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🗓️ Updating Your Calendar

System: Organic Acquisition System Use Case: Dual Acquisition System (Free Class + Transformation Challenge) Purpose: Schedule website leads effectively while maintaining class structure and automation.

 

🧭 Overview

If you're using the Dual Acquisition System, you're running both:

  • Transformation Challenge → Consult → Day-of-Sale, and

  • Free Class from Website → Class Experience → New Sales Process

This doc walks you through how to set up your calendar inside HighLevel so that website leads can book free classes based on your actual class schedule, and still trigger your HighLevel automations and pipeline tracking.

✅ Why This Matters

Website leads need to be:

  1. Scheduled properly into a real class (for your coaches and class limits),

  2. Tracked through HighLevel (to use automations and view performance metrics)

To make this happen:

  • You'll book the lead into your gym CRM (e.g., Mindbody, PushPress, Zen Planner)
    AND

  • You'll also book the lead into HighLevel using the Free Class Calendar

🔧 Step-by-Step: Set Up the Free Class Calendar

1. Log into Your HighLevel Account

2. Navigate to the Calendar Settings

  • Click ⚙️ Settings from the left-hand menu

  • Then select Calendars

3. Find the Free Class Calendar

  • Use the search bar and type: Free Class Calendar

  • Look for the one connected to your website, pipeline, and automation

  • Click the ⋮ (three dots) beside it and choose Edit

4. Update Availability to Match Your Real Class Schedule

  • Inside the calendar editor, go to the Availability section

  • Update each day to match your actual gym class times

Example Schedule:

  • Monday/Wednesday/Friday: 5am–6am, 7am–8am, 9am–10am

  • Saturday: 9am–10am

  • No Classes: Tuesday, Thursday, Sunday

Use the ➕ icon to add more time slots or the copy tool to duplicate days.

This ensures website leads can only book during real class windows.

5. Keep Your Gym CRM Schedule in Sync

Even though you’re booking in HighLevel:

  • Also register the lead in your gym CRM

  • This ensures:

    • Coaches see who’s attending

    • Class caps are respected

    • The member appears in your CRM’s daily schedule or app

✅ Best of Both Worlds:

  1. HighLevel for automations and tracking

  2. Gym CRM for internal ops and attendance

6. Adjust Other Calendar Settings

Match these settings to your real class booking rules:

Setting What to Match
Meeting Interval How often classes can be booked (e.g., every hour)
Duration Length of each class (e.g., 60 min)
Minimum Scheduling Notice How far in advance someone must book
Date Range How far into the future bookings are allowed
Max Bookings Per Slot Cap per class (to match real limits)
 

7. Save Your Calendar

Once availability and settings are correct:

  • Click Save (top right)

This calendar will now be used for all free class leads from your website.

🔁 Summary Workflow

Task Tool
Schedule the Lead ✅ In HighLevel (triggers automation)
Also Schedule in CRM ✅ In Mindbody, PushPress, etc. (coaches/class management)
 

🧠 Reminder: Why We Do This

Without this dual-calendar process:

  • Leads won't enter your HighLevel workflows

  • You'll miss out on automated reminders, follow-ups, and reporting

  • You won’t be able to track schedule rates, show rates, or close rates from the website

🆘 Need Help?

If you're unsure of your class schedule:

  • Check your gym CRM

  • Or ask your head coach or admin

Still stuck?

✅ TL;DR:
Match your HighLevel Free Class Calendar to your real class times, then double book leads in your gym CRM so both systems stay in sync and you get full tracking and automation benefits.