Connect CounselEAR and GoHighLevel

Before we can connect your practice, we need two things from you: a dedicated CounselEAR user for the integration, and a seat in your GoHighLevel location. The two are often set up by different people, so each part below stands on its own. We’ll send you the email address to use for both.

First: our Business Associate Agreement

Patient data moves only after you and we have signed a Business Associate Agreement. We send it before any of the steps below; please don’t create the user or send a password until it is signed.

Part 1: Create a CounselEAR user for the integration

Use a dedicated login rather than an existing staff account. That way your CounselEAR audit log attributes every integration action to the integration, which is what you want if a patient-access question ever comes up.

Go to Administration → Users → Add User.

General Information tab

Field	Value
First name	AudiologySync
Last name	Integration
Email / username	the email address we sent you
Provider Type	Technician
Title	API Tech
Enabled	on

The name makes everything the integration does show up under its own name in your audit log. CounselEAR requires a Provider Type on every user; Technician is the least clinical option.

Security tab

Leave the Permissions dropdown on No User Role Selected. CounselEAR has no named role for integration access, so the rights are granted one by one below.

Clinic access. Set Clinic Search Access and Clinic Modify Access to only the clinic locations you’re connecting. Please don’t grant all clinics if only some are in scope.

These four rows each need View, Add and Update, plus the Business Reporting checkbox:

Permission row	Why
Patient Administration	patient records and the Patients export
Patient Visits	visit and audiogram data and the Last-Test export
Patient Devices	hearing-aid records and the Devices export
Schedule Appointments	appointments and the Appointments export

The most commonly missed setting

Business Reporting is the checkbox that enables the report exports. Without it the user can see the data but cannot run the reports we need for your history import.

These rows need View, Add and Update, without Business Reporting: Patient Questionnaires, Patient Documents, Patient Policies and Patient Invoices.

The real-time sync needs one more setting:

Setting	Value
API / Webhooks	on: “Allowed to access and make changes to these developer resources”

Please leave these off:

• every delete right. Keep “User cannot delete line items” and “User cannot delete payments” checked, and don’t set any row to Delete. The integration creates and updates records; it never deletes.
• Commission, Cost of Goods, Invoice price and Invoice-lock override.
• Patient Upload (mass add) and Noah.

Save the user, then see Part 3 for how to send us the password.

Part 2: Give us a seat in your GoHighLevel location

Go to Settings → My Staff → Add Employee.

Field	Value
Email	the email address we sent you
User Role	Admin
Location access	only the clinic locations you’re connecting

Admin is required. The integration connects as a marketplace app, and authorizing a marketplace app is an Admin-level action in GoHighLevel; a standard User seat cannot complete the connection. If your plan restricts Admin seats, tell us and we’ll find an alternative rather than have you grant more than you’re comfortable with.

Once you save, we receive an invite email and complete the connection from our side. We do not need your GoHighLevel password.

Confirm your agreement with GoHighLevel

GoHighLevel requires the account holder to sign their own Business Associate Agreement with GoHighLevel before healthcare data is enabled on a location. Please confirm it is in place for the locations you’re connecting; we can’t turn on patient-data sync into a location that isn’t covered.

Part 3: Send us the CounselEAR password safely

Only through your onboarding contact

We only ever ask for this user and password through the onboarding contact you are already working with, never by phone and never from an address you don’t recognise. If anyone else asks, check with us before doing anything.

Please don’t email, text or message the password, and don’t put it in a form. Each of those leaves a lasting copy of a password that reaches patient data. Instead:

1. Go to onetimesecret.us.
2. Paste the password into the box.
3. Generate the link.
4. Email us the link. It is safe to email: it opens once, then deletes itself.

Send the username by normal email and the password by the one-time link. Splitting them across two channels is the point.

You can set a temporary password. We reset it the first time we sign in, so the password you send is only ever used once.

What happens next

1. We connect to CounselEAR and to your GoHighLevel location.
2. We set up CounselEAR’s webhooks so new and updated patient records arrive in real time. If you’d rather we walk you through it on a call, just say so; it needs the API / Webhooks setting from Part 1.
3. We import your history, so existing patients, appointments, devices and visits land in GoHighLevel.
4. We check everything against what we agreed when we scoped the work, and confirm with you before anything is considered live.

Questions on any step? Reply to our email and we’ll set up a call.

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CounselEAR and GoHighLevel are trademarks of their respective owners; naming them here implies no affiliation or endorsement.

Something wrong or unclear on this page? Tell us and we’ll fix it.