GHL Calendar & Scheduling

Overview

GoHighLevel's calendar system handles appointment booking, team scheduling, and automated reminders. It integrates directly with the CRM, workflows, and AI agents for end-to-end appointment management.

Calendar Types

| Type | Description | Best For | | ----------------------- | -------------------------------------------------- | ------------------------------------------ | | Simple Calendar | Single user, single service | Solo practitioners, 1-on-1 consultations | | Round Robin | Auto-distributes bookings among team members | Sales teams, support teams | | Class Booking | Multiple attendees per time slot | Group sessions, webinars, classes | | Collective Calendar | Finds time when all selected team members are free | Multi-person meetings, panel interviews | | Service Calendar | Offers multiple services with different durations | Multi-service businesses (salons, clinics) |

Calendar Setup

Step-by-Step

Create Calendar: Settings → Calendars → Create Calendar
Select Type: Choose from Simple, Round Robin, Class, Collective, or Service
Configure Details:
- Calendar name
- Description
- Duration options (15, 30, 45, 60 min)
- Buffer time between appointments
- Minimum scheduling notice
Set Availability:
- Define available days and hours
- Set timezone handling
- Add blocked dates (holidays, vacations)
- Configure recurring availability patterns
Customize Booking Form:
- Required fields (name, email, phone)
- Custom questions
- Terms & conditions checkbox
- File upload options
Connect Integrations:
- Google Calendar sync (2-way)
- Outlook Calendar sync
- Zoom/Google Meet auto-link generation

Availability Configuration

Monday:    9:00 AM – 5:00 PM
Tuesday:   9:00 AM – 5:00 PM
Wednesday: 9:00 AM – 12:00 PM (half day)
Thursday:  9:00 AM – 5:00 PM
Friday:    9:00 AM – 3:00 PM
Saturday:  Unavailable
Sunday:    Unavailable

Buffer: 15 min between appointments
Min Notice: 2 hours
Max Booking Window: 30 days ahead

Round Robin Configuration

Setup

Add team members to the calendar
Select distribution method:
- Equal Distribution: Evenly distributes across all available members
- Priority Based: Assigns based on member priority/weight
- Availability Based: Assigns to next available member
Configure per-member availability (individual overrides)
Set reassignment rules for cancellations

Best Practices

Keep teams balanced — Distribute evenly to prevent burnout
Set individual availability — Each team member manages their own schedule
Configure fallbacks — What happens if all members are booked?
Track per-member metrics — Monitor show rates by team member

Booking Widget

Embedding Options

| Method | Use Case | | ---------------------- | ------------------------------------------ | | Direct Link | Share via email, SMS, social media | | Embedded iframe | Add to your website or funnel page | | GHL Funnel Element | Drag-and-drop calendar into a funnel page | | Chat/AI Booking | AI books appointments during conversations |

Widget Customization

Brand colors and styling
Custom header text
Available slot display format
Timezone auto-detection
Confirmation page redirect

Embed Code Example

<iframe
  src="https://api.leadconnectorhq.com/widget/booking/{calendarId}"
  style="width:100%; border:none; overflow:hidden;"
  scrolling="no"
  id="booking-widget"
></iframe>

Appointment Status Workflow

Booked → Confirmed → Showed / No-Show → Completed / Rescheduled / Cancelled

Status-Based Automations

| Status Change | Triggered Action | | --------------- | --------------------------------------------------------- | | Booked | Send confirmation email/SMS, create opportunity | | Confirmed | Send prep materials, internal notification | | 24hr Before | Send reminder SMS with meeting details | | 1hr Before | Send final reminder with Zoom/location link | | No-Show | Send reschedule link, internal alert | | Completed | Send follow-up email, review request, move pipeline stage | | Cancelled | Send re-engagement message, update pipeline |

Reminder Sequences

Recommended Reminder Schedule

| Timing | Channel | Message Example | | -------------------- | ------- | ---------------------------------------------------------------- | | Immediately | Email | Confirmation with all details (date, time, location/link) | | 24 hours before | SMS | "Reminder: Your appointment is tomorrow at {{appointment.time}}" | | 1 hour before | SMS | "See you in 1 hour! Join here: {{appointment.meeting_link}}" | | Post-appointment | Email | Thank you + next steps + review request |

No-Show Recovery

Trigger: Appointment Status → No-Show
→ Wait 15 min
→ Send SMS: "We missed you! Would you like to reschedule? {{booking_link}}"
→ Wait 24 hours
→ If/Else: Rebooked?
   → Yes: End
   → No: Send Email with reschedule link + incentive
→ Wait 3 days
→ Final SMS: Last chance to reschedule

Calendar Best Practices

Always confirm appointments — Send immediate confirmation via SMS and email
Use buffer time — 10-15 min between appointments prevents overlap stress
Set minimum notice — At least 2 hours prevents last-minute chaos
Sync external calendars — 2-way sync with Google/Outlook prevents double-booking
Limit booking window — 30-60 days ahead; too far out increases no-shows
Add meeting links automatically — Auto-generate Zoom/Google Meet links
Track no-show rates — Monitor and implement no-show recovery workflows
Require phone number — Enables SMS reminders, dramatically reduces no-shows
Customize confirmation pages — Redirect to a page with prep instructions

Integration with AI

GHL's AI agents can book appointments during conversations:

Enable appointment booking in Voice AI or Conversation AI settings
Select the target calendar
AI suggests available slots to the lead
Lead confirms, and the appointment is automatically created
Standard confirmation + reminder workflows trigger

Key Resources

Calendar Setup: Settings → Calendars in sub-account
Google Calendar Sync: Settings → Integrations → Google
Help Docs: GoHighLevel Calendar Guide