Appointment scheduling — Calendly and GoHighLevel

What it is

If you connect Calendly or GoHighLevel, the AI books meetings directly inside the Instagram or WhatsApp conversation. The lead doesn’t open external pages: they see available slots, pick one and the appointment is recorded on your calendar.

How to configure it

1. Connect the calendar

• Calendly: in the business settings, press Connect with Calendly and authorize your account. Once connected you’ll see Connected to Calendly and Connected as followed by the email.
• GoHighLevel: first connect the GoHighLevel integration from Settings. Then, in appointment scheduling, choose the calendar in Select Calendar.

Important requirements

Calendly requires a paid subscription (Standard or higher) for automatic booking to work via API. It’s a Calendly limitation, not a ZeroChats one. Also, the chosen event type must not have forms or custom questions.

2. Choose the event or calendar

• In Calendly, open Select Event Type and choose the event the AI will use to book.
• In GoHighLevel, select the corresponding calendar from Select Calendar.

3. Define the condition

• In Calendly, write the Booking Condition.
• In GoHighLevel, write the Scheduling Condition.

It’s a natural-language rule that tells the AI when it should offer to book. The AI will evaluate this condition on every message to decide whether to propose slots.

How to write the condition

Be specific. Instead of “when the lead is interested”, write something like “when the lead shows interest in a demo” or “after the lead asks about prices and availability”. The more specific the condition, the better the moment the AI picks.

4. Test the integration

Before activating booking in production, use Test integration / Run Test. This creates a real booking to validate that the calendar, time zone and permissions are correct. Remember to cancel the test event in your calendar afterwards.

How it works during the conversation

1. The AI evaluates the condition on every message.
2. When it’s met, it presents up to 5 available slots, spread across different days for variety.
3. It collects the lead’s name and email.
4. After explicit confirmation from the lead, it books the appointment on your calendar.
5. The lead’s stage moves to Booked.

Operating rules

• Slots are always shown in the business time zone configured in settings.
• The AI never books without explicit confirmation from the lead.
• Only one provider can be active at a time: if Calendly is configured, you must remove its event before configuring GoHighLevel, and vice versa.
• Calendly and GoHighLevel work the same way from the lead’s perspective.

Best practices

• Set the correct business time zone before testing booking.
• Keep the Calendly event clean: no forms, no custom questions.
• Combine the booking condition with the funnel’s Booked transition condition so the stage updates automatically when the lead confirms.
• Use Test integration every time you change the calendar, event or time zone.