The Workflow Monitor in HighLevel helps you track and improve your automation workflows in real time. It shows live contact movement, identifies errors, and provides actionable insights to optimize performance. Here's a quick overview of what you can do:
- Monitor Live Performance: Track contact progress, email opens, SMS delivery, and response rates.
- Spot Bottlenecks: Identify issues and errors instantly.
- Access Key Metrics: View completion rates, action success, and engagement stats.
- Make Updates Safely: Test and tweak workflows without disrupting live campaigns.
Key Features:
- Real-Time Data: See live workflow activity and contact counts at each stage.
- Historical Insights: Analyze data from the past 30 days to spot trends.
- Testing Tools: Run test workflows to ensure everything works as intended.
- Organizational Tools: Use folders and filters to manage workflows easily.
To access the Workflow Monitor:
- Log in to HighLevel.
- Navigate to Automation > Workflows.
- Click the Monitor tab.
This tool is essential for keeping your campaigns efficient and effective. Whether you're launching new workflows or improving existing ones, the Workflow Monitor ensures you stay on top of your automation strategies.
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Finding the Workflow Monitor
The Workflow Monitor is easy to access within the HighLevel dashboard, helping you stay on top of your campaigns. Here's how to locate it and an overview of its main features.
Location in Dashboard
Follow these steps to find the Workflow Monitor:
- Log In: Start by logging into your HighLevel account.
- Go to Automation: Click on the "Automation" tab in the main navigation menu.
- Choose Workflows: Select "Workflows" from the dropdown menu.
- Open Monitor: Click the "Monitor" tab at the top of the workflow screen.
This tab sits alongside other workflow tools, so you can easily switch between creating and tracking your automation sequences.
Main Screen Features
The Workflow Monitor screen includes several important sections:
Active Workflows Panel
Displays all workflows currently running, along with real-time status updates and contact counts.
Filter Controls
Features a search bar for finding specific workflows, a date range selector for historical data, and filters to sort workflows by status.
Organization Tools
Offers a folder system to group and organize workflows for better management.
This setup gives you a clear view of your automation's performance. Use folders to group related campaigns, making it easier to navigate and monitor your workflows effectively.
Tracking Live Performance
Keep an eye on live performance to fine-tune your automation workflows as they run.
Using Stats View
To access performance data, use the "Stats" toggle in the top-right corner. This feature lets you:
- View success rates with clear visual indicators
- Monitor critical metrics like email opens, SMS delivery, and response rates
Here's what the Stats View dashboard highlights:
| Metric Type | What It Shows |
|---|---|
| Completion Rate | Percentage of contacts successfully completing the workflow |
| Action Success | Count of successful versus failed actions |
| Response Rate | How contacts are engaging with your messages |
Use these metrics to identify areas for improvement and adjust your workflows accordingly.
Reading Workflow Data
Workflow data provides actionable insights for better automation decisions.
Real-Time Metrics
Real-time data gives an instant overview of workflow activity, including:
- The number of contacts currently in the workflow
- Contact counts at each stage of the process
- Error notifications that flag failed or problematic actions
Historical Performance
Data from the past 30 days is available to help you:
- Compare current results with previous runs
- Detect patterns in workflow efficiency
- Pinpoint recurring issues or bottlenecks
Performance Indicators
Key metrics to monitor include:
- How long each step takes to complete
- Rates of successful actions
- Frequency and types of errors
This blend of real-time and historical data ensures you have the insights needed to keep your workflows running smoothly.
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Testing and Fixing Workflows
Running Test Workflows
Once you've reviewed performance metrics, it's time to ensure your workflow operates as expected. Testing is essential before deployment. Use an existing or test contact to confirm the following:
- Trigger conditions: Verify that the workflow starts under the correct conditions.
- Action sequence: Ensure actions occur in the proper order.
- Message content: Check that messages display as intended.
- Timing delays: Confirm any set delays function as planned.
Making Live Updates
Updating a live workflow can be tricky, but you can avoid interruptions by following these steps:
-
Duplicate the Workflow
Make a copy of the workflow to test any changes. -
Test Your Changes
Use test mode to experiment with updates in the duplicated version. -
Choose the Right Time
Plan to implement updates during periods of low activity. -
Activate the Update
Switch to the updated version and immediately disable the old one.
