{"slug":"sop-278-gohighlevel-appointment-confirmation-amp-reminder","title":"GoHighLevel Appointment Confirmation &_ Reminder","tags":["source:clickminded","type:sop","server:clickminded-sop","gohighlevel","appointment","confirmation","amp"],"agent_summary":"SOP 278: GoHighLevel Appointment Confirmation & Reminder Sets up a single GoHighLevel workflow per calendar to send appointment email confirmations and time-based SMS reminders. Covers trigger, wa","trigger_phrases":["gohighlevel appointment confirmation amp reminder","how to gohighlevel appointment confirmation amp reminder"],"runnable":false,"markdown":"\r\nSOP 278: GoHighLevel Appointment Confirmation & Reminder\r\n\r\nSets up a single GoHighLevel workflow per calendar to send appointment email confirmations and time-based SMS reminders. Covers trigger, waits with guardrails, optional staff alerts, QA, and publish.\r\n\r\n__Last Updated / Reviewed:__ 11/13/2025\r\n\r\n__Execution Time:__ 30-60 minutes\r\n\r\n__🚀 Goal:__ Automate confirmations and reminders for booked appointments to reduce no-shows.\r\n\r\n__🤞 Ideal Outcome:__ Each booking triggers an immediate email/SMS plus 24h and 1h SMS reminders, skipping canceled or past-due cases.\r\n\r\n__🤔 Why this is important:__ Timely confirmations and reminders increase show rates and reduce manual follow-up.\r\n\r\n__🧐 Where this is done__ GoHighLevel.\r\n\r\n__🗓️ When this is done:__ After calendar and messaging are configured; before going live with bookings.\r\n\r\n__👨 Who does this:__ Marketing ops or CRM admin for the client.\r\n\r\n__⚠️Prerequisites or requirements: __You need admin access to the GoHighLevel.\r\n\r\nRefer to the SOP 283: GoHighLevel Personal Calendar Setup ([web version](https://members.clickminded.com/sop/283/)) or SOP 284: GoHighLevel Team/Group Calendar Setup ([web version](https://members.clickminded.com/sop/284/)) to ensure calendars are correctly connected.\r\n\r\nRefer to the SOP 276: GoHighLevel CRM Foundations ([web version](https://members.clickminded.com/sop/276/)) to confirm contact details and appointment triggers are properly mapped.\r\n\r\n[__Click here to get the most up-to-date version of this SOP__](https://members.clickminded.com/sop/278)\r\n\r\n## Create a calendar\r\n\r\n### 01▸ Go to \"Settings\" → \"Calendars\" → \"+ New Calendar\". \r\n\r\n### 02▸ Choose a calendar type.\r\n\r\n### 03▸ Name the calendar, select team member and set the meeting duration and booking availability. Click \"Confirm\".\r\n\r\n### \r\n\r\n### 04▸ Confirm that the calendar is set up with an \"Active\" status.\r\n\r\n\r\n## Build confirmations & reminders in workflows\r\n\r\nIn this milestone, you’ll create a GoHighLevel workflow that automatically confirms new bookings and reminds clients before their appointments. This helps reduce no-shows by sending an immediate confirmation plus timed reminders (24h and 1h) and ensures cancellations are respected. We use a per-calendar workflow with SMS/email because it gives precise timing control and avoids duplication.\r\n\r\n### 01▸ Open \"Automation\" and click \"Create Workflow\" then \"Start from Scratch\".