Dialer & CRM Ecosystem
Project Goal
Construct a self-hosted, 20-agent predictive dialing system VICIdial integrated bi-directionally with GoHighLevel GHL and myCRMSIM.
Key Constraint: Zero per-seat licensing costs.
Compliance Standard: Full HIPAA compliance BAA, TLS or SRTP Encryption, Audit Logging.
The Project
We are looking for a technical powerhouse to build a Bi-Directional, HIPAA-Compliant bridge between our VICIdial self-hosted on Scala Hosting and GoHighLevel GHL.
We have a team of 20+ reps and need an enterprise-grade solution with zero per-user seat costs. We also require the integration of myCRMSIM for iMessage or SMS routing.
Technical Scope & Responsibilities
1. Bi-Directional Synchronization
GHL to VICIdial Lead Injection
Set up automated lead injection using GHL Outbound Webhooks and VICIdial's Must include duplicate checking and drip_feed logic.
VICIdial to GHL Outcome Sync
Implement a real-time outcome sync using the VICIdial Dispo URL. Call statuses Sale, DNC, Follow-up must trigger specific GHL Workflows and update pipeline stages instantly.
2. HIPAA Security & Server Hardening
Encryption: Configure Asterisk for TLS signaling and SRTP media to ensure all calls are encrypted end-to-end.
Agent Access: Deploy ViciPhone WebRTC so agents dial through a secure browser connection.
Firewall: Implement IP Whitelisting via ipset or similar to restrict server access to our 20 reps only.
Compliance: Set up audit logs for all system access and a 24-hour purge cycle for local call recordings once they are synced to GHL.
3. The Blue Bubble Gateway myCRMSIM
Integration: Connect myCRMSIM Mac Gateway to GHL Custom Providers.
Logic: Configure fallback logic iMessage to SMS and ensure 24/7 uptime for blue-bubble messaging.
4. Agent Experience Optimization
Screen Pop: Configure a custom Web Form URL to trigger a GHL contact search or display the second an agent is connected to a live lead.
Call Logging: Create a script to push Call Recording links and Call Durations into GHL Contact Notes for manager review.
Required Skills
VICIdial Expert: Proven experience with ViciBox 12 or scratch installs on custom Linux environments Scala Hosting.
Asterisk or VoIP Specialist: Deep knowledge of SIP or PJSIP, TLS or SRTP, and STIR or SHAKEN protocols.
API and Webhook Ninja: Mastery of PHP or Python for bridging disparate systems via REST APIs.
Compliance Conscious: You must understand the technical requirements of HIPAA BAA-friendly carriers, data at rest versus data in motion.
How to Apply
Please include the word UNICORN at the top of your proposal so I know you read the requirements. Tell me specifically about a time you managed a HIPAA-compliant dialer or a complex GHL or VICIdial integration.
Section 2: The Technical Specification The Build Instructions
1. System Architecture
CRM: GoHighLevel Starter Plan
Dialer: VICIdial ViciBox 12 or Scratch Install on Scala Hosting
Telephony: Wholesale SIP Trunking Telnyx or Twilio with STIR or SHAKEN Level A
SMS Gateway: myCRMSIM Mac Mini hardware bridge
Security: HIPAA BAA signed with Hosting, Carrier, and GHL
2. The Bi-Directional Bridge Logic
A. Lead Injection GHL to VICIdial
Trigger: GHL Workflow Tag Ready_to_Dial
Action: Webhook POST to
Parameters: function equals add_lead, drip_feed equals Y, source equals GHL, phone_code equals 1
Map:
CONTACT_FIRST_NAME
CONTACT_LAST_NAME
CONTACT_PHONE
vendor_lead_code equals CONTACT_ID
B. Outcome Sync VICIdial to GHL
Trigger: VICIdial Dispo URL
Action: Webhook to GHL Inbound Trigger
Payload:
phone equals PHONE_NUMBER
status equals DISPOSITION_STATUS
user equals AGENT_USERNAME
recording equals RECORDING_ID
Logic:
SALE moves Opportunity to Won
DNC toggles GHL DND and adds to VICIdial DNC List
CALLBACK creates GHL Task
3. The Stretch Automation Features
Reactivation Loop: If iMessage Blue Bubble sent via myCRMSIM gets no reply in 2 hours send WhatsApp. If no reply in 24 hours push to VICIdial Hopper.
Recording Backlink: Script must grab the MP3 or WAV link from the server, post it to GHL Notes, and then delete the local file after 24 hours HIPAA.
Dynamic DNC: If a lead is marked DND in GHL manually, fire an API call to add them to the VICIdial DNC list immediately.
Section 3: The Quality Assurance QA Checklist
[ ] Scenario 1: The Real-Time Push
Action: Tag a lead Ready_to_Dial in GHL.
Result: Lead appears in VICIdial Hopper within 5 seconds.
[ ] Scenario 2: The Seamless Screen Pop
Action: Answer a call in VICIdial.
Result: Agent's browser opens a new tab with the correct GHL Contact Profile.
[ ] Scenario 3: The Disposition Loop
Action: Hang up as Not Interested in VICIdial.
Result: GHL Contact is tagged Not Interested automatically.
[ ] Scenario 4: The Encryption Audit
Action: Analyze traffic with Wireshark.
Result: RTP Voice stream is encrypted unreadable. Non-whitelisted IP connection attempts fail.
[ ] Scenario 5: The DNC Safety Net
Action: Disposition as DNC in VICIdial.
Result: Contact is Unsubscribed in GHL AND added to VICIdial DNC list.
