Your calendar is where leads book calls with you. When the AI qualifies a lead and they’re ready to talk, the AI sends them your booking link. The lead picks a time, and it shows up on your calendar.
How Your Calendar Works
- The AI qualifies a lead through text conversation
- When the lead is ready, the AI sends them a link to book a call
- The lead picks a date and time that works for them
- The appointment shows up on your GHL calendar
- You get a notification (email and/or mobile app)
- You call the lead at the scheduled time
Setting Your Availability
This tells the system when you’re open for calls. Leads can only book during your available hours.
How to Set It Up
- Click Calendar in the left sidebar
- Find your calendar and click the gear icon (settings)
- Click Availability
- For each day of the week:
- Toggle the day ON if you’re available
- Set your start time and end time
- Toggle the day OFF if you don’t want calls that day
- Click Save
Example Schedule
| Day | Available | Hours |
|---|
| Monday | Yes | 9:00 AM – 5:00 PM |
| Tuesday | Yes | 9:00 AM – 5:00 PM |
| Wednesday | Yes | 9:00 AM – 5:00 PM |
| Thursday | Yes | 9:00 AM – 5:00 PM |
| Friday | Yes | 9:00 AM – 3:00 PM |
| Saturday | No | — |
| Sunday | No | — |
Other Settings to Check
| Setting | What It Does | Our Recommendation |
|---|
| Slot Duration | How long each call is | 30 minutes |
| Buffer Time | Break between back-to-back calls | 15 minutes |
| Minimum Notice | How much advance notice is needed to book | 2 hours |
| Max per Day | Maximum calls per day | Set to what you can handle (5-10) |
Viewing Booked Appointments
- Click Calendar in the left sidebar
- You’ll see all your upcoming appointments on the calendar view
- Click on any appointment to see:
- Lead’s name and phone number
- Date and time
- How they booked (AI sent the link, form submission, etc.)
Calendar Views
- Day view — See one day at a time
- Week view — See the full week
- Month view — See the whole month
What Happens When a Lead Books a Call
When a lead books through the AI’s booking link:
- The appointment shows up on your calendar
- You get a notification (check your notification settings)
- The lead’s pipeline stage updates automatically (usually to “Call Scheduled”)
- The lead gets a confirmation text/email
- You call them at the scheduled time
Before the Call
- Open the lead’s contact profile and read the conversation history
- See what the AI already discussed with them
- Know what they’re looking for before you pick up the phone
If a Lead No-Shows
- The AI can be set up to follow up automatically after a missed appointment
- You can also reach out manually through the Conversations tab
Video: Calendar Setup — A walkthrough video will be added here soon.