\r\n\r\n### 02▸ Name the workflow “[Calendar Name] — Confirmations & Reminders” and add trigger: Click \"Add New Trigger\" and search and select \"Customer Booked Appointment\". Click \"Add filter\" and set \"In Calendar\" to target calendar(s). Click \"Save Trigger\".\r\n\r\n### 03▸ Add action - select\"Send Email\", insert texts and save the email.\r\n\r\n### 04▸ Similarly to the above, add another action - select \"Send SMS\" (confirmation) with texts and save.\r\n\r\nKeep it under 320 characters and include meeting, reschedule, and cancel links.\r\n\r\n### 05▸ [Optional] Add action - select \"Send Internal Notification\" and choose \"Email\" as the type of notification to staff and save.\r\n\r\n### 06▸ Add another action - select \"Wait\" and set it to 24 hours before event time and save. Toggle \"Advance Window\" to customize.\r\n\r\n### 07▸ Add another action - select \"Update Appointment Status\".  In the \"confirmed\" path, add action: Send SMS (24h reminder) and save. Reminder to include reschedule and cancel links.\r\n\r\n### \r\n\r\n### 08▸ Add another action - \"Wait\" 1 hour before event time with \"new\" appointment on.\r\n\r\n### 09▸ If the appointment or event is not canceled (1h guardrail) and is a \"comfirmed\" path, add action: Send SMS (1h reminder) and save. Keep this concise with meeting link and key details.\r\n\r\n## [Optional] Disable calendar-level contact reminders\r\n\r\nTurn off the built-in calendar reminders that GoHighLevel can send directly to clients to prevent duplicate messages from workflows.\r\n\r\n### 01▸ Open \"Calendars\" and click on the pencil icon or the \"Edit\" button on the target calendar.\r\n\r\n### 02▸ Go to \"Notifications & Additional Options\". Click on the pencil icon for \"Reminder\".\r\n\r\n### 03▸ Ensure that \"Disabled\" is toggled off for contact-facing reminders and click \"Save\".\r\n\r\n After saving, you should see the contact-facing reminder toggles switched off while any staff in-app notifications you left on remain active.\r\n\r\n## QA with a test booking and publish\r\n\r\nHere you’ll run a quick test to confirm the reminders are firing correctly before going live. We shorten the waits for QA to just a couple of minutes, test with your own contact details, then revert to the real 24h and 1h settings before publishing.\r\n\r\n### 01▸ In your automation workflow that you've created earlier, named \"[Calendar Name] — Confirmations & Reminders\", edit the actions \"Wait\" to 2 minutes and 5 minutes for QA.\r\n\r\nShort waits let you confirm delivery quickly without waiting a full day.\r\n\r\n### 02▸ Click \"Test Workflow\" to create a test contact with your email and phone in contacts. Select the appropriate contact to test with and click \"Run Test\".\r\n\r\n### 03▸ Book a test appointment on the target calendar (public booking link).\r\n\r\n### 04▸ Verify confirmation email and SMS are delivered. After booking, open \"Conversations\". Confirm you see a confirmation email/SMS has been sent to your test contact. Sometimes email delivery can take a few minutes.\r\n\r\n### 05▸ Now, go back to \"Automation\" → \"Workflows\", reset the action \"Wait\" to 24 hours and 1 hour and click \"Save\". Go back into the workflow and confirm the waits show \"24 hours before\" and \"1 hour before\".\r\n\r\n### 06▸ Turn the workflow on (Publish). That's it!","html":"

