How to Set Up Appointment Notifications in GoHighLevel

If you manage calendars in ClickUp but handle client bookings in GoHighLevel, configuring appointment notifications correctly is essential. This guide shows you, step by step, how to use the built-in calendar settings to send automated email, in-app, SMS, and WhatsApp alerts for both your team and your contacts.

The instructions below are based on the official GoHighLevel calendar notification options so you can quickly adjust reminders, confirmations, and follow-ups without custom coding.

Accessing Calendar Settings in GoHighLevel

All appointment notifications are controlled at the calendar level inside GoHighLevel. Before you can create or edit messages, you must open the correct calendar.

1. Log in to your GoHighLevel account.

2. Navigate to the Calendars section from the main menu.

3. Select the calendar you want to configure.

4. Open the calendar’s Settings or Edit view.

Once you are in the calendar settings, you will see notification options that allow you to control messages for users (your team) and contacts (your leads and clients).

Understanding GoHighLevel Calendar Notification Types

The calendar system in GoHighLevel supports several notification channels that can be triggered at different times before or after an appointment. These options are divided between user notifications and contact notifications.

GoHighLevel User Notifications

User notifications are messages sent to calendar owners or team members assigned to appointments. They can be delivered through:

• In-app notifications

• Email notifications

• SMS notifications

Use these when you want staff to be instantly alerted when new bookings, updates, or cancellations occur.

GoHighLevel Contact Notifications

Contact notifications are for your leads and clients. They help reduce no-shows and keep attendees informed. Available channels typically include:

• Email reminders and confirmations

• SMS reminders and confirmations

• WhatsApp messages, when enabled on your GoHighLevel account

Each calendar can have customized reminders and follow-ups that are specific to that calendar’s appointment type.

Configuring GoHighLevel User Notifications Step by Step

Follow these steps to make sure your team receives the right alerts whenever a new appointment is booked or updated through the calendar.

1. Open your desired calendar inside GoHighLevel.

2. Go to the Notifications or similar tab for that calendar.

3. Locate the User Notifications section.

4. Enable the channels you want to use: in-app, email, or SMS.

5. Specify which users should receive notifications, such as:

   • Calendar owner

   • Assigned team member

   • Additional internal recipients

6. Save your changes.

This setup ensures internal users see immediate alerts for new bookings, rescheduled appointments, and cancellations directly inside GoHighLevel, as well as via their chosen channels.

Configuring GoHighLevel Contact Notifications

Contact notifications help your clients receive confirmations and reminders automatically when they book through calendar forms, funnels, or direct links.

GoHighLevel Email Notifications for Contacts

1. Within your calendar settings, go to the notifications area.

2. Find the Contact Email Notifications section.

3. Turn on confirmation emails for successful bookings.

4. Set up reminder emails to be sent before the appointment, for example:

   • 24 hours before

   • 1 hour before

5. Optionally configure follow-up emails to be sent after the appointment.

6. Edit the subject lines and body content so they match your brand and include key details such as:

   • Date and time

   • Location or meeting link

   • Reschedule or cancellation link

7. Save your email notification settings.

Emails are ideal for sharing more detailed information and links that contacts can refer back to at any time.

GoHighLevel SMS Notifications for Contacts

SMS messages are perfect for short, time-sensitive reminders that contacts will see quickly on their phones.

1. In the calendar notification settings, locate the Contact SMS Notifications area.

2. Enable SMS confirmations and reminders.

3. Choose when to send text reminders, such as:

   • On booking confirmation

   • Several hours before the appointment

   • Shortly before the appointment time

4. Write concise SMS templates that include essential details like date, time, and a brief reschedule link where allowed.

5. Save to apply the SMS rules to that calendar.

Be sure your account has SMS enabled and that your contacts have provided valid phone numbers and consent for message delivery.

WhatsApp Notifications for GoHighLevel Contacts

If WhatsApp messaging is enabled on your GoHighLevel account, you can also configure appointment alerts through that channel.

1. Go to the same calendar notification settings area.

2. Look for a WhatsApp or similar option under contact notifications.

3. Enable WhatsApp notifications.

4. Choose which WhatsApp messages to send, such as confirmations or reminders.

5. Customize message templates, keeping them brief and compliant with WhatsApp guidelines.

6. Save your settings.

WhatsApp is usually best for regions where it is the primary messaging app. Ensure that contacts have opted in to receive messages via this channel.

Best Practices for GoHighLevel Appointment Messages

To get the most from the native calendar notification features, keep these practical tips in mind.

• Balance timing: Use one or two reminders only. Too many can feel spammy and lead to opt-outs.

• Stay clear and concise: Especially with SMS and WhatsApp, focus on date, time, location, and any key instructions.

• Match your branding: Customize subject lines and message tone so they reflect your brand across all GoHighLevel communications.

• Test before going live: Book test appointments and confirm that email, SMS, WhatsApp, and in-app alerts all fire as expected.

• Monitor deliverability: Keep an eye on bounced emails, failed SMS messages, or blocked WhatsApp templates and adjust content as needed.

Where to Find the Official GoHighLevel Documentation

For detailed field labels, interface screenshots, and the most up-to-date explanation of notification behaviors, review the original help article from the platform. You can access it here: Official GoHighLevel calendar notification guide.

Next Steps to Optimize Your GoHighLevel Setup

After setting up calendar alerts, you can connect your notification strategy to broader marketing automation. Consider:

• Adding pipeline automations when appointments are booked or completed.

• Triggering follow-up campaigns for no-shows.

• Using tags and custom fields to segment contacts based on appointment outcomes.

If you need expert help designing a full notification and automation system around your GoHighLevel account, you can explore consulting and implementation services at Consultevo.

By following these steps and best practices, you can ensure that both your team and your clients receive timely appointment notifications through email, in-app alerts, SMS, and WhatsApp, all managed directly from your GoHighLevel calendars.

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