How to Set Up an Appointment Booking Calendar in HighLevel: A Step-by-Step Guide

Are you tired of juggling multiple scheduling tools like Calendly or Acuity? In this detailed guide, we’ll show you how to set up an appointment booking calendar inside HighLevel, a powerful all-in-one platform that eliminates the need for external scheduling apps. This tutorial focuses on creating a personalized one-on-one booking system, integrating it with Zoom, and setting up automations to streamline your workflow—all so you can focus on showing up for your calls.

Whether you’re a solo entrepreneur or managing a small team, HighLevel’s calendar feature offers flexibility and efficiency. Let’s walk through the process step by step!

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Watch the Video Tutorial

Prefer a visual guide? Watch the video tutorial below to see the setup in action, or follow along with the written steps in this article.

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Step 1: Creating a New Calendar in HighLevel

Start by setting up the foundation of your booking system within HighLevel.

1. Navigate to the Calendar Section: Log in to your HighLevel account and head to the Calendar section on the left-hand menu. Here, you’ll see options like “Appointment List” and “Calendar View.” The Appointment List is great for tracking upcoming bookings.
2. Access Calendar Settings: Click on Calendar Settings to begin creating your calendar.
3. Create a New Calendar: Hit the Create New Calendar button. HighLevel offers various calendar types, such as personal bookings, classes, and collective bookings. For one-on-one appointments, choose Personal Booking.
4. Name Your Calendar: Give it a clear, descriptive name like “Tech Help Call.” You can add an optional description for clarity.
5. Assign Team Members: Select yourself or the team member(s) available for bookings. For solo use, just pick yourself.
6. Set Meeting Duration: Define how long each appointment will be—e.g., 1 hour for a standard consultation.
7. Customize the URL: Create a memorable custom URL, such as “/tech-help-call,” to share with clients.

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Step 2: Setting Availability

Next, configure when clients can book appointments to match your schedule.

1. Set General Availability: In the Availability tab, define your working hours. For example, set Monday, Wednesday, and Friday from 9 a.m. to 11 a.m.
2. Use Advanced Settings: Click Advanced Settings for more control. Add multiple time blocks per day if needed (e.g., 9–11 a.m. and 2–4 p.m.).
3. Copy Availability: Save time by copying one day’s availability to others. Set Monday’s hours, then duplicate them to Wednesday and Friday.
4. Understand the “Look Busy” Feature: HighLevel offers a “Look Busy” option to make your calendar appear fuller, creating a sense of urgency. It’s optional—skip it if your schedule fills naturally.
5. Configure Booking Rules:
   • Intervals: Set appointments to start on the hour (e.g., 12 p.m., 1 p.m.) for simplicity.
   • Minimum Scheduling Notice: Require at least 24 hours’ notice to prevent last-minute bookings.
   • Date Range: Allow bookings up to 14 days in advance.
   • Maximum Bookings Per Day: Cap daily appointments (e.g., 3) to manage your workload.
6. Buffer Times (Optional): Add buffers before or after appointments for breaks. If you limit daily bookings, you may not need this.
7. Save Your Settings: Click Save to lock in your availability.

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Step 3: Customizing Meeting Details

Personalize the appointment details to reflect your brand and purpose.

1. Update the Description: Add a brief, clear description of the appointment’s purpose—e.g., “One-hour tech support consultation.”
2. Set the Meeting Invite Title: Customize the title that appears on your calendar and notifications, like “Tech Help Call with [Client Name].”
3. Choose a Meeting Location: Select Zoom for video calls. (We’ll cover the Zoom integration in Step 9.)
4. Add a Logo: Upload a square logo (180×180 pixels recommended) to brand your booking page.
5. Save Changes: Hit Save to update your meeting details.

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Step 4: Configuring Forms and Payments

Collect client information and payments seamlessly during booking.

