Account admin basics

What you'll get

• Who has access to an account, with their role, in one ask.
• The account's phone numbers, media library, and connected pieces, read without clicking through five settings screens.
• A full written export of what an account contains, and a straight comparison between two accounts.

Say this

Who has access to this account?

What phone numbers does this account have?

Export everything in this account so I can see what is in it.

Compare this account to my template account and tell me what is missing.

The pro prompt

Give me an inventory of my [MCP Testing] account.
I want: every user with their role, every phone number, how many files are in the media library, and which pipelines, calendars, forms, and workflows exist by name.
Then compare it to my [template] account and tell me what the first account is missing that the second one has.
Do not change anything. This is a read.

Everything in [brackets] is yours to change. Run this the day you take over a client account. It is the fastest honest picture of what you have inherited.

What happens when you ask

1. Claude reads the account across users, phone numbers, media, and the objects that matter.
2. It lists what exists by name rather than by ID, so you can read it.
3. Compared against another account, it names the gaps in both directions.

Good to know

• The comparison is the useful one. Line a new client's account up against your template account and the setup list writes itself.
• User roles matter for workflow notifications. A notification pointed at somebody who has left the business fails silently, and this is where you spot them.
• Snapshots are how you carry a whole account setup to a new client. Claude can list what you have and create a share link for one.
• Creating and deleting sub-accounts is switched off by default, on purpose. It stays off unless you deliberately turn it on.
• Needs the full license. Reading users and numbers is free.

Where people go wrong

When a client leaves

Most agencies have an onboarding checklist and no offboarding one, so the day a client goes turns into a week of hunting for logins and exports. One ask assembles the whole exit package.

Build the offboarding kit for my [MCP Testing] account.
I want the full contact export, everything the account contains, every person and connected account that can still get into it, and a handoff document the next person can follow.
Tell me plainly if the contact export is short, and list anything nobody has recorded an owner for.
Do not change anything. This is a read.

Everything in [brackets] is yours to change. Run it the day you take a client on, not the day they leave, and the answers are already there when you need them.

• The contact export is the part that matters. It says how many it exported and what GoHighLevel's own index says, side by side. Those two numbers are counted differently, so a small gap is normal. If the export stopped early it says INCOMPLETE in the document itself, not in small print.
• Ownership is the one thing GoHighLevel cannot tell you. It stores nothing about who paid for the domain or who keeps the logo. So the kit asks once, and the answers are saved inside the client's own account where they survive you. Answer them at setup and every later run is instant.
• Keys are never printed. No tool can read them, including this one. You get a list of every place a key lives so you can rotate them, which is what you actually needed.
• A section that could not be read says so. It never shows an empty list for something it simply could not see.

Record who owns what for this account: the domain is the client's, the logo is mine.

The rest of the account

One ask covers the things you only look at when something is wrong.

Who has access to this account?

What phone numbers does this account have?

Show me the files in media storage.

• Users come back with their name, email, phone and role. This is the fastest way to answer "who can see this client's data", and you need a real user id whenever a workflow has to notify or assign someone.
• Phone numbers list with their label, so you can tell which number a client is actually texting from before you wire a workflow to it.
• Media is the file library behind your emails and pages. Worth a look when an image stops rendering.
• Businesses are GHL's optional grouping layer above contacts. Most accounts have none, and an empty answer here means exactly that, not a failure.

Related guides

• Switch between client accounts
• Audit your workflows