HighLevel is a beast. Super powerful, super flexible… but sometimes, it acts like it had one too many energy drinks. 🥴
If you’ve ever scratched your head wondering why a workflow didn’t fire, or why a confirmation email went to the wrong person (again), you’re not alone.
That’s why we hosted a live Zoom session with Mario Aldayuz, Head of Partnerships at HL Pro Tools, to dive deep into the quirks, bugs, and easy-to-miss fixes.
Here’s the stuff you actually need to know (without having to watch a 90-minute replay):
Problem: Confirmation Emails Go to the Wrong Person
This one had people pulling their hair out. You book an appointment. You update the contact info. But the confirmation email still goes to their old email. WTH?
🧠 What’s really happening:
HighLevel locks in the contact details at the time of booking. If you update the contact after the appointment is confirmed, it doesn’t update the notification recipient.
✅ Mario’s Fix:
Add a “Wait” step in your workflow before sending that confirmation email. This gives HighLevel a second to catch up and grab the updated info.
🔥 Pro tip:
Turn OFF native calendar notifications. Instead, run everything through your workflows. It gives you full control over what gets sent, when, and how.
Bonus Fix: Use AI Calendars for More Flexibility
Want even more control over appointment logic, availability, and follow-ups? Mario recommended AI calendars for next-level customization.
- Split logic for different services
- Personalized follow-ups
- Granular contact routing
If you’re running multiple niches or offers, this is a game-changer.
Other Common Issues We Covered
Mario rapid-fired through some other common headaches agencies are facing:
⚙️ Workflows Not Triggering?
→ Double-check your trigger filters. One wrong tag or status can stop everything cold.
🔐 Client Data Security Worries?
→ Use sub-account restrictions and add 2FA. Trust me, one angry client can create way more problems than the setup time is worth.
📩 Emails Landing in Spam?
→ Verify your domain and set up proper DNS (SPF, DKIM, DMARC). Or just use HLProTools’ email warmup system. Problem solved.
Key Takeaways (TL;DR Style)
🛑 Don’t assume HighLevel “knows” the updated contact info
⏳ Use wait steps in automations for better data accuracy
✂️ Ditch native notifications and go full workflow mode
📆 Upgrade to AI calendars if your current setup feels clunky
🧼 Audit your workflows regularly to catch silent errors
🔒 Secure client data like your business depends on it (because it does)
Cool Free Thing: My Testimonial Workflow
Before someone hires you, they need to trust you.
And nothing builds trust faster than social proof—aka testimonials.
So in the spirit of giving away cool, useful stuff, I’m handing you our Testimonial Workflow for free.
💡 This is the exact process we use to:
- Collect killer testimonials
- Clean them up for marketing use
- Organize them for easy access later
Want More Tools, Fixes & Freebies?
If this helped even a little, I’ve got way more where that came from.
✅ Templates
✅ Tools
✅ Workflows
✅ Copy-paste fixes for stuff that drives you crazy
Head over to hlprotools.com and grab the good stuff.
