📞 Lead Follow-Up Calendar Setup Guide

📌 Purpose of This Calendar

Internal Use Only: Not visible to clients or leads.
Manual Booking by Staff: Used to set future follow-up reminders for leads.
Flexible Timing: Designed to match your team’s follow-up availability.

🛠 Step-by-Step Setup Instructions

1. 🔍 Locate the Calendar

In your HighLevel account, go to Settings → Calendars.
Use the search bar to find: “Lead Follow-Up Calendar”.
Click the three-dot menu (⋮) next to it → choose Edit.

2. 🧾 Basic Calendar Info

This calendar does not:

Use round-robin logic.
Assign to specific users automatically.
Allow leads to self-book.

✅ What does matter?

The meeting invite title — this may be seen by the lead if the calendar is synced with Google or another calendar tool. Keep it professional (e.g., “Follow-Up Call from [Your Business Name]”).

3. 📅 Set Calendar Availability

You’re in control of when your team can schedule follow-ups. Default settings are 8:00 AM – 8:00 PM, 7 days/week — but you should tailor this.

Ask yourself:

When are team members actually available to follow up?
Should late-night hours (e.g., 10:00 PM) be blocked?

To edit:

Adjust the time blocks per day.
Remove weekend availability if not needed.
Keep the calendar flexible, but realistic.

4. ⚙️ Adjust Calendar Settings

Use these recommendations to optimize the calendar for follow-up efficiency:

Setting	Recommended Value	Why It Matters
Meeting Interval	10 minutes	Short time blocks = faster follow-up scheduling
Bookings Per Slot	1	One follow-up per time slot keeps things organized
Date Range	12 months	Allows for long-term nurturing; can schedule calls far into the future

📌 Pro Tip: Even if only 1% of people answer a call a year later, that’s still value from a 15-second effort.

5. 💾 Save and Share the Calendar Link

After configuring the calendar:

Click the three dots (⋮) on the calendar.
Choose Share.
Copy the Permanent Link.

Distribute this link to your team:

Save as a shortcut at the front desk or on personal devices.
Add to your CRM workflow tools.
Make it easy for your team to schedule follow-ups immediately after a call, DM, or SMS interaction.

✅ When and How to Use This Calendar

Scenario	Action
Lead doesn't answer a sales call	Open the calendar and schedule a follow-up
A prospect says “Call me next week”	Schedule that reminder using the link
You want to create a drip outreach effort	Schedule multiple follow-ups spaced over weeks/months

Remember: This is a tool for your team, not for the leads themselves.

🧪 Final Checklist

Before rolling this out:

Calendar availability reflects actual staffing hours
Meeting interval is set to 10 minutes
Date range extends far enough into the future
Calendar is saved and published
Team has access to the permanent link
You've tested the calendar by scheduling a follow-up for yourself

🙋 Frequently Asked Questions

Q: Can leads book on this calendar?
A: No. This calendar is internal-only and should only be used by staff for reminders.

Q: Can I assign specific users to this calendar?
A: No user assignment is necessary. It's a standalone tool.

Q: What if I need different follow-up types (SMS, call, email)?
A: You can use custom tags or notes in your CRM to indicate the preferred contact method.

🧠 Pro Tip for AI Integration

If you're using this with an AI-based CRM assistant, consider:

Having the AI surface unscheduled follow-ups from your contact database.
Training the AI to prompt staff to use the follow-up calendar if a contact goes cold for more than X days.