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, then publishes and tests the booking link.
Last Updated / Reviewed: 11/13/2025
Execution Time: 30-60 minutes (team of 2-4)
🚀 Goal: Set up a GoHighLevel team/group calendar that books via round-robin or collective and is ready to share.
🤞 Ideal Outcome: A live booking link that distributes or coordinates bookings across connected team members without conflicts.
🤔 Why this is important: Centralize scheduling in GoHighLevel to reduce back-and-forth, prevent double-booking, and route leads to the right owner.
🧐 Where this is done GoHighLevel client sub-account.
🗓️ When this is done: During team onboarding or when replacing ad-hoc schedulers with GoHighLevel team calendars.
👨 Who does this: Agency admin or client admin; each team member must authorize their calendar connection.
__⚠️Prerequisites or requirements: __You need admin access to the client’s GoHighLevel sub-account.
Refer to the SOP 283: GoHighLevel Personal Calendar Setup (web version) to ensure individual calendars are active and configured.
Refer to the SOP 276: GoHighLevel CRM Foundations (web version) to confirm that team users and permissions are properly established.
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Set up users and availability in My Staff
01▸ Sign in to GoHighLevel and open the client sub-account.
02▸ Go to "Settings" → "My Staff" and click "+ Add users".
03▸ Enter the contact details and set the role to user or admin, enable "Calendars", and click "Save".
04▸ The new user should now appear with the correct role in "My Staff".
05▸ Next, go to "Calendars" and click "+ New Calendar".
06▸ Select "Round Robin" or "Collective Booking".
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".
08▸ Repeat availability setup for each team member to be included.
09▸ Preview each user's calendar, which should show the correct working hours in their calendar URL. Once confirmed, click "Preview Booking Widget".
Connect calendars in integrations (per user)
Note: Each team member signs in to the same client sub-account.
01▸ Go to "Settings" → "Integrations". Under Google, click "Sign in with Google" and complete authorization for the user’s account.
02▸ Open "Settings" → "Calendars" → "Connections" and click "+ Add New".
03▸ Select the primary calendar where new bookings are created and should be checked for conflicts. Click "Connect".
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".
Two-way sync ensures that GoHighLevel honors existing events in Google Calendar and avoids double-booking.
05▸ Return to "Settings" → "Integrations" and make sure the user’s Google calendar shows "Connected" with a recent last sync time.
It may take a few minutes for the last sync timestamp to update.
Build the group calendar in Calendars
01▸ Go to "Settings" → "Calendars" in the sub-account and click "+ New Group".
02▸ Give it a name, e.g. "Sales Team Bookings", and click "Create".
03▸ You'll be prompted to "Choose Calendar".
04▸ Select the outbound reach calendar and click "Confirm".
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".
06▸ Scroll down and click "Contact Routing Preference". Toggle on assigning new contacts to the booked user if needed, then click "Apply".
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.
Publish and test the booking link
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.
01▸ Open the booking link in an incognito window.
02▸ Round-robin: book two test slots at different times.
03▸ Round-robin: confirm tests land on different users’ primary calendars.
After booking, open each connected user’s primary Google Calendar. You should see one test event on each user’s calendar.
04▸ Round-robin: confirm correct users in "Calendars" > "Appointment List View".
You should see entries assigned to the right users.
05▸ Collective: book one test slot.
06▸ Collective: confirm the event appears on all selected users’ calendars.
Check each selected user’s connected calendar. You should see the test booking on all calendars.
07▸ Collective: confirm the event appears in "Calendars" > "Appointment List View".
You should see one entry created for the group reflecting the collective booking.