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