How to Set Up a Booking Calendar in GoHighLevel

This step-by-step guide shows you how to set up a booking calendar in GoHighLevel, even if you are used to tools like ClickUp or other scheduling systems. You will learn how to create calendar groups, configure availability, and share your booking link with leads and clients.

Follow the instructions below to quickly configure appointments, assign users, and integrate your GoHighLevel calendar into funnels, websites, and widgets.

Overview of GoHighLevel Calendar Types

Before building a calendar, it helps to understand the three standard appointment types available in GoHighLevel. Each type is managed through the same booking calendar builder but behaves differently for routing and availability.

• Round Robin: Distributes appointments evenly between multiple assigned users. Useful for sales teams.
• Class: Allows multiple attendees to book the same time slot. Ideal for webinars, group sessions, or classes.
• Collective: Requires all assigned users to be available for the time slot to show as bookable. Good for joint calls or co‑hosted meetings.

All these calendar types are created and managed within a calendar group in the GoHighLevel platform.

Accessing the Calendar Builder in GoHighLevel

To start, open the calendar builder inside your GoHighLevel account. You can do this at either the sub-account level or the agency level, depending on where you are configuring appointments.

1. Log in to your GoHighLevel account.
2. Navigate to the sub-account where you want to create the calendar.
3. Click Calendars in the left-hand menu.
4. Select the Calendar Settings or Calendar tab (label may differ slightly by interface version).

From here, you will see options to create or manage calendar groups and individual calendars.

Create a Calendar Group in GoHighLevel

A calendar group allows you to organize one or more related booking calendars under a single context, such as a specific location, pipeline, or service type.

1. In the calendar settings area, click + New Calendar or + New Calendar Group depending on your interface.
2. Enter a descriptive Calendar Group Name, such as “Sales Calls” or “Onboarding Sessions”.
3. Optionally add a Description to clarify the purpose of the group.
4. Click Save to create the calendar group.

Once your group is created, you can add one or more calendars inside it for specific appointment types.

Set Up a Booking Calendar in GoHighLevel

After creating a calendar group, the next step is setting up a new booking calendar with the correct type and basic settings.

1. Open the calendar group you just created.
2. Click + New Calendar inside that group.
3. Choose the Calendar Type: Round Robin, Class, or Collective.
4. Give your calendar a Name that will be visible to internal users and optionally to contacts.
5. Select the Meeting Location (e.g., Zoom link, Google Meet, phone call, or custom location).
6. Assign the related Pipeline and Stage if you want booked appointments to move contacts in your CRM automatically.
7. Click Next to move through the configuration steps.

Each GoHighLevel calendar can be further customized with availability, form fields, and confirmation options.

Configure Availability in Your GoHighLevel Calendar

Availability settings control when people can book appointments on your calendar. You can define working hours, buffer times, and appointment durations.

1. Open the relevant calendar in your calendar group.
2. Go to the Availability or Time Settings section.
3. Set the Time Zone for the calendar.
4. Define Office Hours by selecting days of the week and time ranges.
5. Choose the Appointment Slot Duration (for example, 15, 30, or 60 minutes).
6. Configure Buffer Times before and after appointments, if needed.
7. Set the Minimum Scheduling Notice (how far in advance someone can book).
8. Set the Maximum Days in Advance a person can schedule an appointment.

These settings ensure that your GoHighLevel booking calendar only offers time slots that make sense for your daily workflow.

Assign Users and Teams to the GoHighLevel Calendar

Assigning users determines which team members will receive appointments booked on a specific calendar.

1. Within the calendar configuration, find the Assigned Users or Team Members section.
2. Select one or more users to attach to the calendar.
3. For Round Robin calendars, choose how appointments are distributed among users.
4. For Collective calendars, confirm that all selected users must be available for a time slot to appear.
5. For Class calendars, set Maximum Attendees per time slot.

Only users that are assigned will be considered for availability and will receive appointment notifications.

Customize Booking Form and Notifications in GoHighLevel

You can customize the booking form fields and configure how contacts and staff are notified of new appointments.

Customize Booking Fields

1. Go to the Form Questions or Custom Fields section of the calendar.
2. Ensure basic fields like Name, Email, and Phone are enabled.
3. Add additional questions if needed (for example, “What would you like to discuss?”).
4. Mark important fields as Required to collect essential data.

Configure Notifications and Reminders

1. Locate the Notification or Reminders section of the calendar settings.
2. Enable Email and/or SMS notifications for new bookings.
3. Set reminder intervals, such as 24 hours or 1 hour before the appointment.
4. Confirm internal notifications so assigned users receive meeting details.

Proper notification settings help reduce no-shows and keep your team informed.

Share and Embed Your GoHighLevel Booking Calendar

Once your booking calendar is configured, you can share it directly or embed it into your marketing assets.

Copy the Public Calendar Link

1. From the calendar list, locate the calendar you created.
2. Click the option (often represented by three dots or an action button) next to the calendar name.
3. Select Copy Link or Open Booking Page.
4. Use this URL to share the booking page via email, SMS, or chat.

Embed the Calendar in Funnels or Websites

1. Open your Funnel or Website inside GoHighLevel.
2. Add a Calendar element to the desired page section.
3. Select the correct calendar or calendar group from the dropdown.
4. Adjust styling and layout to match your branding.
5. Save and publish the funnel or website page.

This allows visitors to book appointments directly from your pages while data flows into your GoHighLevel CRM.

Troubleshooting Basic GoHighLevel Calendar Issues

If your calendar is not showing available times or bookings are not working as expected, check these items.

• Confirm the Time Zone is correct.
• Verify Office Hours and availability windows are set.
• Ensure assigned users have availability configured in their profiles, if applicable.
• Check that the Maximum Days in Advance limit is not too low.
• Review notification settings to confirm emails or SMS messages are enabled.

For more detailed instructions and screenshots, refer to the official GoHighLevel support documentation at this calendar setup guide.

Next Steps for Optimizing Your GoHighLevel Calendars

After you have the basic booking calendar working, you can enhance your setup with additional CRM automation and marketing funnels.

• Link appointments to specific pipelines and stages for better sales tracking.
• Trigger workflows when appointments are booked, rescheduled, or canceled.
• Use appointment data to personalize follow-up sequences.
• Test different calendar types (Round Robin, Class, Collective) for your team structure.

If you want strategic help optimizing your GoHighLevel implementation, you can find consulting and resources at Consultevo.

By following the steps above, you can quickly set up a functional, reliable booking calendar in GoHighLevel that integrates seamlessly with your CRM, funnels, and automation workflows.

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