Let’s be real—HighLevel can do everything… and that’s the problem.

You open it up, see a million tools, features, automations, calendars, triggers, and AI workflows—and suddenly you’re 45 tabs deep wondering why nothing is working like you planned. 😅

I’ve been there. You start building fast, chasing “done,” and end up with an automation nightmare that your future self has to untangle.

Here’s what I’ve learned after helping hundreds of agencies and businesses inside HL Pro Tools:

 The ones who win with HighLevel are the ones who simplify first—then scale.

HighLevel Shouldn’t Feel Like Defusing a Bomb

Whether you’re building voice AI call routing, setting up a dozen calendars for a team, or importing a snapshot full of workflows—you have to go slow to go fast.

Here’s the framework I use now on every client setup:

1. Start Simple

Don’t overbuild out of the gate. 👉 Create a dummy subaccount and test everything there first.

That way, if something breaks (and it will), you’re not blowing up a live client.

2. Build Modular

Think of your workflows like LEGO bricks—not a glued-together sculpture.

Break things into:

• 🧱 Small workflows by function (not giant webs of automation spaghetti)
  
• 🗂️ Multiple snapshots per vertical or brand (instead of one giant, bloated file)
  

When something goes wrong, you’ll know exactly where to look—and your future self will thank you.

3. Train Your Team (and Clients)

You can build the greatest system in the world, but if no one knows how to use it? It’s still broken.

Document your systems. Add Loom videos. Give your team and your clients the keys to actually succeed with what you built.

💡 Pro tip: HighLevel’s Communities tool feels like Slack. Use the nine-dot menu in the top-right to jump between channels and keep your convos clean.

Bonus: Use Calendar Groups Like a Pro

One of the most underrated HighLevel features?
Calendar Groups.

Instead of sending different booking links for every team member or service, group them together on one clean page. It makes life way easier for clients—and removes all the “who do I book with?” confusion.

Perfect for:

• Multi-location teams
  
• Service providers with multiple offers
  
• Anyone tired of juggling 10 links 😵‍💫

How to Not Wreck Your CRM:

• Test everything in a dummy account first
  
• Disable automations until you’re confident they’re clean
  
• Organize workflows into simple, logical groups
  
• Break up your snapshots—one per use case or vertical
  
• Train your users so they don’t break stuff you built
  

HighLevel’s a beast. But once you tame it, it becomes the most powerful tool in your stack.

Cool Free Thing

Before you can help businesses with your service, you need to establish trust.
And 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 easy—and lets your clients brag about how awesome you are (without you even asking).

👉 Grab the free walkthrough here

Want More Tools That Just Work?

If you’re looking for done-for-you snapshots, AI workflows, and automations that actually deliver—without the chaos…

👉 Head over to hlprotools.com 

You’ll find systems built by people who live and breathe HighLevel every day.