HighLevel is a beast of a tool, but if you’re not careful, it can feel like you’re duct-taping automations together while blindfolded.
That’s why I love when Mario Aldayuz (Head of Partnerships at HL Pro Tools) hops on a live call and just spills the goods.
In one recent training session, Mario broke down some of the most common pain points agencies run into—and more importantly, how to fix them fast.
Here are 4 simple things you can tweak today that’ll make your automations smoother, your processes tighter, and your inbox a whole lot quieter. 👇
Stop Using Default Notifications
If you’re still letting HighLevel’s native calendar notifications handle appointment reminders, you’re leaving money (and sanity) on the table.
Why? Because they’re:
💥 Hard to customize
💥 Inconsistent across calendars
💥 Easy to forget about when testing workflows
Better option:
📌 Turn them off entirely and build your own reminders using workflows. That way, you’ve got full control over messaging, branding, and timing.
Bold move? Maybe. Worth it? 100%.
Secure Those Form Uploads Like a Pro
If your agency handles sensitive docs—think tax files, contracts, or IDs—you need to tighten up how those files get submitted.
A few people asked Mario: “Is it cool to just use Dropbox or Google Drive for client uploads?”
Short answer? Nope.
Instead:
✅ Use HighLevel’s built-in form file upload
✅ Make sure SSL is enabled
✅ Combine it with a membership area for gated access
Boom—secure, simple, and branded like you actually know what you’re doing. 😎
Workflow Testing Isn’t Optional—It’s Survival
If I had a dollar for every time someone said “my email didn’t send” only to find a busted trigger… well, I wouldn’t be rich, but I’d definitely buy better coffee.
Mario’s reminder:
Always use the “Test Workflow” function. Every. Single. Time.
It helps you:
- 🔄 See exactly what’s firing
- 🐛 Catch logic errors before they break things
- ⏱️ Diagnose delays without waiting for leads to report them
Want smoother automation? Test like a maniac.
Show Up to Training—Like, Actually Show Up
HighLevel changes fast. If you’re not staying in the loop, you’re falling behind.
One of the best hacks? Show up to HL Pro Tools weekly trainings.
💬 Real problems
💡 Real answers
⚙️ Real workflows that actually work
This is where you learn the stuff that’s not in YouTube tutorials or hidden three menus deep in HighLevel’s docs.
Final Thoughts
Here’s the deal: HighLevel doesn’t have to be frustrating. You just need:
- A solid plan
- A reliable workflow foundation
- And someone to tell you what not to do before you waste 3 hours and 6 cups of coffee
If you’re ready to finally build smarter (not just harder)…
Let’s Get You Set Up Right
Whether you’re brand new or scaling fast, we’ve got plug-and-play snapshots, live training, and the support you need to make HighLevel actually work for your agency.
Head over to 👉 hlprotools.com and grab the tools you’re missing.
No fluff. Just real fixes, real fast.
