If you’re still building your onboarding flows manually and praying that clients read your 47-slide Loom walkthrough… I’ve got news: AI isn’t coming—it’s already here, and it can totally handle that mess for you.
In a recent Zoom session with Mario Aldayuz (Head of Partnerships here at HL Pro Tools), we jammed on how to build smarter, scalable systems using HighLevel + AI.
And trust me—there were some golden takeaways for any agency that wants to look way more pro and stop babysitting clients every step of the way.
Here’s what stood out 👇
Scaling with Smart Knowledge Bases
We talked about building dynamic, vertical-specific knowledge bases—think onboarding docs that actually update themselves.
Instead of writing everything from scratch for each client (again), Mario shared how to:
- 🗂️ Use public Google Docs as living templates
- 🔁 Automate them with HighLevel workflows and dynamic custom values
- 📝 Collect key info upfront during onboarding (like services, hours, policies, etc.)
So if you serve dentists, beauty salons, gyms—you name it—this approach gives you a fast, repeatable way to deliver a clean, customized support doc without reinventing the wheel every time.
✨ Pro tip: With tools like GHL Plugins, you can make these docs pretty slick. We’re talking about real-time updates, tailored instructions, and zero manual copy-paste madness.
What You Should Actually Do (Yes, You.)
Want to try this setup yourself? Here’s what I’d do today if I were running your agency:
✅ Step 1: Create a shared, editable Google Doc with all the “static” info clients need
✅ Step 2: During onboarding, use a form to collect custom info like services, location, etc.
✅ Step 3: Merge that into the doc dynamically with custom values
✅ Step 4: Drop the link in a knowledge base, bot response, or SMS trigger
That’s it. Your onboarding just got about 10x cleaner and your client experience feels premium—without you needing to hire more staff.
🧨 Bonus: This also sets you up to use AI tools later for answering questions based on those docs. (That’s a convo for another post, but it’s coming 👀)
Why This Matters (More Than You Think)
The agencies that are winning right now? They’re not the ones with the fanciest logos or biggest teams.
They’re the ones who can scale knowledge, automate smartly, and keep clients feeling supported—without burning out their team.
Building systems like this lets you:
- Cut down onboarding time (no more email back-and-forth)
- Impress clients with pro-level systems
- Free up your team from answering the same 5 questions every week
And if that sounds like something you want in your life, well… you know where to find us 👇
Wanna Build This the Easy Way?
At HL Pro Tools, we help agencies set this up, automate it, and even white-label the whole thing so your clients think you built it from scratch. (We won’t tell 😉)
If you’re ready to scale smarter with HighLevel and AI—without duct taping it all together—we’ve got your back.
Cool Free Thing
Before you can help businesses with your service, you need to establish trust.
And the fastest way to do that? ⭐️ Testimonials.
In the spirit of free stuff (and making you look awesome), I want to give you my team’s Testimonial Workflow.
It’s the exact process we use to gather, edit, and organize client testimonials—automatically.
Grab it here → Testimonial Workflow Freebie
