{"slug":"sop-284-gohighlevel-team-group-calendar-setup","title":"GoHighLevel Team_Group Calendar Setup","tags":["source:clickminded","type:sop","server:clickminded-sop","gohighlevel","team","group","calendar"],"agent_summary":"SOP 284: GoHighLevel Team/Group Calendar Setup Create a GoHighLevel team/group calendar using round-robin or collective scheduling. Ensures users, sync, availability, and calendar settings are correct","trigger_phrases":["gohighlevel team group calendar setup","how to gohighlevel team group calendar setup"],"runnable":false,"markdown":"\r\nSOP 284: GoHighLevel Team/Group Calendar Setup\r\n\r\nCreate a GoHighLevel team/group calendar using round-robin or collective scheduling. Ensures users, sync, availability, and calendar settings are correct, then publishes and tests the booking link.\r\n\r\n__Last Updated / Reviewed:__ 11/13/2025\r\n\r\n__Execution Time:__ 30-60 minutes (team of 2-4)\r\n\r\n__🚀 Goal:__ Set up a GoHighLevel team/group calendar that books via round-robin or collective and is ready to share.\r\n\r\n__🤞 Ideal Outcome:__ A live booking link that distributes or coordinates bookings across connected team members without conflicts.\r\n\r\n__🤔 Why this is important:__ Centralize scheduling in GoHighLevel to reduce back-and-forth, prevent double-booking, and route leads to the right owner.\r\n\r\n__🧐 Where this is done__ GoHighLevel client sub-account.\r\n\r\n__🗓️ When this is done:__ During team onboarding or when replacing ad-hoc schedulers with GoHighLevel team calendars.\r\n\r\n__👨 Who does this:__ Agency admin or client admin; each team member must authorize their calendar connection.\r\n\r\n__⚠️Prerequisites or requirements: __You need admin access to the client’s GoHighLevel sub-account.\r\n\r\nRefer to the SOP 283: GoHighLevel Personal Calendar Setup ([web version](https://members.clickminded.com/sop/283/)) to ensure individual calendars are active and configured.\r\n\r\nRefer to the SOP 276: GoHighLevel CRM Foundations ([web version](https://members.clickminded.com/sop/276/)) to confirm that team users and permissions are properly established.\r\n\r\n[__Click here to get the most up-to-date version of this SOP__](https://members.clickminded.com/sop/284)\r\n\r\n## Set up users and availability in My Staff\r\n\r\n### 01▸ Sign in to GoHighLevel and open the client sub-account.\r\n\r\n### 02▸ Go to \"Settings\" → \"My Staff\" and click \"+ Add users\".\r\n\r\n### 03▸ Enter the contact details and set the role to user or admin, enable \"Calendars\", and click \"Save\".\r\n\r\n### 04▸ The new user should now appear with the correct role in \"My Staff\".\r\n\r\n### 05▸ Next, go to \"Calendars\" and click \"+ New Calendar\".\r\n\r\n### 06▸ Select \"Round Robin\" or \"Collective Booking\".\r\n\r\n### 07▸ Set the calendar name, e.g. outbound reach, select the user you've just created, the meeting duration and set the booking availability. Click \"Confirm\".\r\n\r\n### \r\n\r\n### 08▸ Repeat availability setup for each team member to be included.\r\n\r\n### 09▸ Preview each user's calendar, which should show the correct working hours in their calendar URL. Once confirmed, click \"Preview Booking Widget\".\r\n\r\n\r\n## Connect calendars in integrations (per user)\r\n\r\n__Note:__ Each team member signs in to the same client sub-account.\r\n\r\n### 01▸ Go to \"Settings\" → \"Integrations\". Under Google, click \"Sign in with Google\" and complete authorization for the user’s account.\r\n\r\n### 02▸ Open \"Settings\" → \"Calendars\" → \"Connections\" and click \"+ Add New\".\r\n\r\n### 03▸ Select the primary calendar where new bookings are created and should be checked for conflicts. Click \"Connect\".\r\n\r\n### 04▸ Now, click \"Advanced Settings\" and turn on two-way sync. Set the created appointments to the calendar you've just created earlier e.g. Outbound reach, and tick the box to execute automation. Click \"Save\".\r\n\r\n\r\n Two-way sync ensures that GoHighLevel honors existing events in Google Calendar and avoids double-booking.\r\n\r\n### 05▸ Return to \"Settings\" → \"Integrations\" and make sure the user’s Google calendar shows \"Connected\" with a recent last sync time.