calendar

GoHighlevel Calendar Types

calender types

GoHighlevel offers these types of calendars you can set up in your account. Each type of calendar provides its own features. 

What is GoHighlevel/Highlevel?

GoHighlevel, or just Highlevel as its users call it, is an all-in-one sales and marketing platform for marketing agencies and small businesses. The GoHighlevel platform offers every tool needed to run a business successfully at a fixed monthly cost. The GoHighlevel platform allows you to Whitelabel their software so agencies can use this platform and brand it like it was their own. This allows agencies to create a Software as a Service (SaaS) business and an additional monthly recurring revenue stream. 

Typically agencies would perform a job for their client like building a website or running Facebook ads only to have the job end or the client cancel their service. Now, agencies have to continue to market to find another client. Now with GoHighlevel, you can migrate your clients off whatever CRM, email marketing tool, phone system, or funnel software they may be using and run their business entirely off the GoHighlevel platform. The best thing about this is that your clients pay you monthly for these services. You can charge $297, $497, or whatever you want to charge for these services and your client continues to pay for these each month like a utility creating a stable recurring monthly revenue.

GoHighlevel sets no limits for its users on any paid plan so you can have unlimited contacts, websites, funnels, email or text templates, and workflows. There are also no limits for storage so you can host as many videos, files, documents, or images as you or your clients may have.

gohighlevel calendar

For a complete list of features for this platform, you can look at my article GoHighlevel Review

If you are interested in how GoHighlevel structures its pricing, review my article GoHighlevel Pricing Plans

Service Calendar

A Service Calendar is a tailored calendar type created to simplify the scheduling process of service-based businesses. In this calendar type, users can create different services they offer, group them together by categories, and display all of them in one single scheduling link – the Service Menu. You can get more details on setup here.

Round Robin Booking

Sales teams or appointment setters best use this calendar to book appointments. It has built-in booking management that allows you to utilize a round-robin or a priority booking method for people assigned to the calendar. 

A round-robin booking cycles through each team member every time an appointment is booked. Say you have three team members called Sales 1, Sales 2, and Sales 3. When the first appointment is booked, Sales 1 gets assigned; on the second appointment, Sales 2 gets assigned, the third appointment goes to Sales 3, then the fourth appointment gets assigned back to Sales 1, and the cycle starts again. 

You can also set up the priority on team members so members with a higher priority are fully utilized on the schedule before another member with a lower priority gets an appointment. This way, you can have a primary person(s) that are high priority and overflow or backup members at a lower priority. The primary member’s calendars get completely full before appointments get assigned to the backup members. 

Let’s walk through how to get this type of calendar set up.

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On this screen, you see there are several options to configure. 

Appointment Distribution: This is where you choose between either a round-robin or priority setup. For a priority setup, you would prefer to Optimize for Availability, and for round robin, you would select to Optimize for Equal Distribution.  

Add User: This is where you would choose all the team members to be included in this calendar. You must set up the users inside the account before they can be added to the group. 

Name: Provide a name for the calendar.

Description: Give a good description of what the calendar will be used for. 

Calendar URL: Each calendar you set up will require a unique URL, so be descriptive so each one is unique.

Widget Type: This allows you to customize how the calendar will be displayed on the website once it’s configured.

Appointment Title: The default for any title is just the Contact Name of the person you are having the appointment with. You should make the title more descriptive so that team members can understand more about the appointment. For example, if the appointment is a new customer follow-up appointment, you might change the title to say “New customer follow up with” {{contact.name}}. This way, when team members see this appointment on the calendar, they can understand what it’s regarding. 

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This screen is the meat and potatoes of the calendar setting. 

Slot Duration: This tells the calendar how long each appointment will be.

Slot Interval: How frequently do you want to allow appointment times to be available?  If set to 1 hour, your calendar will show 9:00 am, 10:00 am, 11:00 am, etc. If this is set to 30 minutes, your calendar booking times will show as 9:00 am, 9:30 am, 10:00 am, 10:30 am, etc. 

Buffer Duration Between Appointments: This allows you to configure a break in between each appointment. Whatever is set here will be how long you have between each appointment.

Appointments Per Slot: How many appointments do you want to allow to be booked t the same time? If you are doing a sales call, this might be just one, but if you are doing group coaching with no more than 5 students at a time, you will set this to five. 

Appointments Per Day: This allows you to set the maximum number of appointments you want daily, regardless of how many appointments can be booked. 

Minimum Scheduling Notice: This is how quickly someone is allowed to book an appointment on your calendar. Most people want time between a person booking an appointment to prepare for the call. If you set this to one day, people cannot schedule an appointment on the same day. 

Date Range: This allows you to tell the system how far out someone can book an appointment with you. 

Office Hours: These are the hours of availability for this calendar. 

Recurring Appointments: Turning this feature on allows someone to book a recurring appointment on your calendar.

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Custom Form: During a calendar booking, you can create a form to collect any information regarding the appointment and the person booking it.

Sticky Contact: This option will save form data on the local computer, so if the contact books another appointment, their information is already loaded, and they do not have to retype it. 

Notification and Additional Options:

  1. Acknowledgement Email – Once an appointment is created, who gets notified of the appointment? Under the Emails option, you can configure it. 
  2. Let the calendar auto confirm my appointment – If this option is selected, then your appointment confirms immediately. This option is required to utilize Google Meet as your location.
  3. Allow Google Calendar to send invitation or update emails to attendees –  If this is enabled, Google will send a meeting invite to the person who booked the appointment. 
  4. Allow Reschedule – Allows the contact to reschedule the appointment. 
  5. Allow Cancel –  Allows the contact to cancel the appointment.
  6. Assign contacts to their respective calendar team members each time an appointment is booked – This option will create the calendar event on the assigned team members’ personal and team calendars. 

