GoHighLevel Calendar User Permissions
If you are moving from ClickUp or another platform into GoHighLevel, understanding calendar user permissions is essential for keeping appointments organized and secure. This guide explains how permissions work in the GoHighLevel calendar, how to assign users to calendars, and how to control what each team member can see and do.
What Are Calendar User Permissions in GoHighLevel?
Calendar user permissions in GoHighLevel determine who can view, book, and manage appointments on a specific calendar. These settings help you protect sensitive information while still giving your team the access they need to work efficiently.
Each calendar can be linked to one or more users. Once linked, permissions will decide whether they can only see their own events, see all events, or manage bookings and availability for others.
Types of Calendars in GoHighLevel
Before setting permissions, it is important to know the calendar types available in GoHighLevel because permissions apply differently depending on the type.
- Round Robin Calendars – Distribute booked appointments across multiple users according to your rules.
- Class Booking Calendars – Allow multiple attendees to book the same time slot, useful for classes, webinars, or group sessions.
- Event Calendars – Used for single events or limited-time campaigns.
- Standard User Calendars – Individual calendars owned and managed by a single user.
Regardless of the calendar type, you can control which users are added and what access they have through GoHighLevel settings.
How User Access Works in GoHighLevel Calendars
GoHighLevel permissions for calendars are managed primarily through:
- User-level permissions inside the sub-account.
- Calendar-level settings when you configure or edit a calendar.
Typically, administrators or agency owners configure these settings so that users only see the calendars and appointments relevant to their role.
Common Permission Scenarios in GoHighLevel
Here are typical ways teams structure access inside GoHighLevel calendars:
- Sales teams – Each salesperson sees only their own calendar but can book appointments for themselves.
- Support or service teams – Managers see all calendars, while agents see only assigned calendars.
- Agency owners – Full access to all calendars across a sub-account.
How to Assign Users to a GoHighLevel Calendar
Use the following steps to connect users to a calendar in GoHighLevel and control who receives bookings.
- Open the sub-account
Log in to your GoHighLevel account and switch into the desired sub-account where the calendar is located.
- Go to Calendars
Navigate to the Calendars section from the left-side menu. Depending on your interface version, this may be under Settings > Calendars or a direct Calendar menu item.
- Create or edit a calendar
Click New Calendar to create one, or select an existing calendar and click Edit.
- Locate the team or user assignment area
Within the calendar setup, find the section where you assign users or team members. This is typically labeled as Team Members, Users, or similar.
- Select users
Choose one or more users who should be associated with the calendar. For round robin calendars, select all users who should receive bookings from that calendar.
- Save your changes
Click Save or Update so the calendar now routes bookings and events based on the selected users.
Once users are assigned, their ability to manage or view events will depend on their user role and permission settings in GoHighLevel.
Managing User Roles and Permissions in GoHighLevel
To fully control calendar access, you must configure user roles and permissions at the sub-account level. These define what each user can access inside GoHighLevel beyond just the calendar.
Steps to Configure User Permissions
- Go to Settings
In your sub-account, open Settings from the left-side menu.
- Open the Team or Users section
Find the area where you manage team members or users. This is generally labeled Team, Users, or Staff.
- Edit a user
Select the user whose permissions you want to change and click Edit.
- Set user role
Choose the appropriate role, such as Admin, User, or any custom role you use in GoHighLevel. Admin roles typically have full calendar access.
- Adjust permissions
In the permissions area, ensure calendar-related options are enabled or disabled according to what that user should be able to do. For example, allow or restrict the ability to:
- View all calendars.
- Manage calendar settings.
- Book appointments for other users.
- Save user settings
Click Save or Update to apply the permissions.
After setting roles and permissions, test access by logging in as that user (or using a test user) to confirm that the GoHighLevel calendar behaves as expected.
How Visibility Works for GoHighLevel Calendar Events
Depending on your setup, users may have different levels of visibility into calendar events inside GoHighLevel.
- Own calendar only – The user sees only events assigned to them or to their specific calendar.
- Team calendars – The user can see all events for a specific team or group calendar.
- All calendars – Admin-level users or managers can see every event on every calendar within the sub-account.
Control over visibility helps you keep sensitive appointments private while letting teams collaborate where needed.
Best Practices for GoHighLevel Calendar Permissions
Use these recommendations when configuring permissions in GoHighLevel:
- Follow least privilege – Give each user only the level of calendar access they truly need.
- Separate admin and user roles – Keep a small set of administrators with full calendar control and limit others to operational tasks.
- Align calendars with teams – Create separate calendars for sales, support, and service teams instead of mixing all events in one place.
- Review permissions regularly – When roles change or team members leave, update their GoHighLevel calendar permissions promptly.
Troubleshooting GoHighLevel Calendar Access Issues
If users report they cannot see or manage appointments in GoHighLevel, check these areas:
- Verify user assignment
Confirm the user is assigned to the correct calendar inside the calendar settings.
- Confirm user permissions
Check their role and calendar-related permissions under the user settings.
- Check calendar type
Make sure the calendar type (round robin, event, or class booking) supports the behavior you expect.
- Review filters
Inside the calendar view, ensure no filters hide events for specific users or statuses.
If the problem persists, you can review the official documentation at this GoHighLevel calendar permissions help article for interface-specific details and updates.
Next Steps for Optimizing Your GoHighLevel Setup
Once your calendar user permissions are correctly configured, you can focus on automation, reminders, and integrations to get more value from GoHighLevel.
- Automate appointment reminders and follow-ups.
- Sync calendars with external tools for your team.
- Use pipelines and workflows to track appointment outcomes.
If you need expert help implementing a complete system around calendars, funnels, and automation, you can work with a specialized agency. Visit Consultevo to explore consulting and implementation services for GoHighLevel and related tools.
By carefully managing calendar user permissions, your team can operate smoothly, protect client data, and make full use of the scheduling power available inside GoHighLevel.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your GHL , work with ConsultEvo — trusted GoHighLevel Partners.
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