GoHighLevel (GHL) Scheduling
Integrate Caller AI directly with your GoHighLevel CRM calendars. This integration allows your AI assistants to read availability from GHL and insert appointments in real-time, triggering any GHL workflows associated with the calendar.
Prerequisites
Before connecting, ensure you have the following from your GoHighLevel account:
- Location API Key: Found in GHL under Settings -> Business Profile -> General.
- Calendar ID: Found in GHL under Settings -> Calendars. (Click the three dots on a calendar -> Copy Calendar ID).
Configuration Steps
- Open your Assistant Settings in Caller AI.
- Go to the Tools tab.
- Click Add Tool -> GoHighLevel Calendar.
- Paste your Location API Key and Calendar ID.
- Set the default time zone (usually the time zone of the business location).
Important: The AI will only see slots that are available according to your GHL Calendar settings (Team Member availability, buffer times, minimum scheduling notice).
How the AI Handles GHL Booking
The interaction generally follows this pattern:
- Check Slots: The AI asks the user for a preferred day. It then queries GHL for free slots on that day.
- Hold Slot: Unlike a website, the AI doesn't "hold" the slot until the very end. It confirms the time verbally.
- Book Slot: The AI sends the `book_appointment` request. If successful, GHL returns a confirmation.
Optimizing the System Prompt
To ensure smooth booking, your prompt should guide the AI to be specific about dates.
Prompt Example
# Scheduling Protocol
• When the user agrees to a meeting, ask: "Does a morning or afternoon work best for you later this week?"
• Use the `check_ghl_slots` tool to find availability.
• Read out 2 or 3 options: "I have Tuesday at 2 PM or Wednesday at 10 AM available."
• Once they pick a time, say: "Great, I am locking that in for you now."
• Run the `book_ghl_appointment` tool immediately.
• When the user agrees to a meeting, ask: "Does a morning or afternoon work best for you later this week?"
• Use the `check_ghl_slots` tool to find availability.
• Read out 2 or 3 options: "I have Tuesday at 2 PM or Wednesday at 10 AM available."
• Once they pick a time, say: "Great, I am locking that in for you now."
• Run the `book_ghl_appointment` tool immediately.
Triggering GHL Workflows
Because Caller AI books directly into the GHL Calendar, it functions exactly like a user booking via a funnel page.
To send a confirmation SMS/Email:
- Go to Automation in GHL.
- Create a Workflow.
- Trigger: Appointment Status -> Confirmed.
- Filter: Select the specific Calendar you connected to Caller AI.
- Action: Send SMS / Send Email.