If you’ve ever opened a snapshot in HighLevel and thought, “Whoa… did I build a CRM or a monster?” — you’re not alone.
I’ve seen snapshots with 1,000+ assets. Seriously. Forms, workflows, emails, triggers, custom fields, pipelines… it’s like a digital jungle in there.
But here’s the good news:
👉 You don’t need to burn it all down and start over.
You just need to organize like a boss.
In a recent HL Pro Tools training, my guy Mario Aldayuz (Head of Partnerships at HL Pro Tools) dropped some killer insights on managing big, complex snapshots without going crazy — and I’m sharing them with you here, snapshot nerd to snapshot nerd. 😎
The “Big Snapshot” Survival Strategy
When your snapshot starts feeling like a maze of assets and mystery triggers, it’s time to step back and work smarter.
Here’s how I (and the pros) keep things manageable:
1. Modular Design is Your Best Friend
Trying to cram everything into one mega snapshot?
That’s a fast track to confusion.
Instead, break it up into functional modules:
- 🚀 Lead Gen Snapshot
- 🤝 Onboarding Snapshot
- 💰 Sales Follow-Up Snapshot
- 📊 Reporting & Retention Snapshot
Each mini-snapshot focuses on one clear journey. This way, you can plug-and-play depending on the client’s needs without dumping 300 irrelevant workflows into every account.
2. Start with MVP (Minimum Viable Process)
Don’t build the Taj Mahal when all your client needs is a coffee shop.
Every time you create a snapshot, ask yourself:
👉 “What’s the simplest version that gets results?”
Then build that first. Deploy. Test. Get feedback.
Add bells and whistles later.
This is what we call JIT Development — Just In Time. It keeps you from wasting hours on features nobody asked for.
🎯 Remember: Clarity scales. Complexity breaks.
3. Document As You Go (Seriously.)
If you’re building a complex system and not documenting it, you’re basically digging a hole for Future You to fall into.
✅ Label assets clearly
✅ Write down what each workflow does
✅ List dependencies (like custom fields or triggers)
✅ Store it somewhere accessible for your team
We’ve all had that “who built this and why??” moment. Let’s not recreate it.
4. Use Naming Conventions Like a Pro
When you’ve got 1,000+ assets, naming becomes EVERYTHING.
Here’s a quick naming system I like:
- LG-WelcomeSMS-v1 = Lead Gen > Welcome SMS > Version 1
- OB-ContractEmail-v2 = Onboarding > Contract Email > Version 2
Want to Build Like the Pros?
At HL Pro Tools, we give HighLevel agencies the tools, templates, and support to scale without the chaos.
From live coaching calls and done-for-you assets to white-labeled tech support that makes you look like a genius, we’ve got your back.
👉 Visit hlprotools.com and let’s take your HighLevel game to the next level.