SOP 278: GoHighLevel Appointment Confirmation & Reminder

\n

Sets up a single GoHighLevel workflow per calendar to send appointment email confirmations and time-based SMS reminders. Covers trigger, waits with guardrails, optional staff alerts, QA, and publish.

\n

Last Updated / Reviewed: 11/13/2025

\n

Execution Time: 30-60 minutes

\n

🚀 Goal: Automate confirmations and reminders for booked appointments to reduce no-shows.

\n

🤞 Ideal Outcome: Each booking triggers an immediate email/SMS plus 24h and 1h SMS reminders, skipping canceled or past-due cases.

\n

🤔 Why this is important: Timely confirmations and reminders increase show rates and reduce manual follow-up.

\n

🧐 Where this is done GoHighLevel.

\n

🗓️ When this is done: After calendar and messaging are configured; before going live with bookings.

\n

👨 Who does this: Marketing ops or CRM admin for the client.

\n

__⚠️Prerequisites or requirements: __You need admin access to the GoHighLevel.

\n

Refer to the SOP 283: GoHighLevel Personal Calendar Setup (web version) or SOP 284: GoHighLevel Team/Group Calendar Setup (web version) to ensure calendars are correctly connected.

\n

Refer to the SOP 276: GoHighLevel CRM Foundations (web version) to confirm contact details and appointment triggers are properly mapped.

\n

Click here to get the most up-to-date version of this SOP

\n

Create a calendar

\n

01▸ Go to \"Settings\" → \"Calendars\" → \"+ New Calendar\". 

\n

02▸ Choose a calendar type.

\n

03▸ Name the calendar, select team member and set the meeting duration and booking availability. Click \"Confirm\".

\n

\n

04▸ Confirm that the calendar is set up with an \"Active\" status.

\n

Build confirmations & reminders in workflows

\n

In this milestone, you’ll create a GoHighLevel workflow that automatically confirms new bookings and reminds clients before their appointments. This helps reduce no-shows by sending an immediate confirmation plus timed reminders (24h and 1h) and ensures cancellations are respected. We use a per-calendar workflow with SMS/email because it gives precise timing control and avoids duplication.

\n

01▸ Open \"Automation\" and click \"Create Workflow\" then \"Start from Scratch\".

\n

02▸ Name the workflow “[Calendar Name] — Confirmations & Reminders” and add trigger: Click \"Add New Trigger\" and search and select \"Customer Booked Appointment\". Click \"Add filter\" and set \"In Calendar\" to target calendar(s). Click \"Save Trigger\".

\n

03▸ Add action - select\"Send Email\", insert texts and save the email.

\n

04▸ Similarly to the above, add another action - select \"Send SMS\" (confirmation) with texts and save.

\n

Keep it under 320 characters and include meeting, reschedule, and cancel links.

\n

05▸ [Optional] Add action - select \"Send Internal Notification\" and choose \"Email\" as the type of notification to staff and save.

\n

06▸ Add another action - select \"Wait\" and set it to 24 hours before event time and save. Toggle \"Advance Window\" to customize.

\n

07▸ Add another action - select \"Update Appointment Status\".  In the \"confirmed\" path, add action: Send SMS (24h reminder) and save. Reminder to include reschedule and cancel links.

\n

\n

08▸ Add another action - \"Wait\" 1 hour before event time with \"new\" appointment on.

\n

09▸ If the appointment or event is not canceled (1h guardrail) and is a \"comfirmed\" path, add action: Send SMS (1h reminder) and save. Keep this concise with meeting link and key details.

\n

[Optional] Disable calendar-level contact reminders

\n

Turn off the built-in calendar reminders that GoHighLevel can send directly to clients to prevent duplicate messages from workflows.

\n

01▸ Open \"Calendars\" and click on the pencil icon or the \"Edit\" button on the target calendar.

\n

02▸ Go to \"Notifications & Additional Options\". Click on the pencil icon for \"Reminder\".

\n

03▸ Ensure that \"Disabled\" is toggled off for contact-facing reminders and click \"Save\".

\n

After saving, you should see the contact-facing reminder toggles switched off while any staff in-app notifications you left on remain active.

\n

QA with a test booking and publish

\n

Here you’ll run a quick test to confirm the reminders are firing correctly before going live. We shorten the waits for QA to just a couple of minutes, test with your own contact details, then revert to the real 24h and 1h settings before publishing.

\n

01▸ In your automation workflow that you've created earlier, named \"[Calendar Name] — Confirmations & Reminders\", edit the actions \"Wait\" to 2 minutes and 5 minutes for QA.

\n

Short waits let you confirm delivery quickly without waiting a full day.

\n

02▸ Click \"Test Workflow\" to create a test contact with your email and phone in contacts. Select the appropriate contact to test with and click \"Run Test\".

\n

03▸ Book a test appointment on the target calendar (public booking link).

\n

04▸ Verify confirmation email and SMS are delivered. After booking, open \"Conversations\". Confirm you see a confirmation email/SMS has been sent to your test contact. Sometimes email delivery can take a few minutes.

\n

05▸ Now, go back to \"Automation\" → \"Workflows\", reset the action \"Wait\" to 24 hours and 1 hour and click \"Save\". Go back into the workflow and confirm the waits show \"24 hours before\" and \"1 hour before\".

\n

06▸ Turn the workflow on (Publish). That's it!

\n"}