Most of the time, your workflows are working great… until they’re not.

Missed confirmations, outdated emails, or double notifications can sneak into even the cleanest HighLevel setups.

That’s why I love these live sessions we do with Mario Aldayuz (he’s the wizard behind the curtain at HL Pro Tools). 

The last one? 🔥 It turned into a full-on clinic for solving appointment and notification chaos inside HighLevel.

If you’ve ever wondered why your booking emails go to the wrong address or why clients are confused by mixed messages—keep reading. This post is your quick, no-fluff guide to fixing it.

The Appointment Booking Glitch That’s Wasting Time (And How to Fix It)

Here’s the deal:
People were seeing confirmation emails go to old or outdated email addresses—even though the contact record had already been updated.

🤔 So what’s going on?

Turns out, HighLevel locks in the contact info at the moment the appointment is confirmed—before any updates to the contact record are applied.

So if the client booked with a typo, or the form didn’t populate the right info… that’s what your confirmation email gets sent to. 😬

🛠 The Fix: Add a “Wait Step” Before the Email Confirmation

Mario dropped a simple but powerful trick:
➡️ Insert a short “Wait” step in your workflow (just 1–2 minutes) before sending that confirmation email.

That tiny pause gives the system time to update the contact record with the correct details.
No more misfires. No more “Wait, I never got the email!” headaches.

Turn Off Native Calendar Notifications (Do This Instead)

Here’s another big one that came up:
Too many people are letting HighLevel’s native calendar notifications run alongside their workflow notifications.

You know what that creates?

🌀 Double emails. Conflicting messages. Confused clients.

✅ The Better Play: Kill the Native Notifications

Then build your own custom reminder and confirmation flows inside workflows.

Why? Because you can:

• 🎯 Fully control when and what gets sent
  
• 🧠 Personalize the message for different appointment types
  
• 💥 Add in smart logic, like rescheduling links, follow-up texts, or internal team alerts

Basically, you’re in charge, not the calendar. And that’s exactly how it should be.

Bonus Tip: Want Better Control? Use AI Calendars

If you’re running multiple appointment types, teams, or territories, it’s time to level up.

👉 AI-specific calendars let you:

• Route leads based on conversation type
  
• Trigger workflows based on answers (“Are you buying or selling?”)
  
• Handle missed calls with automations that feel human

It’s like giving your booking system a brain. 🧠

Final Thoughts: Keep It Clean, Keep It Simple

These kinds of “small” issues—wrong email, double notifications, disjointed flows—can snowball if you don’t fix them. But the answer isn’t adding more complexity.

“Simplify before you scale.” That’s something I live by.

Take 15 minutes to audit your calendar + notification flows.
Tweak your workflow logic. Add that wait step. Cut the noise.

And if you ever get stuck…

 Want More HighLevel Tips That Actually Work?

Want workflows that just work—without the guessing?

Check out hlprotools.com and get access to tools, templates, and proven AI strategies built specifically for HighLevel.

Let’s clean up the chaos, one fix at a time. 💪