A
Google Business Profile
Share your profile link and confirm who can grant manager access. Use the verified business profile that represents the service area.
Google: add or remove profile owners and managers ↗NGNEW GROUNDS
HVAC CLIENT ONBOARDING
HVAC CLIENT ONBOARDING
Post-signature setup
Residential HVAC installations and replacements
Your campaign starts with a clean handoff.
Use this page to share your approved service area, account access, estimator availability, and booking preferences. We’ll confirm costs and the appointment source before anything launches.
Start your onboarding form ↓01Share your operating brief
02Invite account access
03Set call + booking rules
04Review, test, approve
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Keep account access secure. Invite us through Google’s user or manager settings. Never send passwords, one-time verification codes, recovery codes, payment card details or API secrets in this form.
01 · The field guide
Know what happens next.
A practical nine-slide walkthrough for residential installation and replacement estimate campaigns. It explains the handoff, access, launch checks, and who owns each part.
The guide supports onboarding; it contains no case-study claims or performance promises.Open the guide in a new tab ↗
02 · Connect your accounts
Invite access. Keep ownership with you.
Use official Google instructions if you need help. Share account IDs or profile links in the intake form, then invite the agreed user or manager role from the account settings.
B
Google Ads
Provide the customer ID and invite the agreed access level. Keep advertising account access under your control. The suggested Google Ads budget is $100/day, separate from the $9,000 upfront agency fee; you approve actual spend and pay Google directly.
Google: add users to an Ads account ↗C
Google Analytics 4
If you have a GA4 property, share its property name or measurement ID and invite access. We’ll verify measurement before launch.
Google: set up Analytics for a website or app ↗D
Google Tag Manager
If you already use GTM, share the container ID and invite access. We’ll coordinate any changes and test tags before they go live.
Google: create a Tag Manager account and container ↗03 · The complete setup checklist
Everything we need before launch.
Work through these with the owner and whoever answers calls or controls dispatch. Bring unknowns to the kickoff call. New Grounds confirms the technical setup and test results with you.
Confirm what we can advertise
- Legal name, public business name, address or service-area status, main number, website and primary contact.
- Confirm residential installation or replacement work for central air conditioning, furnaces, heat pumps, and ductless mini-splits. Repairs, maintenance, commercial work, and support-only conversations are out of scope. Comparing estimates alone does not disqualify. Use only contractor-approved offers.
- Confirm the actual service-area cities or ZIP codes, travel limits, business hours, and real estimator availability for installation and replacement estimate appointments.
- Provide approved photos, branding, warranty and license claims that can be substantiated.
Own the ad account and budget
- Share the 10-digit Google Ads customer ID or create an account owned by your business.
- Add the agreed manager or user access. Keep your own admin role.
- The suggested Google Ads budget is $100/day, separate from the $9,000 upfront agency fee. You approve actual spend and pay Google directly. Do not send card details in this form.
- Tell us about old campaigns, conversion actions or agencies so we can avoid conflicting tracking.
Confirm the local identity
- Claim and verify the correct profile; confirm owner, business name, address or hidden service area, phone, hours and website.
- Share the profile link and invite the agreed manager access if needed.
- Check primary category, service areas, services, photos and review ownership. Avoid duplicate profiles.
- If LSA is later agreed, Google may use profile details and additional screening.
Make the destination measurable
- Identify the domain owner and the person who can approve a campaign page, install a tag or change forms.
- Share any existing GA4 property and GTM container IDs. We will agree what to create if they do not exist.
- Confirm the public privacy policy, analytics consent setup where applicable, and the approved form copy.
- Test form submission, thank-you or booking event, call events and duplicate conversion counting before launch.
Set call handling and AI boundaries
- Provide approved call routing and hours. The AI handles routine intake and scheduling without a human handoff; the contractor controls accurate operating hours and calendar availability.
- Approve any tracking number, forwarding path, recorded-call notice and business number display before changing routing.
