📅 AI Database Calendar Setup Guide

 

✅ Overview of Setup Steps:

1. Access Calendar Settings

2. Edit Calendar Info

3. Assign Users to the Calendar

4. Set Calendar Availability

5. Adjust Calendar Settings

6. Set User-Specific Availability

7. Publish and Share the Calendar

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1. 🔧 Access Calendar Settings

• Log into your HighLevel account.

• Navigate to the bottom-left menu → click on Settings → then click on Calendars.

• Locate the Challenge Orientation Calendar and click the three dots (⋮) → Edit.

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2. 📝 Edit Calendar Information

Make sure your calendar has the correct details:

• Calendar Name: Adjust if needed (e.g., remove “In-Person” if appointments are virtual).

• Description: Uses custom values like {custom.challenge-name} or {custom.gym-name} — these will auto-populate if your custom values are set.

• Meeting Invite Title: This is visible to leads. You can edit this to reflect Zoom, phone, or in-person sessions.

👉 TIP: Fields like {contact.name} and {custom.gym-name} will automatically populate per appointment.

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3. 👥 Assign Users to Calendar

Important: Only assigned users can take appointments.

• Scroll down to the “Select Team Member” section.

• Add all users who will take sales appointments.

• If users are missing, go to My Staff → Add User and return here after adding them.

You can assign multiple users (e.g., for morning/evening coverage).

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4. 🕒 Set Calendar-Level Availability

This sets the overall availability window for the calendar.

• Go to the Availability tab.

• Open the calendar completely: Set hours from 6:00 AM – 8:00 PM, or as wide as your business allows.

• Copy hours across all days (if applicable).

📌 Note: Specific user availability is controlled later, so keep calendar-level availability broad.

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5. ⚙️ Adjust Calendar Settings

Customize how appointments are booked:

📈 Why 3 bookings per slot? This compensates for no-shows and maximizes your calendar.

Once finished, click Save at the top right.

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6. 👤 Set User Availability

Each team member needs their personal availability configured.

Steps:

1. Go to My Staff → Click the pencil icon ✏️ next to the user.

2. Scroll to User Availability.

3. Set individual working hours (e.g., 9:00 AM – 1:00 PM, then 3:00 PM – 7:00 PM).

4. Add split shifts if needed.

5. Copy to other days or configure each day individually.

6. Save changes.

Repeat this for every user assigned to the calendar.

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7. 🚀 Publish and Share the Calendar

Once everything is set:

• Go back to Calendars.

• Find the Challenge Orientation Calendar.

• Click ⋮ (three dots) → Activate Calendar.

• Status should now show “Active”.

To share:

1. Click ⋮ → Share.

2. Copy the Permanent Link.

3. Distribute the link to staff and save as a phone or browser shortcut.

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🔍 Final Testing Checklist

• Open the link and try to book a test appointment.

• Ensure times display correctly based on your team’s availability.

• If no slots show:

  • Recheck that the calendar is open.

  • Confirm that users are assigned.

  • Verify user availability is configured.

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🛠 Troubleshooting

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📌 Tips for Success

• Bookmark the calendar link on all team devices.

• Encourage staff to sync calendars with Google/Outlook (if supported).

• Review calendar performance weekly to adjust for demand.