Needing help with cancelling/pausing GoHighLevel accounts via Pabbly

[masonbowstead]

I basically have a community which allows my members to setup free GoHighLevel accounts under my agency - we do this via a GHL form & pabbly to check if they have an active membership then create the accounts. This is working fine...

The issue I am having is with pausing/deleting the accounts once they leave. I'm not sure how to setup the workflow - I've been able to set up the member tracking sheet so it changes them to cancelled etc, then I have both 'Get Rows' & 'Lookup Rows' to find the rows inside the Sub-Account Google Sheet but this is where I'm getting stuck.

I recorded a video explaining the issue & some steps I have tried here -
https://www.loom.com/share/646f7143478d411b972a93f93afb91e5?sid=886aad2b-6ba3-4e6f-9774-3699bf6d45a8

Please may someone assist me with setting this up, thanks so much

 

[Preeti Paryani]

Hello @masonbowstead,

Upon checking, we noticed that you have raised the same query via email. One of our team members has already responded with a meeting link.

We recommend scheduling the meeting using the provided link so our team can assist you more effectively.
Your query has been addressed under Ticket ID: #131847.

Let us know if you need any further help.

 

[Aslam]

Hey @masonbowstead, it looks like you’ve set up most of the workflow correctly — the tricky part is syncing the membership status with the sub-account actions in Pabbly. At LeadsFlex, we handle this by creating a two-step approach:

1. Membership Status Trigger – Use the Google Sheet as a trigger for any status change (Active → Cancelled). Make sure the lookup step reliably pulls the correct row ID from the sub-account sheet. Sometimes using unique identifiers like email or sub-account ID instead of row numbers makes this more reliable.
2. Automated Account Action – Once the trigger is fired, use Pabbly’s API module or a webhook to call GoHighLevel’s API to pause or delete the sub-account. The key is to ensure your workflow waits for the lookup to complete before calling the API. Adding a small delay or “Filter” to check if the row exists can prevent errors.

Additionally, testing with a dummy account first helps identify if the issue is with the lookup step or the API call itself. Once that works, you can scale it safely to the full community.


Hope this helps streamline your workflow!