\r\n\r\nIt may take a few minutes for the last sync timestamp to update.\r\n\r\n## Build the group calendar in Calendars\r\n\r\n### 01▸ Go to \"Settings\" → \"Calendars\" in the sub-account and click \"+ New Group\".\r\n\r\n### 02▸ Give it a name, e.g. \"Sales Team Bookings\", and click \"Create\".\r\n\r\n### 03▸ You'll be prompted to \"Choose Calendar\".\r\n\r\n### 04▸ Select the outbound reach calendar and click \"Confirm\".\r\n\r\n### 05▸ You should now see \"Sales Team Bookings\" under \"Group\" for the outbound reach calendar. Click \"Edit Calendar\" or the pencil icon and go to \"Meeting Details\".\r\n\r\n### 06▸ Scroll down and click \"Contact Routing Preference\". Toggle on assigning new contacts to the booked user if needed, then click \"Apply\".\r\n\r\n### 07▸ Copy the public booking link with the \"Share Calendar\" button at the top right. Paste it in a browser and make sure it loads and shows available slots.\r\n\r\n\r\n## Publish and test the booking link\r\n\r\nNow that your team calendar is built, it’s time to test the live booking link. This ensures Round-robin bookings rotate evenly across team members or that Collective bookings appear on all users’ calendars, so you can confidently share the link with stakeholders.\r\n\r\n### 01▸ Open the booking link in an incognito window.\r\n\r\n### 02▸ Round-robin: book two test slots at different times.\r\n\r\n### 03▸ Round-robin: confirm tests land on different users’ primary calendars.\r\n\r\nAfter booking, open each connected user’s primary Google Calendar. You should see one test event on each user’s calendar.\r\n\r\n### 04▸ Round-robin: confirm correct users in \"Calendars\" > \"Appointment List View\".\r\n\r\nYou should see entries assigned to the right users.\r\n\r\n### 05▸ Collective: book one test slot.\r\n\r\n### 06▸ Collective: confirm the event appears on all selected users’ calendars.\r\n\r\nCheck each selected user’s connected calendar. You should see the test booking on all calendars.\r\n\r\n### 07▸ Collective: confirm the event appears in \"Calendars\" > \"Appointment List View\".\r\n\r\nYou should see one entry created for the group reflecting the collective booking.\r\n\r\n### 08▸ Share the booking link with stakeholders.","html":"<p>SOP 284: GoHighLevel Team/Group Calendar Setup</p>\n<p>Create a GoHighLevel team/group calendar using round-robin or collective scheduling. Ensures users, sync, availability, and calendar settings are correct, then publishes and tests the booking link.</p>\n<p><strong>Last Updated / Reviewed:</strong> 11/13/2025</p>\n<p><strong>Execution Time:</strong> 30-60 minutes (team of 2-4)</p>\n<p><strong>🚀 Goal:</strong> Set up a GoHighLevel team/group calendar that books via round-robin or collective and is ready to share.</p>\n<p><strong>🤞 Ideal Outcome:</strong> A live booking link that distributes or coordinates bookings across connected team members without conflicts.</p>\n<p><strong>🤔 Why this is important:</strong> Centralize scheduling in GoHighLevel to reduce back-and-forth, prevent double-booking, and route leads to the right owner.</p>\n<p><strong>🧐 Where this is done</strong> GoHighLevel client sub-account.</p>\n<p><strong>🗓️ When this is done:</strong> During team onboarding or when replacing ad-hoc schedulers with GoHighLevel team calendars.</p>\n<p><strong>👨 Who does this:</strong> Agency admin or client admin; each team member must authorize their calendar connection.</p>\n<p>__⚠️Prerequisites or requirements: __You need admin access to the client’s GoHighLevel sub-account.</p>\n<p>Refer to the SOP 283: GoHighLevel Personal Calendar Setup (<a href=\"https://members.clickminded.com/sop/283/\">web version</a>) to ensure individual calendars are active and configured.</p>\n<p>Refer to the SOP 276: GoHighLevel CRM Foundations (<a href=\"https://members.clickminded.com/sop/276/\">web version</a>) to confirm that team users and permissions are properly established.</p>\n<p><a href=\"https://members.clickminded.com/sop/284\"><strong>Click here to get the most up-to-date version of this SOP</strong></a></p>\n<h2>Set up users and availability in My Staff</h2>\n<h3>01▸ Sign in to GoHighLevel and open the client sub-account.