If you’ve been hanging around HighLevel long enough, you know one thing: manual work is the enemy of scale.
When you’re setting up subaccounts, adding users, or updating custom values by hand… it feels like death by a thousand clicks. 😅
The good news? Tools like N8n + HighLevel’s APIs make it possible to automate the boring stuff so you can spend your time building, selling, and actually growing your agency.
Let me walk you through the “aha” moments that changed the game for me.
Why N8n (and not just Zapier)?
I’ll be honest, Zapier is fine for lightweight stuff. But when you start stacking complex workflows? You’re gonna hit walls.
Here’s why I lean on N8n:
✅ Pinned data – Instead of pulling the same info over and over again, you can reuse data across multiple steps. Huge time saver.
✅ Flexibility – You’re not locked into predefined “apps.” You can hit APIs directly and build what you want.
✅ Scalability – If you’re running an automation-heavy agency, you need more horsepower than Zapier gives you.
Stop Using Private Tokens (Seriously)
If you’re still using private tokens to connect integrations, I’ve got bad news, you’re leaving your system wide open.
OAuth tokens are the way to go. Why?
- They’re more secure.
- You can control what data each connection has access to.
- They scale way better as your automations get more complex.
Think of OAuth like giving someone a house key that only opens one room instead of the whole house. Much safer. 🛡️
Automating the Painful Stuff
Okay, now let’s get into the fun part: actual automations that will save you hours (and probably a few headaches).
1. Subaccount (Location) Creation
Every time you onboard a new client, do you really want to click through and manually build their subaccount? Nope.
With N8n, you can:
- Trigger a workflow when a new deal closes.
- Send a POST request to HighLevel’s API.
- Automatically create a brand-new subaccount tied to the correct agency/company ID.
Boom. Done.
2. Adding Users to Locations
Manually setting up users is tedious and easy to mess up. Instead, let N8n do it for you.
Set up a workflow that:
- Creates the right users.
- Assigns them to the right location.
- Uses pre-configured credentials so you’re not copying and pasting passwords all day.
The consistency alone is worth it.
3. Updating Custom Values 🎯
This one blew my mind. If you’ve ever had to align custom values with survey fields, you know how messy it gets.
Here’s how I handle it:
- Use the Get Custom Values API to fetch what you need.
- Run a .map function in N8n to align values dynamically.
- Trigger everything with a form submission webhook.
Now, instead of manually chasing IDs and fields, the system just, works.
My Big Takeaway
Automation isn’t about working harder, it’s about working smarter.
Every time you eliminate a manual step, you’re not just saving time—you’re creating a repeatable process that scales.
And the cool part? HighLevel’s APIs + N8n give you the tools to automate nearly everything you used to do by hand.
So the question is: what’s the next thing you’re going to stop doing manually?
Want More Like This?
Go check it out, you’ll thank me later.
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In the spirit of free stuff… I want to give you my team’s Testimonial Workflow.
This process makes gathering, editing, and organizing testimonials super easy.
Frequently Asked Questions
Why N8n (and not just Zapier)?
I’ll be honest, Zapier is fine for lightweight stuff. But when you start stacking complex workflows? You’re gonna hit walls. Here’s why I lean on N8n: ✅ Pinned data – Instead of pulling the same info over and over again, you can reuse data across multiple steps. Huge time saver. ✅ Flexibility – You’re not locked into predefined “apps.” You can hit APIs directly and build what you want. ✅ Scalability – If you’re running an automation-heavy agency, you need more horsepower than Zapier gives you.
What should I know about stop Using Private Tokens (Seriously)?
If you’re still using private tokens to connect integrations, I’ve got bad news, you’re leaving your system wide open. OAuth tokens are the way to go. Why? They’re more secure. You can control what data each connection has access to. They scale way better as your automations get more complex. Think of OAuth like giving someone a house key that only opens one room instead of the whole house. Much safer. 🛡️
What should I know about automating the Painful Stuff?
Okay, now let’s get into the fun part: actual automations that will save you hours (and probably a few headaches).
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