Master Search

What it does

Master Search is one search box over every sub-account in your vault. Type a name, email, phone number, company, contact ID, filename or any custom field value, press Enter, and results come back from all sub-accounts at once, split into Contacts and Files.

Exact email and contact ID matches come first. Open a contact to see its full record, its documents, and whether the same person also exists in other sub-accounts.

Why it matters

GoHighLevel search works inside one sub-account. From the agency side, finding a contact means guessing which sub-account they're in, switching to it, searching, and trying the next one if you guessed wrong. For agencies running many similar accounts (brokers, franchise locations, a client with several brands), "which account is this merchant in?" comes up constantly.

Files are harder still. There's no native way to search for a document by filename across contacts, let alone across sub-accounts. If a client asks for "the signed agreement for that trucking company" and doesn't know which rep handled it, you're clicking through contacts. A cross-account search over backed-up data answers both questions in one place. If you haven't set up backups yet, start with backing up a GoHighLevel sub-account.

It's also a support tool. When a client calls about "the merchant from Springfield with the bakery", you can search the company name or a phone fragment across every account, see which sub-account they're in, open the record, and check their documents before you even switch into GoHighLevel. Phone numbers match on digits, so formatting differences between accounts don't get in the way.

How it works

1. Back up the sub-accounts you want searchable with File Backup.
2. Open Search in Backup & Insights.
3. Leave the scope on All sub-accounts, or pick one.
4. Type what you know: a name, an email, a phone number in any format, a company, a filename, or a value from a custom field. Press Enter.
5. Switch between Contacts and Files results.
6. Open a contact to see the full record, its backed-up documents, and matches for the same person in other sub-accounts.

Good to know

• Searches the backup, not live GoHighLevel. A contact added this morning shows up after the next backup of that sub-account.
• Custom field values count. Searching an EIN, a loan number or a policy number works if it's stored in a custom field.
• Duplicates across accounts. Seeing the same person in two sub-accounts is useful before you copy contacts to another sub-account or hand out rep packages.
• Read-only. Search never changes anything in GoHighLevel.
• Search one account by changing the scope from All sub-accounts to a single sub-account, which is useful when a common name returns too many results.
• Filenames are searchable. Search "voided" or "statement" to pull matching files, then open the contact they belong to.