- Define missed-call timeout, transfers, voicemail, urgent cases, repeat callers and calls outside the service area.
- During setup, use test contacts to verify the call route, required text permission, typed intake, and calendar booking. Do not ask callers to dictate names, phone numbers, emails, street addresses, or ZIP codes.
Set realistic appointment rules
- Pick estimate appointment windows, lead time, travel buffer, holidays and daily capacity.
- Choose who receives bookings, how calendar conflicts are prevented and who can reschedule.
- Choose the contractor’s existing supported booking page or calendar when it can verify saved appointments. Otherwise, configure a GHL calendar after approval. Do not treat a preferred time as booked; confirm only after the selected calendar verifies the appointment was saved.
- Your team attends the saved estimate appointment, assesses and quotes the project, and provides current estimator availability.
Approve voice and text boundaries
- Voice AI may answer approved basic questions and help the caller choose a time. It asks permission to text a short intake link to the incoming number; exact contact and project details are typed, not spoken.
- Conversation AI asks only for missing typed details and validates the service address and project type. It avoids price ranges, diagnosis, long surveys, and unapproved offers. Respect STOP/DND and stop automation when required.
- Voice AI asks permission before texting an intake link to the incoming number. Text follow-up requires any needed registration; STOP/DND and human takeover pause automation.
- Test missed calls, no answer, callback, booked time and escalation with your team.
Prepare the registration evidence
- For US local-number business texting, identify the actual sender and prepare legal business name, EIN or tax ID, registration address and authorized representative through a secure handoff.
- Have a live business website, privacy policy, terms, exact opt-in form or page URL, consent checkbox language and proof of how consent is recorded.
- Agree the real messaging use case, example messages, sender identification, HELP and STOP handling. HighLevel's Brand and Campaign reviews precede launch of applicable SMS.
- A signed agency agreement does not give homeowner SMS consent. Do not text the cold call list by automation.
Use the right LSA path
- LSA is outside the Search campaign unless added in writing. If approved, check category and area eligibility, profile ownership, license or registration, reviews, screening, billing and budget.
- If LSA is separately agreed, select only approved residential installation or replacement requests in approved service areas and confirm how they route to estimate booking.
- Google advertising products and eligibility can change. At onboarding, verify the current account path and available options using official Google guidance.
- Provide the Google notice or account view at kickoff. Never assume the older screen shown in a video matches your account.
See the route work end to end
- Approve the ad and landing-page claims, territories, exclusions, offers and operating schedule.
- Use test contacts only to verify typed intake, permission to text, and the approved calendar booking. Confirm a booking only after the appointment is successfully saved.
- Verify the saved appointment record, scheduler ID, lead source, confirmation owner, duplicate handling, and approved appointment reporting.
- Sign off on the agreed path and confirm Google ad funds are ready before the campaign goes live.
Share account IDs and roles in the intake form. Sensitive business identifiers, passwords, card numbers and one-time codes do not belong there; we arrange a secure handoff when needed.
04 · Watch the setup
Recent walkthroughs you can play here.
Open a thumbnail to watch the tutorial on this page. These independent videos were published in 2025 or 2026. Use the official help link below each video if a screen has changed.
▶2026 · Profile accessAdd a Business Profile manager
For the owner who controls the Google listing.
▶Add a Business Profile manager
For the owner who controls the Google listing.
▶2025 · Ads accessGrant Google Ads account access
Invite the agreed role while keeping account ownership.
▶Grant Google Ads account access
Invite the agreed role while keeping account ownership.
▶2026 · GA4Set up Analytics 4
Understand the property and website data stream.
▶Set up Analytics 4
Understand the property and website data stream.
▶2025 · Tag ManagerGet GTM onto the site
For the person who manages your domain or website.
▶Get GTM onto the site
For the person who manages your domain or website.
▶2025 · Call measurementTrack calls from Google Ads
We configure this and test the business call route.
▶Track calls from Google Ads
We configure this and test the business call route.
