Part of our guide: How to automate appointment booking.
Written by Dan Sagar, FoundationsAI. Updated October 2026.
Give each person their own login and connect their Google or Outlook calendar, then set their working hours. Next, create a calendar for each type of appointment and choose who can take it. GoHighLevel can share bookings out between your team automatically (called round robin), and you can see everyone's diary in one place.
Which type of calendar to use
| Calendar type | What it does | Good for |
|---|---|---|
| Personal | Books one person | An owner or one specialist |
| Round robin | Shares bookings between a team | Quote visits, surveys, call-backs |
| Collective | Only offers times when everyone chosen is free | Visits that need two people |
| Class | Lets several people book the same slot | Workshops, group sessions |
How to set it up
- Add each person as a user with their own login.
- Connect each person's Google or Outlook calendar, so holidays and personal appointments block out time.
- Set each person's working hours.
- Create a calendar for each type of appointment and choose who can take it.
- Choose how round robin shares bookings: to whoever is free soonest, or as evenly as possible.
- Add buffer time between appointments, a minimum notice period and a daily limit per person.
- Turn on notifications, so the person booked hears about it straight away by email or in the mobile app.
Keeping control
- Use the calendar view to see everyone's appointments, and filter by person.
- Limit what each person can see, so engineers see their own jobs and you see everything.
- Ask your team to put holidays in their own calendar, so nobody gets booked while they're away.
Common questions
Can each team member only see their own appointments?
Yes. You can set each person's permissions so they only see their own appointments and customers.
Can customers choose who they book with?
Yes. You can let customers pick a team member, or leave it to the system to choose whoever is free.
What happens if someone's off sick?
Block the time in their calendar and new bookings go to someone else. Appointments already booked need moving by hand.
Does it allow for travel time between jobs?
Not automatically between addresses. Add buffer time after each appointment and limit how many jobs each person can take in a day.
Which FoundationsAI plan includes team calendars?
Online booking is included on Pro and Managed. Starter doesn't include it.
Want it set up for you?
Book a 45-minute demo. On Managed, we set up your team's calendars for you.