Ten Minute Agents

How to automate booking requests in GoHighLevel

By The Ten Minute Agents Team · 18 October 2026

Short answer: Conversation AI can reply when someone asks to book, offer free times from your calendar, and book the one they choose. Confirmations and reminders can come from the calendar's own notifications, or from a workflow if you also want a fallback link and a separate no-show text.

Why the slow reply loses the job

Someone asks "can I come in Thursday?" while you are on a job. If the answer waits until evening, they have often booked elsewhere. A bot that can see your free slots answers with times. You still set the hours, the services and the prices.

Before you start

  1. A GoHighLevel account. Try GoHighLevel (affiliate link)
  2. Your services, how long each one takes, and your prices, in plain sentences.
  3. A phone number on the account if you want texts. UK numbers may need a registration step before texts go out. Follow the prompts in your phone settings.
  4. A custom value for the booking link. Go to Settings → Custom Values, add one, and paste the calendar link as the value.

Step 1: the calendar

  1. Go to Calendar → Calendar Settings and click + New Calendar.
  2. For a one-to-one diary, choose Personal Booking. Name it, set the appointment length, and set your hours.
  3. If you sell set services, a service calendar lets you set weekly hours, the service duration and a buffer after each appointment.
  4. Save, and paste the booking link into the custom value. The bot can only offer times this calendar says are free.

Step 2: a booking bot

  1. Go to AI Agents → Conversation AI → + Create Bot. Choose Guided Form Setup, then Appointment Booking.
  2. Open Bot Goals, turn on Appointment Booking, and select this calendar. One calendar is the simple path.
  3. Add services and prices under AI Agents → Knowledge Base, then select that knowledge base on Bot Training. Put customer-facing details there, not only in the calendar description.
  4. In the instructions, limit it to two questions: which service, and which day or time of day suits. Then it should offer up to three free slots and book the one they choose. Ask it to confirm in a UK style, such as Tuesday 20 October, 2:30pm, and to keep messages short. If a price is not in the knowledge base, it should say the team will confirm.
  5. Set the bot to Auto-Pilot and switch on the channels you use, such as SMS, Facebook Messenger, Instagram or WhatsApp. If you see Wait Time Before Responding, keep it short. You can also allow cancel and reschedule, or pause the bot once the appointment is booked. Save, and try a sample chat.

Auto-Pilot keeps replying after you message someone yourself, unless you pause it. Set that contact's Conversation AI status to Inactive, or switch on the manual-message sleep control if the bot settings show it.

Option A: calendar notifications

Use this when a confirmation, a reminder and a cancellation note are enough.

  1. Go to Calendar → Calendar Settings, open the calendar, and click Notifications.
  2. Turn on email, SMS, or both, for appointment booked and for cancellation.
  3. Open reminders and add two timings: 24 hours before, and 2 hours before. SMS and email are separate tabs.
  4. Save, and send the test from that screen.

Use Option B if you want a different message for no-shows.

Option B: workflows

Use this for a booking link when they never finish, a tag you can see later, or a separate no-show note.

If they ask, and do not book

  1. Automation → Workflows → Create Workflow → Start from Scratch. Name it Booking Enquiry.
  2. Add New Trigger → Contact Tag, set to Added, tag triage:booking. You can add Form Submitted (Form Is your book-now form) or Customer Replied as extra triggers.
  3. Add Update Conversation AI Bot and Status. Choose the booking bot and set it to Active.
  4. Wait 2 hours, then Send SMS with the booking-link custom value.
  5. Wait 24 hours, then Send Internal Notification to yourself and Add Contact Tag booking:stalled.
  6. In Settings, switch on Allow Re-entry so a later request can run again.

When they do book, stop that chase

  1. New workflow. Trigger Appointment Status, status New.
  2. Remove from Workflow, and choose Booking Enquiry, so booked people do not get the "still not booked" text.
  3. Send Email and Send SMS to confirm. The editor can insert the appointment time. Help shows {{appointment.start_time}} and {{appointment.only_start_date}}.
  4. Wait until 24 hours before the appointment, then Send SMS. Wait until 2 hours before, then Send SMS. A line such as "Reply if you need to move this" is enough.
  5. Publish both. Appointment workflows allow another run for each new appointment.

Cancelled and no-show

  • Appointment Status = Cancelled: Send SMS with the booking link.
  • Appointment Status = No-show: a short "sorry we missed you" text with the same link, and Add Contact Tag no_show.

Use one reminder method, not both, or people get two texts.

Test it

From your mobile, ask to book, pick a slot, and check the calendar. Cancel that test and check the rebooking text, then delete the appointment so it does not block a real customer.

If it fails, check the bot is Auto-Pilot and the workflows are published. Execution Logs show whether the tag, form or reply matched. If booked people still get the fallback text, check Remove from Workflow.

Want it ready-made?

The AI Booking Requests agent from Ten Minute Agents sets this up for you:

  • the booking assistant asks which service and when suits
  • it offers three free slots and books the chosen one
  • enquiries that are not booked get your booking link after two hours
  • confirmations and reminders go out 24 hours and 2 hours before
  • cancellations and no-shows get a friendly rebooking link

It comes with a plain-English guide designed to take about ten minutes. You can buy it on its own for £29, or get it with all five agents in the Small Business Agent Pack.

Not sure it's the right one to start with? Take the 2-minute quiz.

FAQ

Does the bot invent times? No. It offers slots from the calendar you connected.

Will reminders go out twice? Yes, if calendar reminders and a reminder workflow are both on. Pick one.

What if I want to answer this one myself? Set Conversation AI to Inactive on that contact. Otherwise Auto-Pilot can keep replying next to you.

Sources

Links marked (affiliate link) may earn Click Flow Grow a commission at no extra cost to you. Ten Minute Agents isn't affiliated with or endorsed by HighLevel.

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