Calendly to GoHighLevel Guide

/ CRM, GHL / By

Calendly to GoHighLevel Migration Guide

If you use ClickUp, Calendly, or other tools to manage your workflow and bookings, you can streamline everything by routing appointment data into GoHighLevel. This step-by-step tutorial explains how to connect Calendly to your CRM so new bookings automatically create or update contacts, trigger workflows, and keep your calendar in sync.

The process relies on Calendly webhooks, custom fields, and GoHighLevel triggers. Follow the instructions carefully and test each step before going live with clients.

Before You Start: What You Need in GoHighLevel

Prepare your account and assets in advance. This ensures your Calendly events map correctly when information is sent into the CRM.

  • An active GoHighLevel account with access to workflows and triggers
  • Your Calendly account (with admin access)
  • Funnel or website in GoHighLevel (optional but recommended)
  • The correct calendar(s) set up in the CRM

Make sure you are logged into both platforms while completing the steps.

Step 1: Create or Identify Your Calendly Event Types

First, confirm which Calendly event types will be connected. Each event type can be mapped to a specific calendar or department in your CRM.

  1. Log in to Calendly.
  2. Open Event Types.
  3. Review existing events or create a new one for discovery calls, demos, or onboarding sessions.
  4. Note the event names; you will match them later inside GoHighLevel.

If different teams or services use separate event types, keep a simple naming convention so you can easily distinguish them when building automation.

Step 2: Add Custom Questions in Calendly for GoHighLevel

Adding questions in Calendly helps you capture the data you want to send into your CRM, such as phone number, business name, or custom qualifiers.

  1. In Calendly, open the specific event type.
  2. Navigate to Invitee Questions.
  3. Add standard fields (name and email) plus any extra fields you want.
  4. Save the event type after creating your questions.

These values can later be mapped to custom fields in GoHighLevel, allowing you to build advanced automation and segmentation.

Step 3: Generate a Webhook URL in GoHighLevel

Calendly sends event data through webhooks, so you need a URL in GoHighLevel that can receive the information.

  1. Open your GoHighLevel account.
  2. Go to Automation and create a new Workflow or use an existing one.
  3. Add a Webhook or Incoming Webhook step (depending on your setup).
  4. Copy the generated webhook URL; you will paste it into Calendly.

Keep this URL accessible, as it is the bridge between Calendly and GoHighLevel.

Step 4: Configure Calendly Webhooks to Send Data to GoHighLevel

Now connect your Calendly account to the webhook URL you just created so each booking is pushed automatically into your CRM.

  1. In Calendly, open your Integrations or Developer settings (Webhooks section).
  2. Click Add Webhook (or similar option).
  3. Paste the GoHighLevel webhook URL.
  4. Choose the events you want to capture, such as Invitee Created and Invitee Canceled.
  5. Confirm and save the webhook.

From this point forward, Calendly will send structured data whenever those event types are triggered.

Step 5: Test the Webhook Connection

Testing ensures Calendly is sending the right payload and that GoHighLevel is receiving it correctly.

  1. Schedule a test appointment through your Calendly event link.
  2. Wait a few moments for the webhook to fire.
  3. Return to your GoHighLevel workflow or webhook logs.
  4. Verify that a new contact or event was captured and that the data fields are populated.

If nothing appears, double-check your Calendly webhook URL, event type selections, and any firewall or permission settings.

Step 6: Map Calendly Data to GoHighLevel Fields

Once the test confirms the connection, map incoming fields from Calendly to contact fields inside your CRM.

  1. Open your workflow in GoHighLevel.
  2. Locate the step that handles the incoming webhook data.
  3. Identify payload keys such as invitee name, email, phone, event name, and custom question responses.
  4. Map each key to:
  • Standard contact fields (name, email, phone)
  • Custom fields (company name, budget, notes, or other qualifiers)

Use this mapping to segment leads, run targeted campaigns, and assign tasks to your team automatically.

Step 7: Build GoHighLevel Automation After Calendly Bookings

With data properly mapped, design automation that runs instantly after a Calendly booking is received by GoHighLevel.

Examples of GoHighLevel Automation

  • Send confirmation emails and SMS from your CRM.
  • Apply tags based on the Calendly event type.
  • Assign opportunities to specific pipelines and stages.
  • Notify sales reps or account managers via internal alerts.
  • Trigger reminder sequences leading up to the appointment.

All of these actions can be controlled through workflows that start when the Calendly webhook is received.

Step 8: Handling Cancellations and Reschedules

Calendly can also notify GoHighLevel when bookings are canceled or rescheduled so you can update your pipeline and communications.

  1. Ensure your webhook is subscribed to cancellation and reschedule events.
  2. In your CRM workflow, check for event status fields in the payload.
  3. Create conditional logic that:
  • Removes upcoming reminder messages when an event is canceled
  • Updates opportunity stage or tags to reflect status changes
  • Logs notes about the reason for cancellation, if provided

This prevents contacts from receiving incorrect messages after a schedule change.

Troubleshooting Calendly to GoHighLevel Issues

If something does not work as expected, use a structured troubleshooting process.

  • Check webhook status in Calendly: Confirm it is active and not returning errors.
  • Inspect payload logs in your CRM: Validate that required fields are included.
  • Verify field names: Ensure mapped keys match what the webhook sends.
  • Test with another event type: Isolate whether only one specific Calendly event is failing.

Adjust settings and run multiple test submissions until your automation behaves correctly.

Best Practices for a Smooth GoHighLevel Integration

To keep your system reliable as volume grows, follow these best practices when connecting Calendly and your CRM.

  • Use clear event names matching your GoHighLevel pipelines.
  • Limit the number of custom questions to those you really use.
  • Maintain a single source of truth for contact data inside the CRM.
  • Document your field mappings for future audits or changes.
  • Test quarterly to make sure nothing broke after platform updates.

Additional Resources

For official reference on the Calendly side, review the original migration instructions here: Calendly to HighLevel migration guide.

If you want expert help designing complex funnel and automation setups around your CRM, you can explore consulting and implementation services at Consultevo.

With this configuration in place, every Calendly booking can seamlessly create or update records, drive automation, and keep your entire sales and fulfillment system aligned inside your GoHighLevel account.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your GHL , work with ConsultEvo — trusted GoHighLevel Partners.

Scale GoHighLevel

“`