Let’s be real—nobody wants to write call summaries.
They’re time-consuming, easy to forget, and frankly, not how you want your team spending their day. But if you’re running HighLevel and you’re not automating this? You’re missing one of the easiest wins in the system.
We covered this in a killer Zoom call with my guy Mario Aldayuz (Head of Partnerships at HL Pro Tools), and the hack he shared blew everyone’s minds. Seriously—this workflow alone can save your sales team hours and make your client comms way tighter.
Here’s how we’re using AI + GPT to turn messy call notes into instant, clean, SMS-ready summaries. And you can do it in minutes.
The Goal: Automate the Follow-Up Game
So here’s the problem:
After every call, someone has to manually take notes, write up a summary, and send it to the team or client. 😩
That’s not scalable. And it leads to dropped balls.
But thanks to GPT and HighLevel workflows, you can now turn raw call notes into beautiful, actionable summaries automatically—and deliver them via internal SMS, Slack, or whatever you’re using to stay on top of deals.
The 3-Step “No-Code” Setup
Mario laid out the entire workflow, and I’ve already had agencies in our community running with this same setup. Here’s how to do it:
🟢 Step 1: Trigger on “Note Added”
Start your workflow by using the “Note Added” trigger in HighLevel. Every time a note gets added to a contact record, the workflow fires.
🧠 Step 2: Use GPT to Summarize
Add a GPT custom action with a super simple, laser-focused prompt like:
👉 “Summarize this call note into an SMS-friendly recap highlighting action items for the sales team.”
📩 Step 3: Send an Internal SMS (or Email/Slack)
Finish it off with an internal notification. Send the AI-generated summary straight to the team. Done. No copy-pasting. No API headaches.
Why This Is a Game-Changer
This little workflow does a lot of heavy lifting. Here’s what it unlocks:
✨ No more clunky API integrations
✨ Faster lead follow-ups
✨ Better internal handoffs
✨ Way fewer “who was supposed to call them?” moments
And it’s not just for sales teams. If you’re in real estate, legal, insurance, coaching, you name it—this saves time, ensures consistency, and keeps clients impressed.
Pro Tips for Better GPT Summaries
If you want summaries that actually sound human (but also stay short), here’s what’s working for us:
✅ Keep your prompt short and directive:
“Summarize the key points and next steps from this call for internal use.”
✅ Include tone instructions if needed:
“Make it sound professional but friendly.”
✅ If you use call recordings, drop transcripts into notes and let GPT work from there.
Want More Stuff Like This?
If you’re into clever, real-world workflows like this one—and want to steal even more plug-and-play setups—you need to check out hlprotools.com.
We’ve got a full arsenal of HighLevel automations, templates, and tools to save you time, reduce support tickets, and make you look like a genius to your clients. 🔧🚀
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