Setting Up Calendar Booking

Introduction

This guide shows you how to set up calendar booking for your AI. You'll learn how to configure booking logic, add required tools, sync calendars, and create a calendar matrix for multi-calendar setups like salons or team-based scheduling.

1. Booking Protocol Setup

Add this section into your assistant's prompt under a Booking Protocol header:

• Always use this protocol to guide the appointment booking flow.
• Step 1: Ensure you have the user's name and phone number.
• Step 2: Confirm phone number by repeating it back, digit by digit.
• Step 3: Call the Update User Details tool to store contact info.
• Step 4: Provide a variety of appointment times from different days.
• Step 5: Confirm the user's selected time, date, and time zone.
• Step 6: Once confirmed, book the appointment.

2. Add Calendar Management Tools

Go to Tools & Abilities → Manage Tools and enable the following:

• Get Availability: Pulls available time slots from the connected calendar.
• Book Appointment: Books an appointment with the user.
• Get Calendar Events: Retrieves current appointments for rescheduling.
• Update Appointment Details: Allows the bot to cancel or reschedule existing bookings.

3. Multi-Calendar Setup (Calendar Matrix)

For setups with multiple team members or locations (e.g., multiple stylists at a salon), use a Calendar Matrix inside the assistant prompt.

Sample Calendar Matrix:

• calendar_1_id: Use this when the user wants to book with Bob.
• calendar_2_id: Use this when the user wants to book with Frank.
• calendar_3_id: Use this when the user wants to book with Jeff.
• calendar_4_id: (Optional) Add duplicate entries or alternate roles.

Make sure each calendar ID is copied from your synced calendars in GoHighLevel and correctly matches the assistant’s booking instructions.

4. Sync Calendars with GoHighLevel

• Go to the Calendars section your assistant side menu.
• Click Sync Calendars to pull in all calendars from GoHighLevel.
• If using only one calendar, add it directly. If using more, manage them via the calendar matrix.
• You can include the default calendar in the matrix too—it helps consistency.

5. Test the Booking Flow

• Once the tools and prompt setup are done, use Get Availability to confirm open times are returned.
• Test booking a fake appointment to check OAuth permissions and tool access.
• If booking is successful, a green check will appear—confirming your integration is working.
• Delete the fake appointment to avoid triggering real automations.

Tips

• Always confirm phone numbers digit-by-digit for better reliability.
• Use calendar matrix formatting to ensure correct booking when multiple calendars are used.
• If a user wants to reschedule, use Get Calendar Events + Update Appointment Details.

Summary

This setup allows your AI assistant to reliably book appointments via synced GoHighLevel calendars. By following the Booking Protocol and enabling the proper tools, your bot can handle everything from availability lookups to rescheduling across multiple calendars.

• Prompt with clear booking steps using a Booking Protocol.
• Enable and assign all four calendar tools.
• Use a Calendar Matrix to route bookings to specific team members.
• Sync your calendars and test everything with a fake appointment.