Let’s talk about something I see all the time inside HighLevel: people making their workflows way more complicated than they need to be.
Like, you’re not building the Matrix here. You’re trying to send a follow-up email and book a call 😅
And trust me, the simpler your workflows, the more scalable and bulletproof they become.
So if you’re wrangling tags, conditions, appointment logic, or trying to make “one master workflow to rule them all”, this post is for you.
Tags: Use Them Smarter, Not More
HighLevel’s tag-based automation is 🔥 powerful, but only if you’re using it strategically.
Here’s how I like to do it:
✅ Use “tag includes” conditions to trigger certain paths
✅ Use “tag does NOT include” to filter the flow
✅ Stack logic in layers, not all in one place
Example: Let’s say a lead books a call AND signs up for your webinar. Should they get both sequences? Just one? A combo of the two?
Tags let you customize their journey so it feels personal, not robotic.
💡 Pro tip: Don’t go tag-happy. Tag bloat is real. I like to keep a simple tag naming system like:
- lead-webinar
- client-q1-checkin
- no-show-call
Keep it clean so your brain doesn’t melt three months from now.
Appointments: Keep It Segmented
Now let’s talk about recurring appointments, like quarterly reviews, monthly check-ins, or that annual “hey are you still alive?” client touchpoint.
I see people try to jam everything into one massive workflow, which turns into spaghetti faster than you can say “merge branch.”
Instead, split it up like this:
🗂️ Create one workflow per recurrence cycle:
- Q1 appointment reminder
- Q2 appointment reminder
- Annual strategy call
This way, you can:
- Troubleshoot easier
- See what’s working (or not)
- Update without breaking other logic
🔥 Hot tip: Use appointment status filters to tag no-shows, reschedules, or confirmed attendees so you can follow up accordingly.
Why Simple > Fancy
You don’t get bonus points for complexity.
You get results from clarity. From workflows that are easy to scan, easy to test, and easy to tweak when the offer, audience, or timeline shifts.
So here’s what I recommend:
🧰 Start small
🧠 Add conditions only when absolutely needed
✅ Always test from the contact’s POV
🧼 Keep your workflows lean, clean, and mean
One More Thing: Stop Trying to Do Everything in One Workflow
Seriously. I’ve been there. I’ve tried to build “The Ultimate Automation Workflow™” that does everything based on tags, triggers, and moon phases…
Guess what? It broke. A lot.
Now I build small, focused workflows that hand off to each other with webhooks or tags. Way easier to maintain. Way less stressful when stuff hits the fan.
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 plug-and-play setup makes collecting, editing, and organizing testimonials stupid simple.
Use it to build social proof fast, even if you’re just getting started.
👉 Grab the free walkthrough here
Need Help Fixing or Building Workflows?
If your automations are messy, bloated, or straight-up broken, we’ve got your back.Visit gohighlevele.com to get pro-level HighLevel support (white-label or not) and start running your systems with way less stress.