How Kayse AI Books Appointments and Sends Them to Your GHL CRM (GoHighLevel / LeadConnector)

This guide explains how Kayse AI can contact your leads or clients, book appointments for them, and automatically create, cancel, or reschedule those appointments inside your GoHighLevel (GHL / LeadConnector) CRM.

Kayse AI handles the outreach and booking through Cal.com. Zapier then sends the booking information into GHL, where a workflow creates or updates the appointment.

This guide shows you how to set that up.

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🧭 What Is Happening Behind the Scenes?

1️⃣ Kayse AI calls or messages your lead 2️⃣ The lead books a time 3️⃣ The appointment is created in Cal.com 4️⃣ Zapier catches the booking event 5️⃣ GHL workflow creates the appointment in your CRM

Your calendar in GHL stays updated automatically. 🎉

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What You Will Create

You will build:

• 3 Zaps in Zapier • 3 Workflows in GHL

These handle:

✅ Booking Created ❌ Booking Cancelled 🔄 Booking Rescheduled

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STEP 1: Connect Cal.com to Zapier 🔌

1. Go to Zapier
2. Click Create Zap
3. Choose Trigger: Webhooks by Zapier
4. Select: Catch Hook
5. Copy the webhook URL

Now go to Cal.com:

6. Open your Event Type settings

7. Add a Webhook

8. Paste the Zapier URL

9. Turn on these triggers:

   • Booking Created
   • Booking Cancelled
   • Booking Rescheduled

Save your changes.

Now test by booking an appointment using Kayse AI.

Zapier should receive the booking data. 🎉

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STEP 2: Create Three Zaps in Zapier ⚡

You will create three separate Zaps.

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🟢 Zap 1: Booking Created

Trigger: Webhooks by Zapier → Catch Hook

Add Filter: Event = Booking Created

Action: LeadConnector → Add Lead to Workflow

Choose Workflow: Cal.com – Booking Created

Map: • Email • Phone • First Name • Last Name

Turn Zap ON.

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🔴 Zap 2: Booking Cancelled

Trigger: Catch Hook

Filter: Event = Booking Cancelled

Action: Add Lead to Workflow

Choose Workflow: Cal.com – Booking Cancelled

Turn Zap ON.

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🔵 Zap 3: Booking Rescheduled

Trigger: Catch Hook

Filter: Event = Booking Rescheduled

Action: Add Lead to Workflow

Choose Workflow: Cal.com – Booking Rescheduled

Turn Zap ON.

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STEP 3: Create the GHL Workflows ⚙️

Go to:

Automation → Workflows

Create the three workflows below.

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Workflow 1: Cal.com – Booking Created

Trigger: Workflow Enrollment

Actions:

1️⃣ Book Appointment

Settings: • Calendar: Select your GHL calendar • Appointment Title: AI Booked Call – {{contact.first_name}} • Start Time: Map from Zapier • End Time: Map from Zapier • Appointment Status: Confirmed • Assigned User: Optional

2️⃣ (Optional) Add Tag AI-Booked-Cal

3️⃣ (Optional) Internal Notification "New appointment booked by Kayse AI."

Turn Workflow ON.

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❌ Workflow 2: Cal.com – Booking Cancelled

Trigger: Workflow Enrollment

Actions:

1️⃣ Update Appointment Set status to: Cancelled

2️⃣ (Optional) Add Tag AI-Cancelled-Cal

Turn Workflow ON.

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🔄 Workflow 3: Cal.com – Booking Rescheduled

Trigger: Workflow Enrollment

Actions:

1️⃣ (Optional) Remove Existing Appointment

2️⃣ Book Appointment • Calendar: Same calendar • Start Time: New time from Zapier • End Time: New time from Zapier • Status: Confirmed

3️⃣ Add Tag AI-Rescheduled-Cal

Turn Workflow ON.

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Official GHL Help Article

For more details on the Book Appointment action, see:

https://help.gohighlevel.com/support/solutions/articles/155000004209-workflow-action-book-appointment

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👍 Why This Setup Works

✅ Kayse AI handles outreach and booking ✅ Cal.com manages scheduling ✅ Zapier passes the booking data ✅ GHL creates and manages the appointment ✅ No custom coding required

This allows your AI workflows to automatically create appointments inside your CRM.

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⚠️ Important Disclaimer

GoHighLevel (LeadConnector), Zapier, and Cal.com are third-party applications.

Kayse provides this guide as a helpful suggestion and quick start reference only.

Each company’s CRM setup may be different. Results may vary based on:

• Calendar setup • Workflow configuration • User permissions • CRM customizations • Zapier plan limits

For detailed setup questions or troubleshooting, please contact:

• GoHighLevel Support • Zapier Support • Cal.com Support

Kayse support is limited to the Kayse platform and AI agent workflows only.

This integration is outside of Kayse’s direct support scope.

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🎉 Final Result

When Kayse AI:

Books a call → Appointment appears in GHL Cancels a call → Appointment is cancelled in GHL Reschedules → Appointment updates in GHL

Your CRM stays up to date automatically.

Simple. Automated. Scalable. 🚀