Let’s be honest—HighLevel is powerful as hell. But sometimes, it feels like trying to build a rocket ship with IKEA instructions… written in another language.
So when Gene (a newer HighLevel user) popped into one of our live troubleshooting sessions asking for help with workflow management for a tutoring center, I was immediately intrigued.
Because here’s the thing 👇
Tutoring centers, gyms, group classes—they all run into the same headache:
“How do I manage class schedules, multiple instructors, and booking chaos without building a monster workflow that eats my brain?”
Let me break down what we came up with on the call!
The Real Problem: Too Many Variables
Gene needed a way to:
- Handle multiple class times
- Assign the right tutor to the right session
- Avoid double bookings and missed follow-ups
It’s the kind of thing that sounds easy… until you try to build it inside HighLevel. Then you’re like:
“Wait. Do I need 40 different workflows? Should I make a funnel? Will Zapier cry if I mess this up?”
Spoiler alert: There’s a better way.
The Solution: Google Sheets + Workflows = ✨Magic
Here’s what we told Gene—and what you should absolutely steal for your own biz if you’re juggling bookings or group sessions:
Step 1: Use HighLevel to Trigger Data into Google Sheets
Every time someone books or interacts with the system, fire off a webhook (or use Zapier) to send that data to a shared Google Sheet.
Why?
Because Google Sheets gives you a visual, real-time view of what’s going on—and unlike custom objects, everyone on your team already knows how to use it.
Step 2: Build Mini-Workflows for Each Time Slot
Instead of stuffing everything into one mega-workflow, break it down by class or tutor. That way, you can:
- Route leads to the right class
- Send reminders specific to each instructor
- Avoid “Frankentemplate Syndrome” where one edit breaks 12 automations
Step 3: Add Pivot Tables for Visibility
This is the part most people overlook:
A pivot table in Google Sheets lets you quickly see what classes are booked, which ones are full, and where the gaps are.
Your admin will love you. Your tutors will stop texting you at 10pm. You’ll sleep better.
Key Takeaways (aka: Steal These Ideas)
🧾 Google Sheets = live dashboard for your workflows
🔀 If/else filters let you personalize for classes, tutors, or types of sessions
📈 Pivot tables = boss-level visibility without building a custom UI
When in doubt, simplify. The goal isn’t to impress yourself with complicated systems—it’s to make your business run smoother.
Ready to Stop Duct-Taping HighLevel Together?
If you’re using HighLevel and still feel like you’re winging it every time a client wants something custom…
👉 You need to check out hlprotools.com
We’ve helped thousands of agencies:
- Build smarter systems (without blowing them up)
- Automate the boring stuff
- Actually look like the pro their clients hired
🎯 No fluff. Just tools that work.
Cool Free Thing: My Team’s Testimonial Workflow (Yours Free)
Before you can help businesses with your service, you need to earn their trust. And the quickest way to build trust online?
⭐️ Testimonials.
In the spirit of free stuff, I want to give you the exact Testimonial Workflow my team uses to:
✅ Gather client testimonials
✅ Edit them into usable content
✅ Keep everything organized in one place
It’s plug-and-play. It’s simple. It works.
