How to share a GoHighLevel workflow as a template, without a Snapshot

Copy to Sub-Account, in the menu beside a workflow, sends one workflow to another sub-account as a draft. It carries tags, custom fields, pipelines and templates, and clears other references. The details are in HighLevel’s help article (opens in a new tab) and in copying a workflow between sub-accounts.

The Template Library is the native answer to “share as a template”. An agency admin uses Upload to Template Library from the workflow’s menu, adds a description and prerequisites, and publishes it for the agency’s sub-accounts. HighLevel says creating custom templates (opens in a new tab) needs the $497 Pro plan, and that a published template doesn’t follow later edits to the workflow it came from.

HighLevel’s native route across agencies is a Snapshot share link (opens in a new tab). The other agency imports the Snapshot into its own Snapshot library, then loads the assets it wants into a sub-account. It needs agency access at both ends, and a Snapshot that holds the workflow.

A file is the lighter route when:

• the recipient is a client or freelancer working in one sub-account, not an agency;
• you aren’t an agency admin, or don’t want to build a Snapshot for one workflow;
• you want something you can attach to an email, post in a community or keep in a folder of templates.

The catch: GoHighLevel has no import button, so the person receiving the file needs GHL Workflow Backup & Audit too. Their first 5 single imports are free, so a one-off share costs them nothing but the install.

A workflow built for one client carries that client with it. Before you export, make a copy to share from, and clean it.

1. Duplicate the workflow, so the client’s live one stays as it is.
2. Replace the client’s business name, phone numbers, links and signatures in every message with custom values the recipient will fill in, or obvious placeholders.
3. Remove webhook URLs, API keys and anything else that belongs to the client’s systems.
4. Set your own Private Integration Token in the extension’s Options, so the export names the tags, fields and pipelines the workflow uses instead of listing ids.
5. Export the copy.

Then open the file and search it for anything you missed. What to remove before uploading a workflow lists what to look for.

A workflow points at things in its own account: tags, custom fields, pipelines and stages, calendars, forms, users. The file carries their names, not the things themselves. The export’s references section lists every one the workflow uses, grouped by type, so it doubles as the prerequisites list to send with the file.

Also tell the recipient what doesn’t travel with the file:

• Sender details and the time window. The import writes the timezone, re-entry, multiple opportunities, stop on response and mark as read. The recipient sets sender details and business hours themselves.
• Email and SMS templates, snippets and funnels a step points at. Those need re-pointing by hand.
• Connected apps such as Google, Facebook or Stripe, which they connect in their own account.

1. Install the extension from the Chrome Web Store (opens in a new tab), and set their own Private Integration Token in its Options. Without the token, the import can’t re-point anything by name.
2. Create the tags, fields, pipelines and calendars on the prerequisites list, under exactly the same names.
3. Create a new, empty workflow and leave it in Draft. The import replaces the steps and triggers of the workflow it is run in.
4. Open the extension’s Import tab, choose the file and import. The status log says how many references were re-pointed, and names any it couldn’t match.
5. Fix what the log flagged, set sender details and the time window, test with a test contact, then publish.

The import itself, step by step, is in how to import a workflow into GoHighLevel.

Updates: a shared file is a copy. When you improve the workflow, export and send it again. Importing the new version over the recipient’s copy replaces their steps and triggers, along with any changes they made, so they should tick the backup option the extension offers before it overwrites anything.

Protection: a file has none. Anyone you send it to can pass it on. If that matters, because the workflow is something you sell, HighLevel’s Snapshot sharing has Assets Protection, which keeps protected assets from being shared outside the agency that received them.