1. Select a Form: Use the default form (name, email, phone) or choose a custom form you’ve built in HighLevel.
2. Set Form Order: Decide if the form comes before or after the date selector. Showing available times first often improves user experience.
3. Add a Consent Box: Include a checkbox for clients to agree to your privacy policy and terms. Link to your policies using simple HTML (e.g., <a href=”yourwebsite.com/privacy”>Privacy Policy</a>).
4. Allow Guests (Optional): Enable this if clients can bring others to the meeting. Disable it for one-on-one sessions.
5. Set Up the Confirmation Page: Choose a redirect URL (e.g., a thank-you page with instructions) instead of the default message for better tracking or engagement.
6. Enable Payments: Toggle on payments if you charge for appointments. Set the amount (e.g., $225) and add a payment description.
7. Save Your Settings: Click Save to finalize this section.

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Step 5: Setting Up Notifications

Keep yourself and your clients informed with customized notifications.

1. Unconfirmed Bookings: For manual confirmation, set an email to notify you when an appointment is booked but unconfirmed. Customize it with details like the client’s name and time.
2. Confirmed Bookings: Create a client-facing confirmation email with the appointment details, Zoom link, and instructions. Add “Add to Calendar” buttons for convenience.
3. Reschedule/Cancel Links: Include links in confirmation and reminder emails for clients to reschedule or cancel. Add a note like: “If you need to reschedule or cancel, use the links below. Terms and conditions apply.”
4. Reminder Emails: Enable reminders (e.g., 24 hours before) and customize them with the same links and details.
5. Formatting Tips: Use Arial, 16pt font, and 1.5 line height for readability. Test emails to ensure they look right.
6. Save Notifications: Save each notification to activate them.

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Step 6: Additional Options and Policies

Fine-tune your setup with these optional features.

1. Google/Outlook Integration: Allow Google and Outlook to send emails. Skip this to avoid duplicate notifications.
2. Assign Contacts: For teams, assign booked contacts to specific team members. Solo users can skip this.
3. Set Policies: Define reschedule and cancellation rules—e.g., require 24 hours’ notice. Clients must contact you directly for changes within 24 hours.
4. Save Changes: Click Save to apply these settings.

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Step 7: Customizing the Booking Widget

Make your booking page visually appealing and consistent with your brand.

1. Add a Cover Image (Optional): Upload an image if desired, though it’s not necessary.
2. Adjust Colors and Text: Customize the background, text color, and button text (e.g., “Schedule Tech Help Call”) to match your branding.
3. Preview the Widget: Click Preview Widget to see how it looks to clients. Adjust as needed.
4. Save Customizations: Hit Save to lock in your design.

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Step 8: Managing Appointments

Track and manage bookings effortlessly in HighLevel.

1. View Appointment List: Go to the Appointment List to see all upcoming, confirmed, or canceled appointments.
2. Check Details: Click an appointment to view attendee info, form submissions, and payment status.
3. Add Notes: Add private notes to appointments for reference.
4. Verify Consent: Confirm clients agreed to your terms via the “View Consent” option.

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Step 9: Integrating with Zoom and Calendars

Ensure seamless scheduling with Zoom and conflict-free bookings.

1. Connect Zoom: In Settings > My Profile > Calendar Settings, link your Zoom account under “Video Conferencing.” This auto-generates Zoom links for appointments.
2. Link Conflict Calendars: Add personal calendars (e.g., Google Calendar) to block off unavailable times across multiple sources.
3. Set User Availability: Adjust your personal availability if it differs from the calendar’s settings. For solo users, align them.
4. Save Integrations: Click Save to activate Zoom and calendar syncing.

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Step 10: Advanced Features

Maximize your booking system with these extras.

1. Troubleshoot Calendar: Use the Troubleshoot Calendar tool to diagnose unavailable times (e.g., conflicts or settings limits).
2. Share Your Calendar:
   • Scheduling Link: Share a branded link (e.g., highlevel.yourdomain.com/tech-help-call) via email or website.
   • Permanent Link: Use a link that stays valid even if the URL changes.
   • One-Time Link: Send a unique, single-use link for private access.
3. Embed on Your Website: Copy the embed code to add the booking widget to your site.

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Conclusion

With HighLevel’s appointment booking calendar, you can replace external tools, integrate Zoom seamlessly, and automate your scheduling process. This step-by-step guide has equipped you to create a professional, efficient system tailored to your needs. Explore other HighLevel features to further enhance your workflow, and enjoy the time you’ll save!

For more HighLevel tutorials, check out our related articles and videos.

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