Goal
Set up a GoHighLevel team/group calendar that books via round-robin or collective and is ready to share
learn.llmdecode.com
Back to all resources
SOP-284
GoHighLevel Team_Group Calendar Setup
Create a GoHighLevel team/group calendar using round-robin or collective scheduling. Ensures users, sync, availability, and calendar settings are correct, then publishes and tests the booking link.
Type
SOPs · DOC
Execution time
30-60 minutes (team of 2-4)
Last updated
13 November 2025
Who does this
Agency admin or client admin; each team member must authorize their calendar connection
Comes with
From Leads to Sales: Funnel Building 101
Ideal outcome
A live booking link that distributes or coordinates bookings across connected team members without conflicts
Why it matters
Centralize scheduling in GoHighLevel to reduce back-and-forth, prevent double-booking, and route leads to the right owner
Before you start
You need admin access to the client’s GoHighLevel sub-account. Refer to the SOP 283: GoHighLevel Personal Calendar Setup (web version) to ensure individual calendars are active and configured. Refer to the SOP 276: GoHighLevel CRM Foundations (web version) to confirm that team users and permissions are properly established
Key steps 29 steps
What is inside 33 headings
1 Set up users and availability in My Staff 9
- Sign in to GoHighLevel and open the client sub-account.
- Go to "Settings" → "My Staff" and click "+ Add users".
- Enter the contact details and set the role to user or admin, enable "Calendars", and click "Save".
- The new user should now appear with the correct role in "My Staff".
- Next, go to "Calendars" and click "+ New Calendar".
- Select "Round Robin" or "Collective Booking".
- Set the calendar name, e.g. outbound reach, select the user you've just created, the meeting duration and set the booking availability. Click "Confirm".
- Repeat availability setup for each team member to be included.
- Preview each user's calendar, which should show the correct working hours in their calendar URL. Once confirmed, click "Preview Booking Widget".
2 Connect calendars in integrations (per user) 5
- Go to "Settings" → "Integrations". Under Google, click "Sign in with Google" and complete authorization for the user’s account.
- Open "Settings" → "Calendars" → "Connections" and click "+ Add New".
- Select the primary calendar where new bookings are created and should be checked for conflicts. Click "Connect".
- Now, click "Advanced Settings" and turn on two-way sync. Set the created appointments to the calendar you've just created earlier e.g. Outbound reach, and tick the box to execute automation. Click "Save".
- Return to "Settings" → "Integrations" and make sure the user’s Google calendar shows "Connected" with a recent last sync time.
3 Build the group calendar in Calendars 7
- Go to "Settings" → "Calendars" in the sub-account and click "+ New Group".
- Give it a name, e.g. "Sales Team Bookings", and click "Create".
- You'll be prompted to "Choose Calendar".
- Select the outbound reach calendar and click "Confirm".
- You should now see "Sales Team Bookings" under "Group" for the outbound reach calendar. Click "Edit Calendar" or the pencil icon and go to "Meeting Details".
- Scroll down and click "Contact Routing Preference". Toggle on assigning new contacts to the booked user if needed, then click "Apply".
- Copy the public booking link with the "Share Calendar" button at the top right. Paste it in a browser and make sure it loads and shows available slots.
4 Publish and test the booking link 8
- Open the booking link in an incognito window.
- Round-robin: book two test slots at different times.
- Round-robin: confirm tests land on different users’ primary calendars.
- Round-robin: confirm correct users in "Calendars" > "Appointment List View".
- Collective: book one test slot.
- Collective: confirm the event appears on all selected users’ calendars.
- Collective: confirm the event appears in "Calendars" > "Appointment List View".
- Share the booking link with stakeholders.
The document DOC
The file is locked
It comes with From Leads to Sales: Funnel Building 101, or with the full library.
Bought from LLM Decode before? Sign in to pay ₹ 1,999.00.