This guide is designed for service-based businesses looking to implement HighLevel by Streamline For Success as their all-in-one CRM and marketing platform. We work with businesses across Australia, so the guidance here reflects common scenarios we see locally, while still applying broadly.
A system like HighLevel can simplify your business enormously, but only if you approach it with a bit of intention upfront. The goal of this article isn’t to overwhelm you or suggest you need everything perfect. It’s to help you think clearly, reduce friction later, and start in a way that feels manageable.
You do not have to do everything at once. In fact, you probably shouldn’t.
This guide focuses on a practical, step-by-step guide to the things worth reviewing before you get started.
Clean Up Your Contact Database
A new CRM system like HighLevel is the perfect opportunity to clean up your data.
As the saying goes: rubbish in, rubbish out. Starting fresh with messy data makes everything harder than it needs to be.
Step 1: Identify where your contact data lives
Before any HighLevel data import, you need a clear picture of where your contact information currently sits.
List all the places your contacts currently exist, for example:
- Email platforms (Mailchimp, ActiveCampaign, etc.)
- CRMs
- Spreadsheets
- Course or membership platforms
Step 2: Consolidate into one clean list
This step is critical for a smooth HighLevel CRM setup.
Your goal is one CSV file with:
- One row per person
- No duplicates
- Clear, consistent fields
If your data is spread across multiple systems, it needs to be merged carefully.
Step 3: Only include contacts you have permission to email
This part is critical.
Only import contacts who have explicitly opted in or who you are legitimately allowed to email.
This does not include:
- Scraped lists
- LinkedIn exports
- Old contacts you’ve never emailed
However, there is an important exception.
If you want to bring unsubscribed contacts into HighLevel by Streamline For Success purely as CRM records (for example, past clients, suppliers, or other key contacts), you can do so – as long as they are clearly marked as unsubscribed and not given permission to receive emails.
This allows you to maintain a single source of truth for your data without risking compliance or deliverability issues.
Step 4: Review and update details
Before importing, sanity-check your data:
- Are names spelled correctly?
- Are email addresses current?
- Are phone numbers valid?
Ideally, someone who knows your database well should handle this step.
Step 5: Get your segmentation sorted
HighLevel by Streamline For Success uses tags, custom fields and pipelines to help you understand who is who.
Before importing, decide what segmentation matters to your business. For example:
- Lead
- Customer
- Past Client
- Event Attendee
- Course Enrollee
Clean segmentation upfront saves hours of confusion later.
One important timing note
As you prepare your import list, remember that your database is not static.
People may:
- Opt in
- Opt out
- Become clients
between the time you start preparing your data and the time you actually import it.
For this reason, try to prepare your final import as close as possible to the actual import date, and manually update anyone who has:
- Recently subscribed
- Recently unsubscribed
This extra step helps ensure your data is accurate and reduces clean-up work after the import.
And finally – review anyone who has unsubscribed.
If you want to bring unsubscribed contacts into HighLevel by Streamline For Success purely as CRM records (for example, past clients or important contacts), you can do so – as long as they are clearly marked as unsubscribed and not given permission to receive emails.
This allows you to maintain a single source of truth for your data without risking compliance or deliverability issues.
Email Your Existing Database First
If you haven’t emailed your list recently, don’t wait until you’re inside HighLevel by Streamline For Success.
Send a simple re-engagement email from your current email platform first, before you begin sending emails from HighLevel. This is particularly important for Australian businesses who may not have emailed their list consistently in recent months.
Why this matters:
- People can unsubscribe cleanly before the move
- You reduce spam and deliverability issues later
- You can confidently say you’ve contacted your list recently
Do this sooner rather than later, especially if it’s been a while.
Branding: Keep It Familiar (For Now)
It’s very tempting to treat a system change as the perfect time for a brand refresh.
This might include:
- A new logo
- Updated colours
- A new email design or layout
- Changes to tone or styling
While a refresh can be valuable, changing too many things at the same time as moving to a new email sending platform increases risk.
When you move to HighLevel by Streamline For Success, you are also warming up new sending infrastructure. If recipients don’t immediately recognise your emails, they’re more likely to ignore them or mark them as spam.
For best results, keep your branding familiar initially. Once your sender reputation is established and emails are landing consistently, you can evolve your branding with far less risk.
Important Deliverability Notes
HighLevel by Streamline For Success takes email deliverability seriously – and you should too.
When you start sending from a new platform, the priority is building your sender reputation, not immediate performance.
HighLevel recommends a gradual warm-up approach, which generally includes:
- Building up email sends over time
- Starting with your most engaged contacts first
- Avoiding large or promotional broadcasts early on
It’s also important to:
- Avoid sending time-sensitive or critical emails early on
- Not rely on early broadcasts for launches, deadlines or important announcements
Early sends are about establishing trust with inbox providers. Once that trust is built, your emails are far more likely to land where they should.
We strongly recommend reviewing HighLevel’s email sending best practices and warm-up guidance before sending your first broadcast.
Review Your Existing Opt-ins and Forms
This is an important part of any HighLevel implementation, particularly if you’re moving from multiple tools into one system.
Any forms that currently send leads into an old platform should be reviewed early.
If you’re using multiple systems, this becomes a key part of your phased transition.
Clarity matters here.
Questions to ask:
- How many active opt-ins do you have?
- Which system does each opt-in currently send leads to?
- Where are they located (website pages, landing pages, ads)?
- What information do they collect?
- What happens after someone opts in?
As you transition, it’s often best to:
- Move one system at a time
- Be very clear about where new leads are flowing
- Update opt-ins so they point to HighLevel by Streamline For Success intentionally
You don’t need to switch everything at once – but you do need to avoid leads going into the wrong system.
Once HighLevel by Streamline For Success is live and working, remember to cancel old platforms you no longer need.
Set Your Priorities (This Is Where Most People Go Wrong)
One of the most common HighLevel setup mistakes is trying to do too much at once.
HighLevel by Streamline For Success can do a lot.
Trying to do everything at once is the fastest way to feel overwhelmed.
Instead, ask yourself:
- What does my business need right now?
- More leads?
- More sales?
- Better follow-up?
- Less admin?
Start there.
We encourage clients to keep a simple ideas list – everything you could build – and then deliberately choose what not to work on yet.
Progress beats complexity.
You Do Not Have to Do This All at Once
This is worth repeating.
HighLevel by Streamline For Success works best when implemented in phases:
- Phase 1: Core foundations
- Phase 2: One or two key automations
- Phase 3: Refinement and expansion
Each phase reduces pressure and increases confidence.
You’re building a system to support your business – not another project that drains your energy.
Final Thoughts
Preparing properly before you sign up makes everything smoother.
A little clarity now saves a lot of rework later.
If you’re ready to get started with HighLevel by Streamline For Success, whether you’re based in Australia or working with clients globally, you have two easy options:
- Start a free trial and begin setting things up at your own pace
- Book a call if you’d like help mapping out your setup or deciding the best starting point
Either way, taking a considered, phased approach will set you up for far better results.