This method ensures smooth transitions and minimal disruptions.
Monitor Management Tips
Monitoring Methods
Keeping tabs on performance and managing complex automations requires a structured approach. Here's how to make monitoring more effective:
Set Up Monitoring Schedules
Plan daily checks for essential workflows and schedule weekly reviews for less critical ones.
Organize Workflows Logically
Group workflows into folders based on:
- Campaign type
- Client accounts
- Automation complexity
- Performance priority
This setup helps you quickly locate related automations and address issues efficiently.
Track Performance Metrics
Regularly review trigger success rates, completion times, message delivery, and recurring bottlenecks. Separate live monitoring from post-run analysis to gain both immediate and long-term insights.
Live vs. Post-Run Analysis
Choosing the right monitoring approach can make a big difference. Here's a quick comparison:
| Monitoring Type | Ideal For | Key Advantages |
|---|---|---|
| Live Monitoring | Active campaigns, time-sensitive automations, new workflows | Immediate issue detection, real-time tracking, quick bottleneck resolution |
| Post-Run Analysis | Completed workflows, historical data, trend spotting | In-depth analysis, trend identification, long-term strategy planning |
When to Use Live Monitoring:
- Launching new workflows
- Running high-stakes campaigns
- Testing modifications
- Monitoring time-sensitive customer journeys
When to Use Post-Run Analysis:
- Spotting patterns in performance
- Measuring overall success rates
- Optimizing timing for key actions
- Planning long-term improvements
Conclusion
HighLevel's Workflow Monitor streamlines automation while keeping campaigns running smoothly. With real-time tracking, you can quickly identify and address any issues that arise.
Here’s why active monitoring matters:
- Real-time tracking helps ensure workflows stay efficient.
- Data insights reveal areas for improvement.
- Quick updates allow for easy adjustments and upgrades.
For agencies juggling multiple client campaigns, combining live monitoring with post-run analysis offers a complete view of performance. The Stats View delivers key insights, helping you manage workflows effectively and confirm everything is set before launch.
These tools enable your team to maintain top-performing campaigns consistently. Stay ahead by scheduling regular monitoring and performance reviews. For more tips, check out HL Max's tutorials and strategies designed to help agencies grow.
FAQs
How can I use the Workflow Monitor in HighLevel to track and improve my automation processes?
The Workflow Monitor in HighLevel is a powerful tool designed to help you oversee your automation processes in real time. By using it effectively, you can identify delays, pinpoint inefficiencies, and make adjustments to optimize your workflows.
To get started, navigate to the Workflow Monitor within your HighLevel dashboard. Here, you'll see a visual representation of your workflows, including the status of each step and any bottlenecks. Pay close attention to areas with high wait times or errors, as these may indicate where adjustments are needed. Make changes directly in your workflows to streamline processes and improve performance.
Regularly reviewing the Workflow Monitor ensures your automations stay on track and deliver the best possible results for your business or clients.
How can I update a live workflow in HighLevel without interrupting active campaigns?
To update a live workflow in HighLevel without disrupting ongoing campaigns, follow these guidelines:
- Clone the Workflow: Before making changes, create a duplicate of the active workflow. This ensures you can test updates without affecting the live version.
- Make Updates in the Clone: Modify the cloned workflow to implement your changes. Double-check all triggers, actions, and conditions to ensure they align with your goals.
- Test Thoroughly: Run tests on the cloned workflow to verify everything works as expected. Use sample data to simulate real scenarios.
- Replace the Live Workflow: Once you're confident in the updates, deactivate the original workflow and activate the updated version. This minimizes any potential disruptions.
By following these steps, you can safely optimize your workflows while maintaining seamless automation for your ongoing campaigns.
What’s the difference between real-time data and historical insights in the Workflow Monitor, and when should I use each?
The Workflow Monitor in HighLevel provides real-time data to track ongoing automation processes as they happen, allowing you to quickly spot and address any issues or delays. On the other hand, historical insights offer a detailed view of past performance, helping you analyze trends, measure success, and identify areas for improvement over time.
Use real-time data when you need to monitor active campaigns and ensure everything is running smoothly in the moment. Leverage historical insights for strategic planning and optimization, such as refining workflows based on past performance to improve future results.
