GoHighLevel Appointment Confirmation & Reminder

Before you start

You need admin access to the GoHighLevel. Refer to the SOP 283: GoHighLevel Personal Calendar Setup (web version) or SOP 284: GoHighLevel Team/Group Calendar Setup (web version) to ensure calendars are correctly connected. Refer to the SOP 276: GoHighLevel CRM Foundations (web version) to confirm contact details and appointment triggers are properly mapped

Key steps 22 steps

1. 1 Go to "Settings" → "Calendars" → "+ New Calendar".
2. 2 Choose a calendar type.
3. 3 Name the calendar, select team member and set the meeting duration and booking availability. Click "Confirm".
4. 4 Confirm that the calendar is set up with an "Active" status.
5. 5 Open "Automation" and click "Create Workflow" then "Start from Scratch".
6. 6 Name the workflow “[Calendar Name] — Confirmations & Reminders” and add trigger: Click "Add New Trigger" and search and select "Customer Booked Appointment". Click "Add filter" and set "In Calendar" to target calendar(s). Click "Save Trigger".
7. 7 Add action - select"Send Email", insert texts and save the email.
8. 8 Similarly to the above, add another action - select "Send SMS" (confirmation) with texts and save.
9. 9 [Optional] Add action - select "Send Internal Notification" and choose "Email" as the type of notification to staff and save.
10. 10 Add another action - select "Wait" and set it to 24 hours before event time and save. Toggle "Advance Window" to customize.
11. 11 Add another action - select "Update Appointment Status". In the "confirmed" path, add action: Send SMS (24h reminder) and save. Reminder to include reschedule and cancel links.
12. 12 Add another action - "Wait" 1 hour before event time with "new" appointment on.
13. 13 If the appointment or event is not canceled (1h guardrail) and is a "comfirmed" path, add action: Send SMS (1h reminder) and save. Keep this concise with meeting link and key details.
14. 14 Open "Calendars" and click on the pencil icon or the "Edit" button on the target calendar.
15. 15 Go to "Notifications & Additional Options". Click on the pencil icon for "Reminder".
16. 16 Ensure that "Disabled" is toggled off for contact-facing reminders and click "Save".
17. 17 In your automation workflow that you've created earlier, named "[Calendar Name] — Confirmations & Reminders", edit the actions "Wait" to 2 minutes and 5 minutes for QA.
18. 18 Click "Test Workflow" to create a test contact with your email and phone in contacts. Select the appropriate contact to test with and click "Run Test".
19. 19 Book a test appointment on the target calendar (public booking link).
20. 20 Verify confirmation email and SMS are delivered. After booking, open "Conversations". Confirm you see a confirmation email/SMS has been sent to your test contact. Sometimes email delivery can take a few minutes.
21. 21 Now, go back to "Automation" → "Workflows", reset the action "Wait" to 24 hours and 1 hour and click "Save". Go back into the workflow and confirm the waits show "24 hours before" and "1 hour before".
22. 22 Turn the workflow on (Publish). That's it!

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