đ€ Help Guide: Automations & Workflows in HighLevel Support Doc for Internal AI Knowledge Base Video Reference: âAutomations & Workflows Overviewâ
đŻ Purpose of This Guide This guide helps you: -Understand what automations and workflows are - Avoid breaking critical systems by editing too early -Confidently follow the pre-built system to launch faster -Know when itâs okay to customize and explore
đ§ What Are Automations?
Automations are the engine that powers HighLevel behind the scenes.
In simple terms:
âWhen X happens, do Y.â
Example:
-
When a lead opts in â send a welcome SMS
-
When an appointment is missed â trigger a no-show follow-up email
-
When a contact hasnât replied in 24 hours â send a reminder
đ Workflows: The Visual Automation Builder
Inside HighLevel, workflows are the drag-and-drop builder where automations are created and edited.
Find it under:
-
Left-hand menu â âAutomationsâ
-
Each workflow contains triggers (the âwhenâ) and actions (the âthenâ)
You donât need to build your own right nowâeverything has been done for you.
â What You Need to Know (Right Now)
-
All essential workflows have already been built for your gym's sales funnel
-
These automations cover:
-
Lead intake
-
Appointment reminders
-
Follow-ups
-
Lead tagging
-
Status changes in pipelines
-
-
Only minor edits may be needed to:
-
Match your brand language
-
Add your team name or gym name
-
Adjust timing for timezone or availability
-
đ ïž Weâve designed this as a plug-and-play system. Just follow the setup videos step by step.
đ« What Not to Do (Yet)
While HighLevel is powerful and open for full customization, we strongly recommend:
| â Donât Touch | Why? |
|---|---|
| Workflow logic or structure | You may break automations that control your pipeline and lead flow |
| Trigger conditions or filters | Small changes can stop leads from moving properly |
| Core SMS/email sequences | These are tested sequencesâediting too early can hurt performance |
If youâre new to HighLevel or automations in general, skip the custom building (for now).
đ©âđ» What If Iâm Advanced?
If youâre experienced with systems like Zapier, ActiveCampaign, HubSpot, etc., and feel confident building automations:
-
Go ahead and exploreâHighLevel gives you full creative control
-
Just be aware: editing live workflows may conflict with pre-built logic
Tip: Duplicate any workflow before testing edits.
đ Whatâs Coming Later?
As you get comfortable and go through our setup videos:
-
Youâll learn how to customize safely
-
Youâll see where to add value without risk
-
Youâll know how to build your own automations if desired
But first: Follow the video training exactly. Thatâs the fastest path to a live, functioning system that gets leads, books appointments, and helps you make sales.
𧩠Summary
| Do This | Donât Do This (Yet) |
|---|---|
| Follow video instructions | Modify triggers or actions |
| Customize language only | Delete or rename workflows |
| Ask for help if unsure | Build custom automations from scratch |
đĄïž Final Advice
Keep things simple, structured, and focused until youâve launched and are generating sales consistently.
Speed > Complexity when you're first getting started.
When ready, youâll unlock the full power of HighLevel automations and can begin building workflows that support your unique business needs.