Every time I sit in on one of Mario Aldayuz’s live sessions, I walk away thinking, “Man, more people need to hear this stuff.” 

If you don’t know Mario yet, he’s the Head of Partnerships at HL Pro Tools—and he’s basically the guy you want in your corner when HighLevel starts acting up.

His most recent Zoom session? Packed with insights. From automation glitches to system settings that could be quietly sabotaging your client experience.

Let’s dive into one of the golden topics from the call: how to tighten up your automation game with HighLevel’s system defaults and user roles.

Getting Automations to Actually Work the Way You Want

Running a business today kind of feels like juggling flaming swords while riding a unicycle. 

Between keeping clients happy, managing a tech stack, and building automation that doesn’t break on the first try—it’s a lot.

HighLevel helps. But like any powerful tool, it doesn’t run on magic. You’ve got to set it up right—especially when it comes to system-wide settings and automation defaults.

The Problem: Emails and Docs Coming from the Wrong Place

Mario brought up a recurring pain point: emails and documents getting sent from the wrong email address. 

Sounds small, but it’s one of those things that can kill deliverability, cause confusion, or worse—make you look unprofessional in front of a high-ticket lead.

The culprit? Misconfigured user roles and default settings.

Mario’s Fix: Get Your Defaults Dialed In 🔧

Here’s what he broke down during the session:

• Set a default “From Email” for contracts and docs.
  Head into your HighLevel settings under “Documents and Contracts” and make sure you’ve got a real, branded, consistent “from” address set. That way, you’re not manually adjusting it every single time—or worse, sending contracts from some weird internal placeholder account.
  
• Assign login credentials correctly.
  Each team member should have their own login, tied to the right email. Why? Because if one user’s credentials are shared or misused, your automations (especially email-based ones) might end up sending messages from the wrong person—or a generic account that triggers spam filters.
  
• Use roles to control access and automation triggers.
  Don’t give everyone admin access unless they really need it. Lock in user roles to keep workflows clean and prevent accidental changes that mess with your setup.

he Big Takeaway

Set it and forget it? Not quite. When it comes to HighLevel, you’ve got to set it and then set it right.

These small tweaks Mario shared—configuring system-wide defaults, properly assigning user roles, tightening up email origins—aren’t flashy, but they’re the kind of backend polish that makes everything else work better.

Trust me, if your workflows have been misfiring or if you’ve ever thought, “Why the heck did that email come from John’s personal Gmail?”—this is where you start.

Want Help with This Stuff?

This is exactly the kind of thing we geek out on at HL Pro Tools.

Whether you need help cleaning up your HighLevel setup, building out complex workflows, or just figuring out where your automations keep going sideways—we’ve got you.

👉 Check us out at hlprotools.com and let’s make your HighLevel setup run like a dream.