Snapshot setup checklist

A snapshot copies the configuration of one sub-account (workflows, funnels, calendars, fields and more) so you can load it into another. It does not copy customers or live activity. Most snapshot problems come from forgetting the second half of that sentence.

What transfers and what doesn't

[Snapshots - Overview, updated 2026-10-09; checked 2026-10-25]

1. Build in a dedicated template sub-account

• Create a sub-account used only as the snapshot source. Never build a snapshot from a live client account: you'll copy their names, links and quirks.
• Use custom values for everything client-specific: business name, phone, address, booking link, review link, owner's first name. Reference them in emails, SMS, funnels and Voice AI prompts instead of typing text.
• Name everything with a consistent prefix (for example [Core], [Reviews]) so clients' own additions are easy to tell apart.
• Keep test contacts in the template account; they won't transfer, which is what you want.

2. Make every workflow safe to load

• Leave workflows in draft unless they must run immediately. A published workflow in a fresh account can fire on the first imported contact.
• Avoid hard-coded user assignments; assign to "round robin" or a role you'll set after loading.
• Check internal notification actions: the recipient should be a custom value or the account owner, not your email.
• List every integration the snapshot depends on (Stripe, Google, Facebook, phone numbers). These have to be reconnected per account.

3. Create and test

• Create the snapshot from the template account.
• Load it into a brand-new empty test sub-account.
• Fill the custom values, connect a number and run every workflow with a test contact.
• Open each funnel page and email template and look for leftover template text.
• Write a one-page "after loading" checklist for the account (integrations to connect, values to fill, workflows to publish, A2P to register).

4. Loading into an account that already has data

• Loading adds assets. If something with the same name exists, you can review each conflict and choose to override or skip. Existing data is only changed when you choose override. [Snapshots - Overview, updated 2026-10-09; checked 2026-10-25]
• Default to skip for anything the client may have edited (templates, pipelines with live opportunities).

5. Updating clients later

• Snapshots don't update themselves. Change the template account, then refresh the snapshot to capture the change.
• Push the refreshed assets to linked sub-accounts. Use "Manage Linked Assets" to control which assets stay linked for future pushes.
• Keep a changelog (date, what changed, which accounts received it). It saves hours when a client asks "what did you change?"

6. Sharing a snapshot

Share links can be reusable, one-time, email-based or restricted to an agency or sub-account. The recipient imports the snapshot into their agency library first, then loads it into a sub-account. If you sell snapshots, read HighLevel's article on Assets Protected Snapshots before you share.

Snapshots and SaaS Mode

When you sell SaaS plans, each plan can attach a snapshot, so every new customer starts from it. Treat that snapshot like production software: test every change in a scratch account first. Margin modelling: SaaS Mode calculator.

Facts last checked against official sources: 2026-10-25