📅 Setting Up the Challenge Orientation Calendar in GoHighLevel

This help guide walks you through configuring your Challenge Orientation (In-Person) calendar inside GoHighLevel. You'll learn how to correctly set availability, assign users, adjust calendar settings, and activate the calendar link to start booking leads right away.

🚀 Overview

Setting up your Challenge Orientation Calendar is critical to:

Capture lead bookings

Coordinate team schedules

Maximize your sales appointment opportunities

This calendar will be used in automations and follow-ups, so it's essential to configure it properly.

🧭 Step-by-Step Setup Guide

🔧 Step 1: Navigate to Calendar Settings

Log in to your GoHighLevel account.

Click on Settings (bottom-left).

Select Calendars from the menu.

🗓 Step 2: Edit the Challenge Orientation Calendar

Find the calendar labeled Challenge Orientation (In-Person).

Click the three dots (⋯) → Edit.

Key Fields to Review:

Calendar Name: Keep “In-Person” if applicable. Edit if you're running virtual or phone appointments.

Description: Uses custom values like gym name, address, and challenge name. Ensure your custom values are updated.

Meeting Invite Title: Lead-facing. Make changes if needed—e.g., “Your Challenge Orientation with ”.

👥 Step 3: Assign Users to the Calendar

Scroll to the "Team Members" section.

Select all users who will be taking orientation or sales appointments.

If you don’t see someone in the list, ensure they’ve been added as a user under Settings → My Staff.

✅ Tip: You can add multiple users to accommodate different shifts (e.g., mornings vs. evenings).

🕐 Step 4: Set Calendar Availability

After saving, you’ll be taken to the Availability tab.

Open availability wide (e.g., 6AM – 8PM, 7 days a week).

Use this as a global default—user-level availability will fine-tune this later.

⚙️ Step 5: Configure Calendar Settings

Scroll to the settings panel and adjust:

Setting	Recommendation
Meeting Interval	30 minutes
Minimum Scheduling Notice	1–2 hours (shorter = more flexibility)
Date Range	5–7 days
Max Bookings Per Slot	3 (increases show-up probability per slot)

🧠 Why allow 3 bookings per slot? Show rates may hover around 30–40%. Triple-booking increases chances of at least 1 showing up per slot.

👤 Step 6: Set User-Level Availability

For each team member you assigned:

Go to Settings → My Staff

Click the pencil icon next to the team member

Scroll to User Availability

Set their exact working hours:

Select days (e.g., Mon, Wed, Fri)

Set time ranges (e.g., 9AM–1PM & 3PM–7PM)

Click Save

Repeat for each calendar user.

✅ Step 7: Publish the Calendar

Return to Settings → Calendars

Find the Challenge Orientation calendar

If status is Draft, click the three dots (⋯) → Activate Calendar

📢 This is required for the link to function and accept bookings.

🔗 Step 8: Copy and Test Your Booking Link

Click three dots (⋯) → Share

Copy the Permanent Booking Link

Save it in:

Your phone bookmarks

Team chat

Follow-up automations

✅ Open the link in a browser and test:

Can you see the expected time slots?

Is availability matching your team’s coverage?

🧪 Troubleshooting Tips

Issue	Solution
No time slots showing	Ensure calendar availability and user availability are both configured.
A user isn’t selectable	Add them in Settings → My Staff first.
Want to adjust times by user	Use User Availability to fine-tune.

📌 Final Checklist

✅ Calendar name and description updated
✅ Team members assigned
✅ Calendar availability opened wide
✅ Calendar settings reviewed
✅ User availability set for each team member
✅ Calendar published
✅ Booking link tested and saved

Here are some additional Assets to help you with this process

Portal Lesson: Setting Up Your "Challenge" Calendar

Link: https://members.gymlaunch.com/products/inner-circle-lead-nurture-2-0/categories/2156744042/posts/2183745139