Additional Notes: Anything in this area will be added to the appointment invite area under the notes field.

Facebook Pixel ID: If you enter your pixel here, you can trigger a conversion in the Facebook business manager.

Custom Code: You can enter additional HTML or Javascript code to execute here, but not any CSS.

Form Submission: You have two options when submitting the appointment to GoHighlevel. You can display a message on the screen or redirect the user to another web page. 

Simple Calendar

This calendar is best used for a specific purpose where one team member understands that he/she is responsible for the appointments on that calendar. A great example would be a strategy call where a specific person knows this calendar belongs to them. No need to have multiple team members assigned to this type of calendar.

There are a few minor differences from the round-robin calendar settings when setting up this calendar.

On the Team and Event Setup portion of the calendar, you do not have the option to add users to this calendar, so this area is not available.

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And you also get the option of synchronizing this calendar with your personal Outlook or Google calendar. You can choose one-way or two-way sync.

calendar option

All other calendar features are the same.

Class Booking

This is a new type of calendar that GoHighlevewl created to do one too many bookings for specific events like webinars or in-person events. This calendar type was designed for this purpose only. 

The calendar settings are slightly different than round robin. In this calendar, you are allowed to specify the owner(s) of the calendar. You can also indicate that payment is required to book an appointment.

calendar
calendar

Calendar Groups

Calendar Groups are a new feature of GoHighlevel and were designed to support the need to provide multiple options for booking an appointment and viewing all appointments under one calendar. This feature also allows for conflict resolution an every team member across all calendars in the group.

Imagine you have six calendars booking various appointments and the same team members fulfilling those requests on all calendars. The team members only have so much time in the day for appointments. Once an appointment is booked on one calendar in the group, that same time for that team member will have to be removed from the other calendars in the group otherwise, there could be a scheduling conflict. This conflict resolution is all handled by this feature.

You can have as many calendars as you want inside a group and different types of calendars in the same group. Before mixing calendars, consider how each calendar will be used first.

User Profile Setup

Setting up the calendar and having availability for that calendar is just one part of creating an appointment. You can also have different availability for team members. You can have team members working different shifts of the day. Team members’ availability to each calendar they are assigned to depends on both the calendar and team member schedules. So if the calendar availability shows as 8 am to 5 pm EST and the team member availability is 1 pm to 8 pm EST, then the calendar feature will only allow appointments to be scheduled with this team member from 1 pm to 5 pm each day because that is the availability of both the team member and the calendar.

This type of complication is where the power of the GoHighlevel calendar feature works well. All you have to do is set up the calendar and team member-level availability and let the calendar feature figure the rest out for you. 

When team members log into GoHighlevel, they can go to Settings and their profile tab to set up their availability. Below you will see the area in GoHighlevel that allows them to do this.

User Availability

useravailability

Another great feature of the GoHighlevel calendar is the ability for a team member to connect to their Zoom account. Once you create a connection, you can use this connection directly in the calendar appointment settings.

If you want to use an Outlook calendar when booking appointments, connect your Outlook account in this area. This feature is only available on the $297 plan and higher. 

integrations

Calendar Connections

GoHighlevel allows each user in the system to set up a personal calendar connection to either Google or Outlook. You can set up a two-way sync with your Gmail or Outlook calendar using an unassigned calendar. So instead of just calendar appointments being placed on your calendar from GoGHigfhlevel, one-way sync, you can now import items you create directly on your calendar back into GoHighlevel. These events will show on the calendar in GoHighlevel, and the system will not schedule an event during that period. 

So if you typically work from 8-5 pm daily and your personal calendar has a dentist appointment from 1-2:30 pm, then that appointment will show on your work calendar, and GoHighlevel will not book a meeting during that time period.

Notice that you must select which calendar to set up two-way sync. There is nothing to configure because the connections to each calendar must already be established to use either of these.

emailsync

Users can go to Settings > Integrations and set up their Google account connection. Once this connection has been made, you can also establish a Google Meet meeting inside your calendar and Zoom for meeting location. 

integrations

Website Integration

Now that the calendar(s) have been set up and configured in GoHighlevel, it’s time to install it on your website so people can use it.

There are two scenarios for loading the calendar to your website.

The website was built with GoHighlevel

This process is quick and easy if your website was built within GoHighlevel. You open the website in GoHighlevel and edit the page where you wish to insert the calendar. 

website calendar element

You add the Calendar element to the page and edit the calendar settings to choose the calendar you want to show.

calendar setting

If you are using a group calendar, you can also enable it here. 

The website was not built with GoHighlevel

If you use a third-party website, use the calendar embed code within GoHighlevel. Go to the Calendar settings, click on the three dots on the right for the menu, and choose Copy Embed Code.

copy calendar code

Once you have this code, you can copy it to the page on your website where you want it, and there you have it. 

GoHighlevel Calendar Conclusion

The calendar feature with GoHighlevel has every feature that you would want to have in a scheduling system. You can create unlimited calendars, users in your account, and websites to host those calendars with just one monthly fee. 

This feature alone would cost at least $100 a month per calendar. Some other software may charge per user, but it would still cost more than the GoHighlevel system, and those software platforms would also not have all the other unlimited features you get with GoHighlevel. 

For a complete list of features for this platform, you can look at my article GoHighlevel Review

If you are interested in how GoHighlevel structures its pricing, review my article GoHighlevel Pricing Plans

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