Section 4: Operational Checklists Maintenance
A. Daily Admin Checklist The Pulse
[ ] Hopper Check: Ensure 500+ leads are ready for the 20 reps.
[ ] Dropped Call Rate: Ensure it is under 3 percent in Real-Time Reports.
[ ] Carrier Funds: Check Telnyx or Twilio balance.
[ ] GHL Error Logs: Check for failed Webhooks in Automation settings.
B. Weekly Technical Maintenance For Dev
[ ] Database Optimize: Run mysqlcheck --auto-repair --optimize --all-databases.
[ ] Log Purge: Verify /var/log/astguiclient is not full.
[ ] Recording Purge: Verify local recordings are deleted after sync.
[ ] SSL Check: Ensure Let's Encrypt certificate is valid for ViciPhone.
[ ] Off-Site Backup: Confirm SQL dump was sent to external storage.
C. HIPAA Compliance Audit
[ ] Access Review: Remove accounts for terminated employees immediately.
[ ] Firewall Audit: Confirm only active agent IPs are whitelisted.
[ ] Encryption Test: Verify TLS or SRTP is still active on Port 5061.
Section 5: Handover Instructions
Subject: Required Deliverables for Blueprint
Please provide a PDF or text file with the following exact copy-paste values:
VICIdial Web Form URL: The string to open the GHL contact page using PHONE_NUMBER.
myCRMSIM Provider Config: The JSON body for GHL Custom Provider settings.
Lead Injection Webhook: The exact URL and parameters to send a lead from GHL to
Encryption Config: The lines needed in to force TLS or SRTP.
Dispo URL: The webhook string to send status plus recording link back to GHL.
TESTS
Unabridged Checklist Suite.
This includes the daily manual checks, the backend server maintenance, the HIPAA legal audit, and the agent-side troubleshooting steps.
The Operational Admin Checklist
Perform these every morning before the 20 reps log in.
Hopper Volume: Verify each active campaign has 500+ leads in the hopper. If it's under 100, reps will experience "dead air."
Drop Percentage: Check the "Real-Time Main Report." Ensure the Drop Rate is below 3%. If it's higher, your dialing ratio is too aggressive.
Lead Injection Test: Manually create one dummy lead in GHL. Confirm it appears in the VICIdial search within 10 seconds.
Carrier Balance: Check your Telnyx or Twilio or Wholesale account. 20 reps at a 3:1 ratio can burn through 50 to 100 dollars in minutes very quickly.
GHL Workflow Audit: Check the "Execution Logs" in GHL. If you see "Failed" statuses, the dialer and CRM have stopped talking.
myCRMSIM Connection: Ensure the Mac Mini is awake and the status in the myCRMSIM dashboard is "Connected" Blue.
Time Sync: Ensure the server time and GHL time match perfectly to avoid "Callback" scheduling errors.
The Weekly Backend Maintenance Developer Checklist
Database Optimization: Run mysqlcheck --auto-repair --optimize --all-databases. VICIdial generates massive data; fragmentation will slow down dialing.
Log Purge: Verify the Cron job for /var/log/astguiclient is running. If logs aren't purged, the Scala server will hit 100% Disk Usage and lock up.
Recording Archive Verification: Confirm that the script pushing recording links to GHL is working.
Storage Purge: Manually verify the local /var/spool/asterisk/monitorDONE folder is being cleared every 24 hours.
SSL Certificate Status: Check the Let's Encrypt expiry date. If the SSL drops, ViciPhone WebRTC will fail to register audio.
Off-Site Backup: Confirm a .sql dump of the database was successfully sent to an external storage S3, Dropbox, or a different server.
Asterisk Restart: Perform a graceful core restart when convenient to clear out stale SIP channels.
The HIPAA Hardening and Compliance Checklist
Encryption Handshake: Use a SIP testing tool to verify the server rejects any call that is not TLS or SRTP.
User Access Cleanup: Immediately delete VICIdial and GHL accounts for any rep no longer with the company.
IP Whitelist Refresh: Verify that only the current 20 reps' home or office IP addresses are in the firewall. Remove all others.
BAA Folder Review: Ensure you have the signed Business Associate Agreements from:
Scala Hosting Server
Telnyx or Twilio Carrier
GoHighLevel CRM
Audit Log Review: Check the VICIdial Admin Log for any unauthorized login attempts from unknown IPs.
The Rep's Ready to Work Checklist
Browser Choice: Use Chrome or Firefox only. Never use Safari or Edge.
Mic Permissions: Confirm the browser has permission to use the headset.
Tab Order:
Log into GHL in Tab 1.
Log into VICIdial in Tab 2.
ViciPhone Registration: Ensure the phone icon in the dialer is Green or Registered.
Cache Clear: If the Screen Pop stops working, clear browser cache and cookies immediately.
Internet Stability: Verify they are on a Wired Ethernet connection. HIPAA-compliant VoIP is highly sensitive to Wi-Fi jitter.
Troubleshooting When things go wrong
"I can't hear the customer": Check the rep's IP address. If it changed, they are being blocked by the Firewall.
"The screen isn't popping": Check if the rep has a Pop-up Blocker active in Chrome.
"Messages are green, not blue": Check the myCRMSIM Mac App. It likely needs a restart or the iPhone needs to be unlocked.
"Calls are dropping": Check server CPU load.
Contract duration of less than 1 month.
Mandatory skills: API Integration, MySQL, VoIP, VoIP Administration, Asterisk, VICIDIAL, PHP, Linux System Administration, System Automation