If you’re currently managing your calendars with HighLevel, there’s a powerful feature you might not yet be using: one-time booking links. These links grant controlled, single-use access to otherwise private or hidden calendars, perfect for special promotions, bonus calls, or exclusive scheduling scenarios.
In this guide, we’ll walk through exactly how you can set up automated one-time booking links in HighLevel, streamline your workflow, and add an extra layer of exclusivity to your client interactions.
Watch the Video Tutorial
If you prefer a visual walkthrough for this process, I’ve also created a full video tutorial that covers this exact setup. You can watch it here:
Why Use One-Time Booking Links?
If you’re new to using HighLevel for scheduling, make sure you’ve already set up your main booking calendar. If you haven’t done this yet, I have a detailed guide on How to Set Up an Appointment Booking Calendar in HighLevel that will walk you through the basics of calendar setup, including connecting Zoom, customizing notifications, and embedding your calendar on your site. I recommend starting there before moving on to one-time booking links.
Before diving into the setup process, let’s briefly look at why one-time booking links are such a valuable feature:
- Controlled Access: Only allows a single booking per link, maintaining exclusivity.
- Automation-friendly: Links can be automatically generated within HighLevel workflows, creating a seamless client experience.
- Perfect for Bonuses & Promotions: Ideal for delivering bonus calls, reward surveys, or special offers without exposing calendars publicly.
Step-by-Step Guide to Creating Automated One-Time Booking Links in HighLevel
Let’s explore two scenarios:
- Manual one-time booking links
- Automated generation via workflows (my personal favorite and highly recommended method)
Step 1: Create or Duplicate Your Calendar
First, ensure your calendar is set up. If you’ve already built your calendar, you can quickly duplicate it:
- Click on Calendars within HighLevel.
- Locate your existing calendar and click the three dots (⋯).
- Select Duplicate and give it a unique name, e.g., “Special Tech Help Call.”
Important: Adjust Notifications & Customizations
One quirk of duplicating calendars is notifications and settings may reset. Quickly adjust:
- Click Notifications & Additional Options.
- Configure appointment status and email notifications to match your original settings.
- (Pro tip: Open your original calendar in another tab to easily copy and paste these details.)
Step 2: Generate a Manual One-Time Booking Link (Optional)
This is the simplest manual approach:
- Click Share Options within your calendar.
- Select the One-Time Link.
- Copy this unique URL and share it directly via email or messaging.
When someone uses this link, they can book exactly once. After the appointment is scheduled, the link automatically expires.
Step 3: Automating One-Time Booking Links with Workflows (Recommended)
Automating your one-time booking links is where HighLevel truly shines. Imagine automatically sending exclusive calendar links when a customer purchases an order bump, completes a survey, or takes specific actions.
Create a Workflow:
- Navigate to Automations → Create Workflow → Start from Scratch.
- Name your workflow clearly, e.g., “VIP Call Booking.”
Set Your Trigger:
- Choose your trigger, such as:
- Order Submitted (e.g., a purchase, an order bump).
- Form Submission (e.g., a completed survey).
For example, someone purchases your special product that includes a bonus call—set your trigger accordingly.
Generate One-Time Booking Link Action:
- Add a new action step in your workflow.
- Select Generate One-Time Booking Link.
- Choose your calendar from the list.
Send Automated Email with Link:
Now, automate sending this link directly to the customer:
- Add another action step → select Send Email.
- Customize your email subject and body.
Here’s how to include your one-time booking link:
- Within the email body, insert the custom value:
{{custom_values.generate_one_time_booking_link}}
For better aesthetics, hyperlink this custom value:
- Write your call-to-action text, e.g., “Click here to book your call.”
- Highlight it, insert a hyperlink, and paste the custom value provided.
Finalizing Your Workflow
Finish your automation by adding optional actions:
- Tag users based on their actions.
- Send data via webhooks to external apps.
- Trigger additional internal HighLevel automations.
Now, your workflow fully automates generating and sending exclusive one-time booking links, saving you time and adding a professional touch to your client interactions.
Free Workshop: Quickstart Guide to HighLevel
If you want to master HighLevel’s full potential, check out my free workshop, the Quickstart Guide to HighLevel. In this workshop, you’ll learn how to:
- Set up your HighLevel account from scratch efficiently.
- Build powerful automations and workflows.
- Replace multiple tools and streamline your tech stack.
- Leverage HighLevel’s built-in features for appointments, funnels, emails, and more.
For a deeper dive into automations and advanced HighLevel strategies, consider enrolling in my Complete HighLevel Course for more comprehensive training.
Conclusion: Automate, Simplify, and Grow Your Business
HighLevel’s automated one-time booking links offer a powerful yet straightforward solution for managing exclusive calendar appointments. By leveraging HighLevel’s workflows, you can easily provide controlled access to your calendars, reward customers, and streamline operations, all while maintaining your branding and exclusivity.