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📅 Help Doc: Setting Up Your Calendars in GGE (HighLevel)

Feature: Calendar Setup Platform: Gym Growth Engine (Powered by HighLevel) Use Case: Booking Consultations and Free Class Trials Goal: Guide gym owners and staff through setting up the Consultation and Free First Class calendars for lead booking and staff availability.

 

🚀 Overview

This guide walks you through how to set up two key calendars in your Gym Growth Engine account:

  1. Consultation Calendar – for booking 1-on-1 sales consultations with team members

  2. Free First Class Calendar – for booking group class trials at fixed times

Each calendar has its own logic and setup. Follow this step-by-step guide or refer back to it any time your schedule changes.

📍 Step 1: Navigate to Calendar Settings

  1. Log into your GGE / HighLevel account.

  2. Go to the bottom-left corner and click Settings.

  3. In the left-hand menu, click Calendars.

You’ll see multiple calendars—this guide covers the Consultation and Free First Class calendars.

🗓️ Part 1: Setting Up the Consultation Calendar (1-on-1 Bookings)

🔧 Step 1: Edit the Consultation Calendar

  1. Click the pencil icon next to the Consultation Calendar (a.k.a. "Show Calendar").

  2. Name the calendar and update the description if needed.

  3. Under Team Members, select all users who should be bookable for consultations.

✅ This is a Round Robin calendar, meaning bookings rotate between selected staff based on availability.

🕐 Step 2: Configure Availability (Temporary Setup)

  1. Set availability for all 7 days, typically from 6:00 AM to 9:00 PM.

  2. Use “Copy to All” to apply the time to every day.

  3. Save the settings.

⚠️ This step creates broad availability. You’ll fine-tune each user’s specific hours later.

⚙️ Step 3: Set Booking Rules

  • Meeting Duration: 30 or 60 minutes (match this to the interval setting)

  • Meeting Interval: Same as duration

  • Minimum Scheduling Notice: 2 hours (default, or lower if you prefer immediate booking)

  • Date Range: 7 days (or reduce if you have fewer open time slots)

  • Max Bookings Per Slot: Recommended = 3 (to account for no-shows)

You can reduce this to 1 if you only want one lead per slot, but this increases risk of downtime from no-shows.

👤 Step 4: Set Individual Staff Availability

  1. Go to My Staff (left-hand menu).

  2. Click the pencil icon for each team member listed on the calendar.

  3. Scroll to User Availability.

  4. Set the specific days/times they’re available (e.g., M/W/F 9–11 AM, 4–6 PM).

  5. Click Save.

These personal schedules override the general availability set earlier.

🧪 Part 2: Setting Up the Free First Class Calendar (Group Trial Bookings)

🔧 Step 1: Edit the Free Class Calendar

  1. Back in Calendars, click the pencil icon for the Free First Class calendar.

  2. Name and describe it to match your trial offer (e.g., “Free Class Pass” or “7-Day Trial”).

  3. Save.

✅ This is an Event-Based calendar, meaning it shows only the times you manually define.

🕐 Step 2: Define Class Booking Times

  1. Go to Availability.

  2. Add exact days/times you want new leads to attend (e.g., M/W/F 8–9 AM and 6:30–7:30 PM).

  3. Use “Copy to” to quickly duplicate slots across selected days.

  4. Save.

Make sure these time blocks match your actual class schedule. Only include classes you want new trial leads to attend.

⚙️ Step 3: Set Booking Rules

  • Meeting Duration: Match your class length (e.g., 60 minutes)

  • Meeting Interval: Same as duration

  • Date Range: 7 days

  • Minimum Scheduling Notice: 2 hours (or your preference)

  • Max Bookings Per Slot: 2–3 is recommended to account for no-shows

🔍 Final QA Check (Preview the Calendars)

To ensure both calendars are correctly set up:

  1. Click the arrow icon next to each calendar.

  2. Copy the permanent link and open it in a browser.

  3. Confirm:

    • Correct calendar name and description

    • Appropriate availability

    • No missing or incorrect time slots

If something looks off, revisit the setup steps above.

✅ Best Practices

  • Use round-robin only when multiple team members can take consults.

  • Use event-based for predictable group class schedules.

  • Regularly update availability when staff schedules or class times change.

  • Bookmark this guide or training video for future reference.

🧑‍💻 Need Help?

If you run into issues with availability, staff setup, or calendar visibility:

  • Reach out to GGE Support

  • Or contact your Account Manager / Onboarding Coach

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