▶2026 · Texting compliancePrepare HighLevel A2P
Only if approved SMS is part of the workflow.
▶Prepare HighLevel A2P
Only if approved SMS is part of the workflow.
▶2026 · LSA transitionGoogle’s LSA transition explained
See what migrates, what changes, and how your account path may differ.
▶Google’s LSA transition explained
See what migrates, what changes, and how your account path may differ.
You are not expected to complete every technical step alone. We use these videos to show where access and business details live, then confirm the configuration together.
05 · Your client brief
Tell us how your business operates.
Complete this with the owner, general manager or the person who controls the schedule and dispatch. If you are unsure about an item, write “need help” and we’ll resolve it with you.
✓
Before you begin: have your service area, call-answering hours, booking windows, approved offers and Google Ads customer ID nearby. The form does not need passwords or verification codes.
06 · After the form
Choose your kickoff time.
Submit the brief above first, then choose a 45-minute Google Meet kickoff in Calendly. The event details will be sent after booking.
- Invite the owner or decision maker, whoever answers new inquiries, and the person who controls Google and website access.
- Have any outstanding account IDs and approvals ready. We will review what is missing and assign next steps.
- Do not enter passwords, tax IDs, cards or one-time codes in booking notes.
If the scheduler does not load, open the Calendly kickoff page in a new tab ↗.
45-minute Google Meet
Choose an available kickoff time in Calendly.
Choose kickoff time ↗Google Meet details are added after booking.
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07 · Roles + launch readiness
A clear handoff keeps the setup moving.
Campaign setup depends on accurate information, access, appointment capacity and your approval. The page and form are designed around those responsibilities.
New Grounds handles
- Agreed advertising setup and campaign management for residential installation and replacement estimates.
- Contractor-specific homeowner landing page and funnel, separate from the contractor’s main website. Access and transfer are governed by the signed agreement.
- AI-supported inbound call response, typed follow-up with permission, and estimate appointment booking; appointment availability and contractor-specific facts are confirmed during setup.
- Appointment activity reporting under the approved contract terms.
Your team handles
- Accurate business information, account access, the contractor-approved Google Ads budget paid directly to Google, and applicable third-party costs.
- Maintaining real estimator availability and keeping calendar details current.
- Attending estimate appointments, assessing and quoting projects, making sales decisions, and performing the HVAC work.
- Reviewing and approving campaign details, follow-up rules and the final pre-launch test.
i
Scope note: the commitment is 72 qualified, booked residential installation or replacement estimate appointments within 90 days, covering central air conditioning, furnaces, heat pumps, and ductless mini-splits in the contractor's approved service area. Repairs, maintenance, commercial work, and support-only conversations do not qualify. Comparing estimates alone does not disqualify. Final eligibility and counting follow the approved contract terms. A booked estimate is an appointment to assess and quote a project, not a sale, completed installation, phone call, or inquiry.
We review your brief
We check service scope, territory, exclusions, call handling, capacity and account access.
We configure + confirm
We prepare the campaign, tracking and booking path, then send any decisions or missing items for your approval.
We test before launch
We verify the approved booking path and successful appointment save with test data. Live calls, texts, and campaigns remain off until the required access, approvals, and advertising funds are ready.
A few quick answers
Before you submit
What is the 72 appointment commitment?
New Grounds delivers 72 qualified, booked residential installation or replacement estimate appointments within 90 days. A booked estimate is an appointment to assess and quote a project, not a sale, completed installation, phone call, or inquiry. If the commitment is short, the approved contract terms provide continued agency work without an additional agency service fee until the remaining appointments are delivered. Third-party costs continue separately.
Do I send account passwords or codes?
No. Use Google’s account settings to invite the agreed access role. Do not put passwords, verification codes, recovery codes or card details into the form.
Are Local Services Ads included?
No, not by default. LSA is optional, depends on Google’s eligibility and screening, and requires a separate written agreement before it is part of the work.