Let’s be real—HighLevel is a beast. An amazing, powerful, revenue-generating beast… but also one that sometimes bites back if you don’t tame it properly.
If you’ve ever tried building a system for group bookings (think tutoring centers, coaching programs, or fitness classes) and thought, “Why is this SO complicated?”—you’re not alone.
We tackled this exact problem on a recent live session with Mario Aldayuz (Head of Partnerships at HL Pro Tools), and what came out of it might just change the way you think about workflow design forever. 👇
The Challenge: One Tutoring Center, Dozens of Schedules
Gene—a newer HighLevel user—jumped on the call with a problem:
“I’ve got a tutoring center. We need to manage bookings for multiple classes, different tutors, and shifting schedules. How do I build workflows for all that without going crazy?”
Can we take a second to appreciate how many HighLevel users are trying to juggle real-world logistics inside what’s often a lead-gen platform?
But here’s the good news…
The Solution: Marry HighLevel with Google Sheets
Mario dropped a gem that I think every HighLevel user should hear:
“You don’t need to build a complex app to manage class bookings. You need workflows that talk to a simple spreadsheet.”
Here’s the play:
🧩 Break it Down Like This:
- Set up Google Sheets as your central calendar brain 🧠
Every time someone books a class, use a workflow to push that data into a Google Sheet. It’s searchable, shareable, and customizable. - Create separate workflows for each tutor or time slot ⏰
Don’t try to stuff 10 classes into one automation. Build smaller, cleaner workflows for each class/tutor combo. - Use if/else filters for smart routing ➡️
Want to assign tutors based on subject or time availability? Use filters in your workflows to automatically sort and tag. - Add pivot tables in your Google Sheet 📊
Suddenly, what was chaos turns into a beautiful, scrollable schedule dashboard your team can actually use.
Why This Works (And Why I Love It)
- It’s scalable. Add a tutor? Add a row. Add a workflow. Boom.
- It’s transparent. Your ops team (or clients) can see what’s happening in one place.
- It’s simple. Sometimes the best tools aren’t the flashiest—they’re just what works.
This kind of hybrid approach—HighLevel for automation, Google Sheets for visibility—is my go-to when clients have a lot of moving parts.
If you’ve got a coaching biz, education company, agency managing events… you gotta try this.
Where To Go From Here
If you’re struggling to translate big ideas into clean HighLevel workflows, I got you.
We’ve got prebuilt tools, clean documentation, weekly trainings, and all the nerdy stuff that makes your life easier at 👉 hlprotools.com
Seriously, go now. Or don’t—but your workflows might come back to haunt you like a ghosted client on a long-term plan. 👻
Cool Free Thing: Testimonial Workflow (Because Trust = Sales)
Before clients buy from you, they need to trust you.
The fastest way to do that? ⭐️ Testimonials.
So in the spirit of giving…
I want to give you the exact Testimonial Workflow my team uses to collect, edit, and organize testimonials inside HighLevel.
You’ll get:
- A fully built system to request reviews
- Automations that follow up (without being annoying)
- A structure to keep everything organized
