HighLevel Workflows: How to Automate Client Follow-Up With Real Examples

 #ad — This article contains my affiliate link. If you sign up through it I earn a commission at no extra cost to you.

Workflows are the heart of automation in HighLevel: a trigger fires a sequence of actions (send a message, wait, check a condition, move an opportunity) with nobody on your team involved. There are hundreds of pre-built templates, and here I show two real cases: a survey that only asks satisfied clients for a Google review, and a B2B brand that replies to Instagram comments with store locations by city.

Standard vs advanced builder

Standard is linear: triggers, actions, waits, if/else. Advanced is visual drag-and-drop with parallel branches. Most people use standard.

What can trigger a workflow

Contact created, payment received, email opened or clicked, form submitted, tag added, pipeline stage changed, appointment status changed for a service, meeting or rental, SMS reply, inbound WhatsApp, client birthday, AI bot event, and more.

Pre-built templates

Automation → Create Workflow → Select from template. Instagram comments automation (replaces ManyChat): choose posts, keyword, public reply, DM. Birthday: message, and if they reply within 24 hours, a discount. Webinar: registration tag, confirmation email, reminders at 72 hours, 24 hours, 1 hour. You customize the data, which is exactly what most people skip.

Real case: reviews only from happy clients

Psychology clinic. Staff marks the patient as showed. Next day, WhatsApp asks: 1 to 5, how was your experience? 1 to 3 notifies the team to call. 4 or 5 sends the Google review link two days later. More positive reviews; complaints handled before they go public.

Real case: Ocava Artesanal

They sell to supermarkets, not consumers, but got DMs all day asking where to buy. Now if someone comments a city name on any Instagram post, the system replies "check your DM" and privately sends every supermarket in that city. B2B brand, consumer support, zero human involvement.

👉 Automate your follow-up free for 30 days

Frequently asked questions

Is there a workflow limit?

No. Unlimited.

Does HighLevel replace ManyChat?

Yes. The Instagram comments template does the same, and saves the contact to the CRM.

Can workflows write to the contact?

Yes. Notes, tags, custom fields, pipeline stage, all editable by workflow actions.

How to get started today

Sign up to HighLevel through my link and get 30 days free. Or join through Solusync App, my white-label version of HighLevel with live chat support, one-on-one onboarding, and access to the Digital Success Club, where we run live classes three times a week. Affiliates who sign up through my link also get access to that community.

If you choose the annual plan, my team sets up your first bot, a calendar, a form and a landing page at no cost, and we schedule a strategy session with you after payment to map it to your business.

👉 Start your 30-day free trial of HighLevel
▶ Or join Solusync App with support and community