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.
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. 🎉
You will build:
• 3 Zaps in Zapier • 3 Workflows in GHL
These handle:
✅ Booking Created ❌ Booking Cancelled 🔄 Booking Rescheduled
Now go to Cal.com:
Open your Event Type settings
Add a Webhook
Paste the Zapier URL
Turn on these triggers:
Save your changes.
Now test by booking an appointment using Kayse AI.
Zapier should receive the booking data. 🎉
You will create three separate Zaps.
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.
Trigger: Catch Hook
Filter: Event = Booking Cancelled
Action: Add Lead to Workflow
Choose Workflow: Cal.com – Booking Cancelled
Turn Zap ON.
Trigger: Catch Hook
Filter: Event = Booking Rescheduled
Action: Add Lead to Workflow
Choose Workflow: Cal.com – Booking Rescheduled
Turn Zap ON.
Go to:
Automation → Workflows
Create the three workflows below.
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.
Trigger: Workflow Enrollment
Actions:
1️⃣ Update Appointment Set status to: Cancelled
2️⃣ (Optional) Add Tag AI-Cancelled-Cal
Turn Workflow ON.
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.
For more details on the Book Appointment action, see:
✅ 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.
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.
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. 🚀