Let’s face it: HighLevel is a beast. A beautiful beast. But a beast nonetheless. 🐉
One minute, you’re creating a quick workflow… Next thing you know, you’re buried in a rabbit hole of triggers, tags, conditions, and “did-this-even-fire” paranoia.
If you’ve ever thought “There’s gotta be a better way to organize this mess…” — you’re not alone. 🙋♂️
Recently, Mario Aldayuz (Head of Partnerships at HL Pro Tools) hosted a live Zoom call with the HighLevel community. It turned into a full-on troubleshooting masterclass. And I knew I had to share the best bits with you.
The Tag Game: Get Granular or Go Home
One of the big things Mario walked through was customizing workflows using multiple tags — and not just the usual “if tag = X, then Y” kind of logic.
He broke down:
- ✅ Using “Tag Includes” + “Tag Does NOT Include”
So you can segment and route leads exactly where they need to go - 🔄 Creating multi-path workflows based on a combo of tags
(Yes, even if they have 3+ tags — it’s doable) - 🧪 Testing each path so you don’t blow up your entire automation (been there)
Bold truth: If your workflow looks like a spaghetti monster, it’s time to break it up.
Fixing Recurring Appointment Automation (Without Headaches)
Here’s a common mistake I see people make:
They try to cram every recurring appointment (Q1, Q2, Q3, Q4, etc.) into one giant workflow.
That’s when things start to break. 🤯
Mario’s advice?
👉 Break it up.
Use a separate workflow for each quarterly (or monthly) campaign. Keep your logic clean. That way:
- You don’t risk overwriting tags or triggers
- You can track results easier
- You avoid accidental rebooking or re-nurturing someone already in your pipeline
Pro Tip: Simplicity wins. Start with one trigger, test the logic, and only then stack on complexity. That’s how pros build.
Workflow Clean-Up Checklist (Mario-Approved)
Here’s a quick rundown of tips from the session:
✅ Use “If/Else” branches to create smarter logic
✅ Tag everything (seriously—EVERYTHING)
✅ Keep workflows specific to one purpose
✅ Don’t mix campaigns unless you love chaos
✅ Use the “Test Workflow” button like it’s your job
How HL Pro Tools Can Help
If HighLevel has ever made you question your career choices… we’ve been there. 😅
At HL Pro Tools, we specialize in:
- ⚙️ Done-for-you workflow builds
- 👨👩👧👦 White-labeled client support
- 🧠 Weekly Zoom trainings with Mario & team
- 🔍 Deep-dive troubleshooting when things don’t work right
Whether you’re a solo agency or scaling fast, we can help you run smoother, smarter, and with less guesswork.
Cool Free Thing: Let Testimonials Do the Talking ⭐️
Before a client buys from you, they’ve got one big question:
“Can I trust this person?”
The fastest way to build that trust?
💬 Testimonials.
So in the spirit of giving (and helping you close more deals), I want to share my team’s Testimonial Workflow. This bad boy automates the whole process—from gathering to editing to organizing your testimonials.
No more chasing clients. No more awkward follow-ups.
Use it to turn social proof into your secret weapon.
Frequently Asked Questions
What should I know about the Tag Game: Get Granular or Go Home?
One of the big things Mario walked through was customizing workflows using multiple tags — and not just the usual “if tag = X, then Y” kind of logic. He broke down: ✅ Using “Tag Includes” + “Tag Does NOT Include” So you can segment and route leads exactly where they need to go 🔄 Creating multi-path workflows based on a combo of tags(Yes, even if they have 3+ tags — it’s doable) 🧪 Testing each path so you don’t blow up your entire automation (been there) Bold truth: If your workflow looks like a spaghetti monster, it’s time to break it up.
What should I know about fixing Recurring Appointment Automation (Without Headaches)?
Here’s a common mistake I see people make:They try to cram every recurring appointment (Q1, Q2, Q3, Q4, etc.) into one giant workflow. That’s when things start to break. 🤯 Mario’s advice? 👉 Break it up. Use a separate workflow for each quarterly (or monthly) campaign. Keep your logic clean. That way: You don’t risk overwriting tags or triggers You can track results easier You avoid accidental rebooking or re-nurturing someone already in your pipeline Pro Tip: Simplicity wins. Start with one trigger, test the logic, and only then stack on complexity. That’s how pros build.
What should I know about workflow Clean-Up Checklist (Mario-Approved)?
Here’s a quick rundown of tips from the session: ✅ Use “If/Else” branches to create smarter logic✅ Tag everything (seriously—EVERYTHING)✅ Keep workflows specific to one purpose✅ Don’t mix campaigns unless you love chaos✅ Use the “Test Workflow” button like it’s your job
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