📅 Help Guide: How to Schedule an Appointment in HighLevel

🧭 Navigation Steps

🔹 Step 1: Open the Calendar

1. Log in to your HighLevel Gym Growth Engine dashboard.

2. From the left-hand menu, click “Calendars”.

3. In the top right corner, click the “+ New” button.

✍️ Booking vs. Blocking

You’ll see two tabs at the top:

• Appointments Tab – for booking a lead into a consultation

• Block Off Time Tab – to reserve unavailable time (sick day, holiday, meetings, etc.)

⚠️ Be sure you're on the “Appointment” tab when booking leads.

🔁 Step 2: Select the Right Calendar

📌 Most appointments should be booked on the Challenge Orientation Calendar by default.

However, if you’re scheduling for another program (e.g., Trial, 6-Week Offer, etc.), double-check and change the calendar dropdown accordingly.

👤 Step 3: Select or Create the Contact

• If the lead already exists in your CRM (e.g., they opted in online), search their name in the Contact field and select it.

• If the lead is new (e.g., walk-in or phone lead), click “+ Add Contact” and enter:

  • First & Last Name

  • Phone Number

  • Email Address

This will automatically create the lead in your system and associate them with the appointment.

🕒 Step 4: Choose Date & Time

1. Use the calendar view to select the correct day.

2. Choose from the available time slots listed below.

🔧 Need to book outside of set availability?
Click “Custom” to override system rules and manually pick any day/time (e.g., a 6 PM booking even if the calendar typically closes at 5 PM).

✅ Step 5: Finalize the Appointment

Once all the details are filled out:

• Click “Book Appointment”

• The appointment will now appear on the selected calendar.

👀 Troubleshooting Tip

If you don’t see the appointment on your calendar:

• Make sure you have the correct calendar selected at the top

• Or make sure the correct team member is selected in the view filter

Appointments will only appear if your filters match the appointment’s settings.

💡 Best Practices