</h3>\n<h3>02▸ Go to \"Settings\" → \"My Staff\" and click \"+ Add users\".</h3>\n<h3>03▸ Enter the contact details and set the role to user or admin, enable \"Calendars\", and click \"Save\".</h3>\n<h3>04▸ The new user should now appear with the correct role in \"My Staff\".</h3>\n<h3>05▸ Next, go to \"Calendars\" and click \"+ New Calendar\".</h3>\n<h3>06▸ Select \"Round Robin\" or \"Collective Booking\".</h3>\n<h3>07▸ Set the calendar name, e.g. outbound reach, select the user you've just created, the meeting duration and set the booking availability. Click \"Confirm\".</h3>\n<h3></h3>\n<h3>08▸ Repeat availability setup for each team member to be included.</h3>\n<h3>09▸ Preview each user's calendar, which should show the correct working hours in their calendar URL. Once confirmed, click \"Preview Booking Widget\".</h3>\n<h2>Connect calendars in integrations (per user)</h2>\n<p><strong>Note:</strong> Each team member signs in to the same client sub-account.</p>\n<h3>01▸ Go to \"Settings\" → \"Integrations\". Under Google, click \"Sign in with Google\" and complete authorization for the user’s account.</h3>\n<h3>02▸ Open \"Settings\" → \"Calendars\" → \"Connections\" and click \"+ Add New\".</h3>\n<h3>03▸ Select the primary calendar where new bookings are created and should be checked for conflicts. Click \"Connect\".</h3>\n<h3>04▸ Now, click \"Advanced Settings\" and turn on two-way sync. Set the created appointments to the calendar you've just created earlier e.g. Outbound reach, and tick the box to execute automation. Click \"Save\".</h3>\n<p>Two-way sync ensures that GoHighLevel honors existing events in Google Calendar and avoids double-booking.</p>\n<h3>05▸ Return to \"Settings\" → \"Integrations\" and make sure the user’s Google calendar shows \"Connected\" with a recent last sync time.</h3>\n<p>It may take a few minutes for the last sync timestamp to update.</p>\n<h2>Build the group calendar in Calendars</h2>\n<h3>01▸ Go to \"Settings\" → \"Calendars\" in the sub-account and click \"+ New Group\".</h3>\n<h3>02▸ Give it a name, e.g. \"Sales Team Bookings\", and click \"Create\".</h3>\n<h3>03▸ You'll be prompted to \"Choose Calendar\".</h3>\n<h3>04▸ Select the outbound reach calendar and click \"Confirm\".</h3>\n<h3>05▸ You should now see \"Sales Team Bookings\" under \"Group\" for the outbound reach calendar. Click \"Edit Calendar\" or the pencil icon and go to \"Meeting Details\".</h3>\n<h3>06▸ Scroll down and click \"Contact Routing Preference\". Toggle on assigning new contacts to the booked user if needed, then click \"Apply\".</h3>\n<h3>07▸ Copy the public booking link with the \"Share Calendar\" button at the top right. Paste it in a browser and make sure it loads and shows available slots.</h3>\n<h2>Publish and test the booking link</h2>\n<p>Now that your team calendar is built, it’s time to test the live booking link. This ensures Round-robin bookings rotate evenly across team members or that Collective bookings appear on all users’ calendars, so you can confidently share the link with stakeholders.</p>\n<h3>01▸ Open the booking link in an incognito window.</h3>\n<h3>02▸ Round-robin: book two test slots at different times.</h3>\n<h3>03▸ Round-robin: confirm tests land on different users’ primary calendars.</h3>\n<p>After booking, open each connected user’s primary Google Calendar. You should see one test event on each user’s calendar.</p>\n<h3>04▸ Round-robin: confirm correct users in \"Calendars\" > \"Appointment List View\".</h3>\n<p>You should see entries assigned to the right users.</p>\n<h3>05▸ Collective: book one test slot.</h3>\n<h3>06▸ Collective: confirm the event appears on all selected users’ calendars.</h3>\n<p>Check each selected user’s connected calendar. You should see the test booking on all calendars.</p>\n<h3>07▸ Collective: confirm the event appears in \"Calendars\" > \"Appointment List View\".</h3>\n<p>You should see one entry created for the group reflecting the collective booking.</p>\n<h3>08▸ Share the booking link with stakeholders.</h3>\n"}