w/ sched , actv no sched onlyField List Notes Snapshot Cadence Clients + Client Health Drives weekly vs monthly. Agent keeps updated. Scoring Model Clients Set by ClickUp automation from Product field Snapshot Date Client Health Always a past date — last Monday (weekly) or 1st of last month (monthly) Status filter Clients Include: ongoing , actv w/ sched , actv no sched only
Related
Process task: https://app.clickup.com/t/86e0c262g Client Health list: https://app.clickup.com/9008140728/v/l/li/901711735847 Clients list: https://app.clickup.com/9008140728/v/l/li/900801079472https://app.clickup.com/t/86e0c262g Client Health list: https://app.clickup.com/9008140728/v/l/li/901711735847 Clients list: https://app.clickup.com/9008140728/v/l/li/900801079472
Due 2026-09-30