09 May How I overhauled my business with HighLevel (and you can copy my system)

If you’re searching for a CRM or all-in-one platform to manage your business, you’ve likely come across HighLevel. I made the switch after years of juggling multiple systems — and I haven’t looked back. Here’s exactly how I consolidated my tools, streamlined my processes, increased my profits, and got my time back.

After running my business for over 8 years, I had layered on countless tools and systems to manage various aspects — events, courses, coaching, systems builds, email marketing, and more.

The problem? I was:

• Constantly switching between platforms
• Using third-party tools like Zapier to glue it all together
• Duplicating effort across systems
• Spending hundreds of dollars each month

HighLevel offered one centralised platform to manage everything, and it’s a ‘one size fits most’ solution

The tools I replaced (and the savings)

Here’s a breakdown of what I was using before:

• Acuity Scheduler $34 USD/month (approx $52.98 AUD)
• Mailchimp $20.51/month
• Zapier $0/month
• Planoly $16/month
• ManyChat $15 USD/month (approx $23 AUD)
• WooCommerce $0/month
• Memberpress $179.50 USD/year (approx $279 AUD)
• Stripe 2% + $0.30/transaction
• Zoom $24.30 AUD/month
• Google Forms $0/month

The migration process (step by step)

Let me be honest — this wasn’t an overnight transition. It took time, intention, and a short-term pause in my business to overhaul everything properly. But it was worth it.

Here’s how I did it:

Step 1: Initial setup

• Create subdomains for funnels, client portal, and email sending
• Verify domain (DMARC setup)
• Integrate calendar, payments, and Zoom
• Add business branding, users, and settings

Step 2: Start with the most time-consuming process

For me, that was events. I knew the process inside-out and where the bottlenecks were.

If you need to work out your new process, or want to simplify your current one, here is how:

Step 3: Map out your workflow

1. Grab a notebook
2. Write every step to achieve ‘X’ (from your perspective and your customer’s)
3. Track your time over a week or month
4. Identify what to automate, delegate, or eliminate

Then use that list to build new workflows in HighLevel.

How I rebuilt my event workflow in HighLevel

Here’s exactly what I did for my Brunch Club events:

1. Created a product for ticketing
2. Built a form collecting dietary needs, seating requests, and payments
3. Set up a 3-step landing page – event info → order form → confirmation
4. Created a workflow triggered by payment:
   • Tags customer with event
   • Sends reminder emails 7 and 3 days out
   • Sends SMS reminders
   • Sends a thank you + review request 3 hours after the event

Then I:

• Disabled old ticketing on my site
• Replaced Google Forms with HighLevel forms for speaker applications
• Set up bookings for 1:1 strategy sessions (calendar, Zoom, payments)

I also hired a VA to help move course and membership content, and for ongoing support. We:

• Created the client portal
• Set up subscriptions, landing pages, and automations

What I use HighLevel for now

I’ve been using HighLevel for over a year and here’s what I now manage through it:

• Event tickets
• Online forms
• Email marketing
• Social media scheduling
• Affiliate marketing
• Online courses and communities
• Mastermind memberships
• Appointments
• Automations and workflows
• Client portal
• Landing pages
• Payments
• Contact management
• Reputation and review management
• Unified messaging (email, SMS, DMs)

My business is leaner, easier to run, and more profitable. In fact, I saw a 12% increase in profit since switching.

Once you’ve got the first process done, it is so much easier to continue with the rest – it is a learning curve but that is business, right?

My #1 Tip: Do one process at a time

Don’t try to rebuild everything at once. Choose one process, rebuild it fully, test it, have someone review it, then switch over. Once it’s live, close down the old version and move to the next.

Ready to simplify your business?

If you’re feeling overwhelmed with too many tools or clunky systems, looking to save money, and get your time back, HighLevel might be the solution you’re looking for.