Let’s be real: if you’re using HighLevel to run your agency or SaaS business, chances are your automations are doing a lot of heavy lifting.
But what happens when something breaks?
🤯 Emails come from the wrong sender
📬 Invoices don’t go out
😡 Clients get frustrated—and so do you
That’s why I tune in every week to HL Pro Tools’ open troubleshooting calls with Mario Aldayuz, Head of Partnerships at HL Pro Tools.
This week, Mario went deep on automation best practices—and trust me, even seasoned HighLevelers had lightbulb moments.
Let’s unpack the highlights 👇
Automation Starts With the Right Settings
Ever sent a contract or invoice only to realize the “From Email” was totally wrong? Or worse—sent from a default domain that lands straight in spam?
Yeah. Been there. 🙋♂️
Here’s what Mario recommends:
✅ Set system-wide defaults
Head into your Settings > Documents & Contracts and set a default sender email. This ensures your documents don’t look like they came from a robot in a basement.
✅ Assign real user emails to logins
Don’t just create generic users like “admin@something.com.” Assign actual team member emails to each login so replies land where they’re supposed to.
✅ Clean up your roles
Make sure each user only sees what they need to see. Overloaded permissions = confusion + broken automations.
🧠 Key takeaway:
The wrong sender email = broken trust. Set it up right once and you never have to think about it again.
Avoid These Common Automation Mistakes
Mario also walked through some sneaky pitfalls that catch even experienced users off guard:
🧨 Not setting fallback values in custom fields
🧨 Forgetting to set ownership for leads (no one follows up!)
🧨 Using case-sensitive keywords in workflows (which break all the time—see this blog if you missed that one)
If your automations aren’t firing like they should, there’s a good chance it’s one of these.
✅ Pro Tip:
Use audit logs and manual trigger testing to QA your automations like a pro.
Small Tweaks = Big Wins
What I love about these HL Pro Tools calls is that they’re not just “how-to” tutorials… they’re strategy sessions.
This week proved that small tweaks—like setting the right defaults or fixing a user role—can completely transform how your agency runs.
And when stuff just works? You move faster. Clients are happier. Life is better. 😎
Want Help Implementing This Stuff?
This is where HL Pro Tools comes in.
✅ White-label tech support
✅ Automation audits
✅ Done-for-you integrations
✅ Pro snapshots that don’t break
If you’re tired of YouTubing every fix and want your agency to feel less duct-taped together…
👉 Visit hlprotools.com and let’s make your systems work for you—not the other way around.
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