Let’s talk about something that trips up even the most seasoned HighLevel users: how to manage repeated opportunities in pipelines without turning your CRM into a spaghetti mess. 🍝
If you’ve ever asked, “Wait… this client already converted, but now they’re back. Do I duplicate the opp? Start a new one? Where do I even put them?” — you’re not alone.
That’s exactly what we tackled in a recent HL Pro Tools live session with our man Mario Aldayuz (Head of Partnerships at HL Pro Tools).
We had two awesome community members—Josie and Dean—raise this issue from two totally different industries, but they were facing the same headache. And the fix? Chef’s kiss. 💡
Let’s break it down 👇
The Real Problem: Overcrowded, Confusing Pipelines
Josie runs repeat service projects. Dean is running a cold-calling operation. Totally different business models, but here’s the shared issue:
“Clients keep coming back… but I don’t want to clutter my current pipeline or lose track of their previous stages.”
Sound familiar? 😅 It’s one of those problems where the more successful your campaigns get, the messier your pipeline becomes. And that’s not a great place to be when you’re trying to scale.
The Solution: Segment and Automate Like a Pro
Here’s what Mario (a.k.a. the Workflow Whisperer) recommended:
1. Create a ‘Completed’ or ‘Dormant’ Pipeline 💤
Instead of keeping every client in your main pipeline forever, move completed opps into a separate “past jobs” pipeline.
That way you:
- Keep your current pipeline clean ✅
- Still have access to historical opp data 📊
- Can reactivate those opps later with automations 🔁
2. Use Workflows to Move Opps Automatically
You don’t need to manually drag anything around.
Just set up a workflow like:
🧩 “When status = job complete → move to ‘Past Clients’ pipeline”
You can even get fancy and use tags or appointment bookings to trigger these moves.
3. Divide Pipelines into Phases
This one’s gold for you cold-callers. Mario told Dean to split one big pipeline into 3 smaller ones:
- ❄️ Cold prospects
- 🌡️ Warm follow-ups
- 🔥 Hot leads ready to close
And then? Connect the stages with workflows so your leads graduate like they’re going through a sales school. 🎓
Why This Works
It’s about clarity and scale.
The more organized your pipelines are, the easier it is to:
- Measure ROI
- Track team performance
- Build reports
- Re-engage past clients with smart automation
And let’s be honest—if your pipeline is a mess, your brain probably feels like a mess too. 🧠💥
Wrapping Up
If you’re juggling 100+ clients, repeat buyers, or active lead gen, pipeline structure matters more than you think. A little segmentation and automation goes a long way.
👉 Want more setups like this without figuring it all out on your own?
That’s what we do at hlprotools.com — plug-and-play systems, workflow libraries, live support calls, and zero guesswork.
Come nerd out with us. You’ll never build workflows the same way again.
Cool Free Thing: The Testimonial Workflow (a.k.a. Trust Rocket 🚀)
Before people hand you their credit card, they need something way more powerful: trust.
The shortcut? ⭐️ Testimonials.
In the spirit of free, helpful stuff… I’m giving you our internal Testimonial Workflow—the one we use with clients to collect, edit, and organize reviews like a boss.
✅ Done-for-you templates
✅ Automations for follow-up
✅ Airtable-style organization magic🎉 Grab the free walkthrough here 👉 Download it now
