ceven

Highlevel

Syncs leads, appointments, and conversations between Highlevel and your tech stack, automates follow up sequences based on CRM triggers, and manages sub account settings across your agency portfolio.

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Why use Ceven?

  1. AI native Highlevel integration

    • Describe the outcome and Ceven picks the right Highlevel calls, fills the parameters, and checks the result.
    • Structured, agent friendly tool schemas so each call runs reliably instead of by guesswork.
    • Rich coverage for reading, writing, and querying your Highlevel data, across all 94 of its actions.

  2. Managed auth

    • Built in OAuth with automatic token refresh and rotation.
    • One place to manage, scope, and revoke Highlevel access.
    • Per user and per environment credentials instead of shared keys.

  3. Agent optimized design

    • Actions are tuned from real success and error rates so reliability climbs over time.
    • Full execution logs so you always know what ran in Highlevel, when, and on whose behalf.
    • The agent pauses and asks when Highlevel is unclear instead of plowing ahead.

  4. Enterprise grade security

    • Fine grained access so you control which agents and people can reach Highlevel.
    • Least privilege by default, read scopes first and only the writes a workflow needs.
    • A full audit trail of every Highlevel action to support review and sign off.

Supported tools

Every action Ceven's agents can run on Highlevel, and when to use it.

Create contact
Use this when a new lead arrives from an external source to add them to a Highlevel sub account with name and email.
Update contact
Change contact details or update custom field values when a lead progresses through your sales funnel.
Get contact
Pull a full contact record including tags, custom fields, and associated sub account ID for verification.
Search contacts
Query contacts by email or phone number to prevent duplicate entries before creating a new lead.
Create appointment
Book a time slot on the Highlevel calendar for a specific contact and trigger the confirmation sequence.
Get appointments
Pull a list of upcoming appointments for a specific date range to coordinate staff schedules.
Add tag
Assign a specific tag to a contact to trigger a Highlevel automation workflow or segment them for a campaign.
Remove tag
Strip a tag from a contact when they complete a specific action or move out of a target segment.
Create opportunity
Place a contact into a specific pipeline stage to track deal value and sales progress.
Update opportunity
Move a lead to a different pipeline stage or update the monetary value of an open deal.
Send SMS
Send a direct text message to a contact using the Highlevel telephony integration.
Send email
Trigger a one off email to a contact outside of a predefined automated sequence.
List sub accounts
Pull all active sub accounts under the agency umbrella to perform bulk updates or audits.
Get pipeline
Retrieve the structure and stages of a specific sales pipeline to map lead flow logic.
Create note
Add a text note to a contact record to keep a history of manual interactions or special requests.

15 actions · scroll to see them all

Frequently asked questions

Ceven is built for the agency model and can interface with any sub account you have authorized. When you set up a workflow, you can specify a single sub account ID or instruct the agent to iterate through a list of sub accounts. For agency owners, this means you can run a single lead distribution workflow that pushes data to different client accounts based on the lead source or geography. The agent tracks the mapping between your top level agency account and the individual sub accounts so you do not have to manually switch contexts every time you want to update a contact or check an appointment.
Yes. While Ceven can perform direct actions like sending an SMS, the most powerful way to use the integration is by adding or removing tags. Highlevel uses tags as primary triggers for its internal automation engine. When Ceven adds a tag like Hot Lead to a contact, it immediately fires whatever workflow you have built inside Highlevel, such as a sequence of emails or a notification to your sales team. This allows you to use Ceven for the complex logic and data fetching while relying on Highlevel for the actual delivery of marketing assets.
Highlevel imposes specific rate limits on their API to ensure platform stability. If you are running massive bulk updates across hundreds of sub accounts, you may encounter a 429 too many requests error. Ceven handles this by implementing an exponential backoff strategy, meaning the agent will automatically pause and retry the request after a short delay. However, for extremely large data migrations, we recommend scheduling these tasks during off peak hours. Be aware that some Highlevel API versions have tighter limits on the number of calls per second per sub account compared to the agency level.
Absolutely. Ceven can read and write to any custom field you have created within your Highlevel sub account. When the agent pulls a contact record, it retrieves all custom field data as a key value pair. This allows you to build highly specific workflows, such as updating a lead's preferred service type or a specific budget range that you have tracked in a custom field. You do not need to map these fields manually in a UI; the agent discovers the available fields through the API and can populate them based on the data it finds in your other tools.
Ceven interacts with the Highlevel calendar system to create and manage appointments. The agent can check for availability if the calendar is synced and then post a new appointment event for a specific contact. This is particularly useful when you want to book appointments based on triggers from other apps, such as a paid invoice in Stripe or a filled out form on a non Highlevel landing page. Once the appointment is created in Highlevel, the platform's native reminder emails and SMS notifications will fire as usual, ensuring the lead does not forget the meeting.
Yes, Ceven can both read the current state of a pipeline and move opportunities between stages. Use this when you want to automate the sales process based on external behavior. For example, if a customer signs a contract in DocuSign, Ceven can automatically move that opportunity from Negotiation to Closed Won in Highlevel. This ensures your sales dashboard is always accurate without requiring a sales rep to manually drag and drop cards across the pipeline board every time a deal closes.
Ceven can pull conversation data and notes from Highlevel to mirror them in a different system. If you use a separate project management tool for fulfillment, Ceven can monitor for a specific tag or pipeline move and then copy the recent conversation history into a task description. This gives your fulfillment team all the context they need without requiring them to have a login for the Highlevel sub account. It turns the CRM into a source of truth that feeds the rest of your operational stack.
The agent follows a search first logic. Before attempting an update, Ceven searches for the contact using the email or phone number provided. If no match is found, the agent can be configured to either create a new contact first and then apply the updates or simply alert you that the record is missing. This prevents the creation of duplicate records and ensures that your CRM data remains clean. You can define this preference within the specific workflow instructions to match how your agency prefers to handle new versus existing leads.

Alternatives to Highlevel

Other tools that solve a similar problem. Ceven supports these too, so you can switch or run more than one at once.

HubSpot logoHubSpotClickFunnels logoClickFunnelsGoDaddy Studio logoGoDaddy StudioKajabi logoKajabi

Try Ceven on your stack

Plug Ceven on top of the tools you already run. Connect Highlevel and the rest of your stack, describe the outcome, and its agents handle the work end to end, days of it in minutes.

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