📅 Core Features6.1GHL

Calendar Reminders

Confirms a booked discovery appointment, tracks it as an opportunity, alerts the team, and sends timed email/SMS reminders.

1 trigger 12 steps Intermediate

Overall purpose

This workflow manages appointment confirmations, reminders, and internal notifications for a specific calendar. When a discovery appointment is booked, it tags the contact, creates or updates an opportunity, notifies the assigned team member, and automatically sends reminder emails and SMS messages leading up to the appointment.

The build — trigger → steps

Triggerentry point

Appointment Status

Appointment Event

Event Type = Normal AppointmentCalendar = Specific Discovery Calendar

Start the workflow whenever a standard appointment is booked on the selected calendar.

Tag Contact
Action
Add Tag · discoveryscheduled
Identify contacts who have booked a discovery appointment for segmentation, reporting, and future automations.
Create or Update Opportunity
Action
Create / Update Opportunity · Discovery Pipeline / Discovery Scheduled · Open
Ensure every booked appointment is tracked as an active opportunity within the sales pipeline (name {{contact.name}}).
Internal Team Notification
Notify
Internal SMS Notification · Assigned User
Immediately notify the assigned team member that a new discovery appointment has been booked.
Confirmation Email
Email
Subject: Call Booked!
Confirm the appointment with the contact and provide booking information.
Confirmation SMS
SMS
Send SMS
Send an appointment confirmation via SMS, typically including the appointment date, time, and confirmation details.
Wait — 1 Day Before Appointment
Wait
Appointment-Based Wait · 1 Day Before Appointment
Pause the workflow until exactly one day before the scheduled appointment.
1 Day Reminder Email
Email
Subject: Don't Forget
Remind the contact about their upcoming appointment one day in advance.
Wait — 1 Hour Before Appointment
Wait
Appointment-Based Wait · 1 Hour Before Appointment
Pause until one hour before the appointment.
1 Hour Reminder SMS
SMS
Send SMS
Notify the contact that their appointment begins in one hour.
Wait — 10 Minutes Before Appointment
Wait
Appointment-Based Wait · 10 Minutes Before Appointment
Pause until ten minutes before the appointment begins.
Final Reminder SMS
SMS
Send SMS
Remind the contact that the appointment will begin in approximately ten minutes.
Final Internal Reminder
Notify
Internal SMS Notification · Assigned User
Notify the assigned team member that the appointment is about to begin so they are prepared.

Timeline

1Immediately after booking: tag discoveryscheduled, create/update opportunity, notify team via SMS, send confirmation email + SMS
21 day before appointment: reminder email
31 hour before appointment: SMS reminder
410 minutes before appointment: final SMS to contact + internal SMS to team

calendarappointmentsremindersemailsms