Let’s talk about one of the most headache-inducing use cases in HighLevel: 👩🏫 Group bookings.
Whether it’s for a tutoring center, gym classes, or coaching cohorts—managing time slots, availability, and assigning the right team member without breaking something… is not for the faint of heart.
A few months back, I was helping someone set up a tutoring center inside HighLevel. They needed to juggle:
- 🧑🏫 Multiple tutors
- 🕐 Different time slots
- 👨👩👦 Groups of students for each class
And the question was: How do you make this not suck—for you or your clients?
The good news? You don’t need a custom dev team or expensive app integrations.
The answer is way simpler than you think: Google Sheets.
What We Did (And Why It Worked)
Rather than overcomplicating things inside HighLevel with 40+ triggers, we went lean. Here’s how I set it up:
✅ Step 1: Let Workflows Feed a Google Sheet
Each time a new student signs up or gets booked, a workflow pushes that data—name, time, class, tutor—into a Sheet. That Sheet becomes your dynamic class roster. 🧙♂️
No more chasing Zapier zaps or duct-taped solutions.
Step 2: Break It Down by Time Slot & Tutor
Trying to run everything in one giant workflow? 💥 Recipe for chaos.
Instead:
- Create a separate workflow for each class time
- Assign specific tutors within each one
- Use if/else filters to control who gets what when
This way, you’re building with intention—not just dragging and dropping your way into a black hole.
Step 3: Pivot Tables = Your New Best Friend
Inside that Sheet, we set up pivot tables so the client could instantly see:
- Who’s teaching what
- When the classes are full
- How the week looks at a glance
This turned a messy, multi-tabbed monster into one beautiful, crystal-clear dashboard.
Big Takeaways
Let’s break it down so you can steal this for your own setup:
🧠 Use Google Sheets as your backend for complex scheduling logic
⚙️ Break workflows into small, modular pieces by class or time
🪄 Use if/else filters to personalize triggers for tutors
📊 Pivot tables = game-changer for visibility and planning
Don’t Be Afraid to Mix Tools
Sometimes, HighLevel is the engine—but Sheets can be the dashboard.
This is one of those setups where combining a few simple tools makes everything 10x easier to manage—and easier to scale.
Running a gym? Coaching program? After-school classes? You could totally adapt this same setup.
👉 Just keep it simple. Keep it modular. Keep it visual.
Cool Free Thing
Before you can help businesses with your service, you need to establish trust. The quickest way to earn trust? ⭐️ Testimonials.
In the spirit of free stuff… I want to give you my team’s Testimonial Workflow.
This process makes gathering, editing, and organizing testimonials stupid simple—so your clients can start selling you to future leads.
👉 Grab the free walkthrough here
Want Tools That Just Work?
If you’re building inside HighLevel and tired of breaking things (or starting from scratch every time), check out what we’ve got going on at hlprotools.com.
We build clean, proven, plug-and-play systems so you don’t have to.
See you there.
