GoHighLevel Collective Calendars

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How to Create Collective Booking Calendars in GoHighLevel

If you are moving from tools like ClickUp into a full client management platform, understanding how collective booking calendars work in GoHighLevel is essential. This guide walks you step by step through creating a collective calendar so your team can share appointment requests efficiently.

A collective booking calendar lets multiple users or team members share one booking link. When a contact selects a time, the system assigns the appointment to an available user according to the distribution rules that you choose.

What Is a GoHighLevel Collective Booking Calendar?

A collective booking calendar in GoHighLevel is a single calendar that connects to several users at once. Instead of each person sending a unique link, your team can send one shared link and allow the system to determine who receives each appointment.

This setup is ideal for:

  • Sales teams that want to share inbound demo calls
  • Support or onboarding teams with rotating availability
  • Agencies that assign prospects to different account managers

In GoHighLevel, a collective calendar distributes bookings based on available time slots for every included user and the calendar’s configuration settings.

Accessing Calendars in GoHighLevel

Before you can create a collective calendar in GoHighLevel, you must navigate to the calendar configuration area at the location level.

  1. Log in to your GoHighLevel account.
  2. From the left-side menu, go to Calendars.
  3. Click the Calendars tab if you are not already there.

You will now see any existing calendars and the option to add new ones.

Creating a New GoHighLevel Collective Calendar

Follow these steps to create a new collective booking calendar in GoHighLevel.

  1. In the Calendars screen, click + New Calendar.
  2. Choose the Collective calendar type when prompted.
  3. Click Continue to move into the calendar setup wizard.

The setup wizard guides you through calendar configuration in several tabs, including team members, schedule, and additional options.

Adding Team Members to Your GoHighLevel Collective Calendar

The power of a collective calendar in GoHighLevel comes from assigning multiple users to it. Only users whose calendars are connected and available will be able to receive appointments.

  1. In the Team & Event Setup section, find the Team Members area.
  2. Select each user you want to add to the collective calendar.
  3. Make sure each selected user has their personal calendar correctly connected to GoHighLevel, such as Google or Outlook, so availability can be read.

When contacts book through this collective calendar, GoHighLevel will look at the connected users and determine who is eligible to receive appointments based on their availability.

Configuring Event Details in GoHighLevel

Still within the same setup tab, configure the event details that apply to all users on the collective calendar.

  • Event Name: This is what contacts see on the booking page.
  • Description: Explain the purpose of the call or meeting.
  • Location: Choose a location type, such as Zoom, Google Meet, Phone, or a physical location.
  • Event Duration: Set how long each appointment lasts (for example, 15, 30, or 60 minutes).

These settings apply globally across the GoHighLevel collective booking calendar, ensuring a consistent experience for everyone who books.

Setting Availability for a GoHighLevel Collective Calendar

The next step is configuring time slots and working hours for the collective calendar in GoHighLevel.

  1. Go to the Availability or Schedule tab in the calendar setup.
  2. Define the days of the week and time ranges when bookings can be made.
  3. Adjust time zone settings to match your business or audience.

GoHighLevel uses this schedule together with each user’s connected calendar availability. A time is only offered on the booking page if it works for at least one user assigned to the collective calendar.

Advanced Availability Rules in GoHighLevel

Within the availability settings, you can often control advanced rules that affect how many meetings can be booked and when.

  • Buffer Time: Add time before and after appointments.
  • Daily Limit: Limit the number of bookings per day.
  • Minimum Scheduling Notice: Prevent last-minute bookings.
  • Future Booking Range: Control how far in advance people can schedule.

These options help you protect your team’s time while still offering flexibility to leads and customers who book via your GoHighLevel collective calendar.

How Distribution Works in GoHighLevel Collective Calendars

Collective calendars in GoHighLevel distribute bookings based on user availability. A time slot appears on the booking page only if one or more assigned users are free. When the contact confirms the slot, GoHighLevel assigns that booking to a specific team member.

Key behaviors to understand include:

  • If only one user is free at a chosen time, that user receives the booking.
  • If multiple users are free, the system assigns the meeting based on your calendar rules and the internal logic of GoHighLevel.
  • If no users are available, the time slot will not be shown to the person booking.

This structure ensures appointments are automatically routed to the right team members without manual assignment.

Publishing and Sharing the GoHighLevel Collective Booking Link

Once your collective calendar is set up in GoHighLevel, you need to share it with prospects and clients.

  1. Click Save & Finish in the calendar setup.
  2. Return to the Calendars list and locate your new collective calendar.
  3. Copy the public booking link provided.

You can then add the link to your website, email signatures, funnels, or campaigns. Anyone who visits the link will see a booking page that reflects the combined availability of all users attached to the GoHighLevel collective calendar.

Using GoHighLevel Collective Calendars in Workflows

A strong advantage of GoHighLevel is using collective calendars inside automation workflows. You can send booking links automatically after form submissions, funnel steps, or pipeline movements.

  • Trigger an email or SMS with the calendar link when a lead opts in.
  • Use the collective calendar for automated follow-up reminders.
  • Track appointments and outcomes in pipelines aligned with the calendar.

This allows your GoHighLevel setup to connect marketing, sales, and scheduling within a single platform.

Best Practices for Managing GoHighLevel Collective Calendars

To keep your collective booking system running smoothly, follow these best practices inside GoHighLevel.

  • Regularly confirm that every user’s external calendar stays connected.
  • Review availability settings when your team’s working hours change.
  • Test the booking link from a contact’s perspective to confirm the experience is smooth.
  • Monitor appointment distribution to ensure load is shared fairly among team members.

If you want more implementation help, strategy, or done-for-you configuration, you can work with specialists at Consultevo who are experienced with automation platforms.

Where to Learn More About GoHighLevel Collective Calendars

For the most detailed and current instructions, always review the official documentation provided by the platform. You can find the original help article about collective booking calendars in GoHighLevel at this GoHighLevel support page.

By following the steps above, you can successfully create, configure, and share a collective booking calendar inside GoHighLevel, allowing your team to manage appointments from a single, efficient scheduling workflow.

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