Let’s be real—if you’re building inside HighLevel and you’re not documenting your systems, you’re building a house of cards. 

And yeah, it might stand for a while… until someone breathes on it.

I hopped on a Zoom call recently with Mario Aldayuz (Head of Partnerships at HL Pro Tools), and we got deep into the real MVP of scaling: documentation.

If you’re serious about building scalable, repeatable, and stress-free systems, you need to treat documentation like part of your product. Here’s why 👇

The Problem: Snapshots Get Messy—Fast

Snapshots are amazing, don’t get me wrong. You can clone workflows, campaigns, pipelines, and forms in seconds. But when your “genius system” turns into a spaghetti mess of triggers, tags, and mystery automations, your future self (or your VA) is gonna hate you.

That’s where documentation becomes your superpower.

What I Learned from Mario (And Why I Stopped Being Lazy About It)

Here’s what Mario drilled into us on the call—and honestly, I wish someone had told me this sooner:

🔥 Documentation separates a functional system from a scalable one.

If you’ve got multiple snapshots, niche variations, or any sort of layering strategy, your brain can’t possibly hold it all. And if you don’t document?

• You’ll forget how your own systems work.
  
• Your team will guess wrong and break stuff.
  
• Clients will get stuck and ghost you.

And when it comes time to troubleshoot? Good luck. 😅

Pro Tools for Pro Users: Use Airtable Like a Boss

Mario’s go-to tool for snapshot documentation? Airtable.

Why? Because it’s like Google Sheets on steroids 💪. With Airtable, you can:

• 📌 Track custom values, workflows, and triggers in one place
  
• 🔗 Link assets together (like which funnel uses which automation)
  
• 🛠️ Create reusable templates for team SOPs and onboarding
  
• 🧭 Map dependencies so you don’t blow things up with updates
  

Black Box Systems = Expensive Mistakes.
Documented Systems = Freedom, Flexibility, and Profit.

If You Do Nothing Else, Do This:

Here’s your action plan if you’re building inside HighLevel:

✅ Pick one snapshot you’ve built (or are building)
✅ Open Airtable (or Notion, if that’s your flavor)
✅ Start tracking:

• Custom values & what they’re used for
  
• Workflow names & what triggers them
  
• Key automations & their outcomes

 ✅ Bonus points: Record a Loom walkthrough as a reference for clients or team

Ready to Build Like a Pro?

I’m telling you—most people never take the time to document. And that’s exactly why they stay stuck. Want to scale smarter, faster, and with less chaos?

👉 Head over to hlprotools.com. You’ll find tools, templates, and support built by users—for users who want to win.