Let’s talk about something a ton of agencies struggle with but don’t always know how to fix:
👉 How do you build smart, personalized booking systems in HighLevel—especially when you’ve got repeat clients and multi-step workflows?
We covered this exact topic in a Zoom session with Mario Aldayuz (Head of Partnership at HL Pro Tools), and honestly… This one nugget could completely change how you handle bookings.
So, let’s break it down.
The Real Booking Problem (That No One Talks About)
If your agency handles bookings—whether that’s for a dentist, a med spa, or a dog whisperer—you’ve probably run into one or more of these:
- Returning customers have to re-enter the same info every. single. time. 🥴
- You want to personalize confirmations but don’t know how to store the right data
- Bookings need to change based on whether it’s their first or fifth appointment
- You’re duct-taping five tools together and praying it works 🤕
Sound familiar? You’re not alone.
he Smarter Way: AI-Driven + Custom Field Magic
Mario dropped this 🔥 strategy on the call:
“Use phone or email as a unique identifier to pre-fill data using custom fields—and let workflows do the heavy lifting.”
Here’s what that looks like in action:
🧩 Step 1: Set custom fields for things like “last visit,” “preferred service,” or “VIP client.”
⚙️ Step 2: Build a workflow triggered by the calendar booking that updates those fields based on the user’s profile.
🤖 Step 3: Use AI tools (like GPT or even Botpress) to personalize the experience—confirmation messages, follow-ups, reminders, etc.
The best part? Once you’ve got that system humming, it scales beautifully across multiple locations or team members.
Pro Tips from the Call
Here are a few highlights you’ll want to steal right away:
✨ Always scope your project before building. Mario said it best:
“It’s like ordering at a restaurant. You’ve got to know what you want before we can serve you.”
✨ Use scoping docs for big builds. This helps you or your devs stay laser-focused and keeps client requests from spiraling into chaos.
✨ If HighLevel can’t handle your flow natively, don’t force it. Use tools like Zapier, Botpress, or even Make to bridge the gaps.
Test Everything Before You Scale
Please, for the love of smooth onboarding—test your booking flows in a staging account before you unleash them into the wild. I’ve seen too many workflows go sideways because someone forgot to test a single custom value 😬
TL;DR – Here’s What You Should Do
✔️ Identify customers by phone/email
✔️ Use custom fields to store & recall preferences
✔️ Let workflows (and AI) drive personalization
✔️ Scope your builds like a pro
✔️ Test before going live
✔️ Don’t over-engineer—use external tools when needed
Want to Scale Faster (Without Reinventing the Wheel)?
If you’re tired of spinning your wheels building workflows from scratch, go check out what we’re doing over at hlprotools.com.
We’ve got white-label tools, AI-powered automations, snapshots, and cheat codes for agency owners just like you.
👉 Work smarter. Impress clients. Scale fast. That’s the whole point.
Cool Free Thing: Get My Testimonial Workflow (It’s Awesome)
Before clients hire you, they need to trust you.
The fastest way to build that trust? ⭐️ Testimonials.
In the spirit of giving you awesome stuff, I’m handing you the exact Testimonial Workflow my team uses to collect, edit, and organize client reviews—automatically.
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Use it, clone it, make it your own—and go build the trust you need to grow.
