A purpose-built intake system that standardizes how Optimus receives, processes, and delivers case designs for financial advisors and their clients.
Everything Optimus needs to capture, process, and deliver case designs — in one integrated system.
A clean, guided, branded form that walks advisors or clients through case submission in 5 steps — with a progress bar, tooltips, and mobile-friendly design.
The form adapts based on the advisor's Primary Solution Focus — showing only the fields relevant to each case type.
On every submission, a structured case email is auto-generated to the Optimus team — formatted, organized, and ready for immediate review.
Each advisor receives a unique URL that pre-fills their information, making submissions faster and ensuring every case is linked to the right advisor.
A visual pipeline tracks every case from submission to delivery — giving the Optimus team a clear view of every case in progress.
A clean, step-by-step form that captures everything Optimus needs to begin designing — without overwhelming the user.
Client, spouse, state, advisor
Health class, product, solution
Retirement vs. legacy, financials
Conditional fields, file upload
Review & calendar booking
Every submission triggers an automated sequence — no manual steps needed from the Optimus team.
CRM record with all fields
Complexity auto-scored
Added to "Case Received"
Team + advisor notified
Every case is tracked visually from the moment it arrives until the strategy is delivered.
Auto-created on submit
Team actively working
Design complete, reviewing
Strategy sent to advisor
Auto-tagged as Basic, Moderate, or Advanced based on inputs — used for internal routing and prioritization.
Tax returns, account statements, or case notes uploaded directly in the form and linked to the CRM record.
After submitting, advisors can schedule a follow-up strategy review call directly from the confirmation page.
Immediate confirmation email sets expectations: "Your case has been submitted. Our team will follow up shortly."
Everything lives inside GoHighLevel — a single platform for forms, automation, CRM, pipeline, calendar, and AI intelligence.
Multi-step form builder
Email, contacts, pipeline automation
System of record for all cases
Visual case tracking
Follow-up appointment booking
AI-powered follow-up & routing
A structured five-phase approach to building, testing, and launching the portal.
GoHighLevel sub-account setup, pipeline configuration, email domain authentication, CRM schema, custom fields, and team access.
Multi-step form in AI Studio: 5 sections, conditional logic, advisor/client toggle, file upload, progress bar, mobile optimization, and Optimus branding.
Workflows: structured team email, auto-confirmation, contact creation, pipeline entry, complexity scoring, task assignment, and follow-up sequence.
Unique advisor URLs with pre-fill parameters, Agent Studio activation, Claude MCP connection, and AI-powered follow-up sequences.
End-to-end testing across all case types, mobile QA, team walkthrough, advisor link distribution, go-live, and a 30-day support window.
Directly from Louie's vision for the LifeBridge Case Design process.
Every advisor submits through the same structured process — consistent data, every time.
The form captures everything upfront so the team can start designing immediately.
Automated workflows eliminate manual steps between submission and case design.
Complete, structured information leads to higher quality and more consistent case designs.