HighLevel is powerful, but it’s not plug-and-play magic.
You will run into weird bugs, misfiring automations, and “why is this happening” moments that make you question your life choices. 😂
Lucky for you (and me), Mario Aldayuz—Head of Partnerships at HL Pro Tools—recently hosted a live Zoom troubleshooting call, and it was straight 🔥.
We tackled real-life user headaches and walked away with simple fixes that can seriously level up your client workflows.
If you’ve ever scratched your head wondering why confirmations didn’t send, or why that automation just stopped working—this is for you. Let’s dig in. 🕳️🐇
Appointment Booking Gone Rogue? Here’s Why
One of the biggest “What the heck is happening?!” moments was around appointment confirmations. A bunch of users noticed that emails were being sent to old email addresses—even after they updated the contact record.
Here’s the kicker:
HighLevel locks in the contact’s email at the time of booking. So if you change the email after the fact, the system doesn’t care—it already sent that email into the void. 🫠
🔥 Quick Fix:
Mario recommends dropping in a simple “wait step” in your workflow before the confirmation email goes out. That gives HighLevel enough time to grab the updated info before firing off any messages.
Bonus Tip:
💡 Turn off native calendar notifications and run everything through your workflows. That gives you full control over messaging and timing. Want even tighter control? Use AI-specific calendars for granular customization.
Think Like a Developer, Act Like a Boss
One thing I’ve learned (and Mario echoed it on the call): you don’t have to be technical, but you do need to think strategically about how systems fire off.
Here’s a checklist to avoid self-sabotage:
✅ Add “wait” steps where timing matters
✅ Use conditional logic (paths, if/then, etc.) to fine-tune the user experience
✅ Audit your automations monthly—seriously, stuff breaks when you’re not looking
💥 Bottom line:
Don’t assume “set it and forget it” applies here. Be proactive. Your clients will thank you later (and so will your support team).
Other Hot Topics From the Call
Here are a few more issues we tackled—and how to fix them like a pro:
🔒 Data Security & Permissions
➡️ Lock down sensitive workflows and limit access to certain automations using team roles. Keep your client data safe and your backend clean.
📤 Email Deliverability
➡️ Always warm up new domains and use verified sending emails. Avoid “no-reply” addresses—those scream spam.
📱 Mobile Responsiveness
➡️ If your emails or funnels look janky on mobile, use custom HTML sections with mobile-specific formatting. It’s worth the extra few clicks.
Big Takeaway: It’s Not the Tool, It’s the Setup 🛠
HighLevel gives you enterprise-grade power—but that means you need to set it up like a pro. A few small tweaks can save you hours of fire drills and embarrassing client calls.
And if you want a shortcut? Just plug into the community. Attend the live Zooms. Watch how people are solving real problems in real time. That’s where the gold is. 💬
Need Help With All This?
If this sounds overwhelming, you don’t have to do it alone. That’s literally why HLProTools.com exists.
We offer white-label support, done-for-you setups, and yes—even emergency HighLevel rescues. Don’t DIY your business into the ground. We’ve got your back. 💪
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—and it works like magic inside HighLevel.
