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📅 Help Guide: Using the Calendar Feature in HighLevel Support Doc for Internal AI Database Video Reference: “HighLevel Calendar Overview”

🎯 Purpose of This Guide  This guide will walk you through: - Navigating the Calendar tab in HighLevel  - Viewing and filtering appointments - Understanding appointment statuses  - Knowing which calendar(s) to prioritize

📅 Help Guide: Using the Calendar Feature in HighLevel

Support Doc for Internal AI Database
Video Reference: “HighLevel Calendar Overview”

🎯 Purpose of This Guide

This guide will walk you through:

  • Navigating the Calendar tab in HighLevel

  • Viewing and filtering appointments

  • Understanding appointment statuses

  • Knowing which calendar(s) to prioritize

🔍 Step 1: Accessing the Calendar Tab

  1. Log in to your HighLevel account

  2. On the left-hand side, click "Calendar"

📍 This is where you’ll manage sales consultations and in-person appointments—all from the same system you use for lead communication.

🗓️ Calendar Interface Overview

Once inside the Calendar tab, you’ll see:

Section Function
Main View (Center) Calendar display with scheduled appointments
Right Panel Tabs to filter by user or calendar type
Appointment Blocks Show lead name, time, and appointment status
 

👤 Filtering Options

Use the right-hand filter panel to:

  • View specific users’ schedules (e.g., gym owner vs. sales rep)

  • Toggle between different calendars if more than one is set up

🎯 Pro Tip: Use filters to avoid overlapping or double-booking your sales team.

🔄 Switching Between Users or Calendars

If you have multiple team members or calendar types, you can:

  • Click the dropdown under "Users" to view different team calendars

  • Click the dropdown under "Calendars" to toggle between appointment types

✅ Default Calendar to Focus On

Unless instructed otherwise, your primary calendar is:

🗓️ In-Person Goal-Setting Orientation

This is where the majority of sales consultations and intro sessions are booked.

📌 What Do Appointments Look Like?

When appointments are scheduled, they will appear as colored blocks on the calendar. Each block includes:

  • 🕒 Time of the appointment

  • 🧑‍🤝‍🧑 Name of the lead

  • 📌 Status of the appointment

🔄 Appointment Statuses (Fully Automated)

Thanks to backend automation, each appointment block will automatically reflect its real-time status, such as:

Status Meaning
✅ Confirmed Lead has scheduled and confirmed the appointment
❌ Canceled Lead canceled before the scheduled time
🚫 No-Show Lead missed the appointment
👥 Showed Lead arrived and attended
💰 Sold Lead purchased your offer
🛑 Did Not Close Lead showed but didn’t purchase
 

💡 You don’t need to manually track or tag statuses—HighLevel handles this for you.

📆 How to Use the Calendar in Daily Practice

Action Why It Matters
Review your schedule daily Know exactly when and with whom you're meeting
Filter by user Manage individual team member availability
Monitor appointment statuses Track performance and pipeline status
Focus on “In-Person Goal-Setting Orientation” Prioritize sales activity with your leads
 

📥 Related Resources

🧩 What’s Next?

Next, you’ll learn how to set up your calendar availability and assign team members to the appropriate calendars before launch.

Stay tuned for that video or continue reading the next guide if you're in the AI system.