GHL Implementation Guide

Create (or update) the Discovery Call pipeline with these approved stages. Move opportunities based on real appointment and sales status — never mark an opportunity as Won merely because a meeting was booked.

1. 1New Inquiry — A new prospect has submitted an inquiry.
2. 2Appointment Booked — A discovery call has been scheduled.
3. 3Call Completed — The appointment has taken place.
4. 4Follow-Up — A follow-up conversation or next step is needed.
5. 5Won / Lost — The opportunity becomes a client or is closed.

Apply no more than these two tags when an appointment is successfully booked. Use ghl-service-interest consistently; do not create service-specific duplicates unless your account requires segmentation.

Configure the workflow to trigger when an appointment is successfully booked on the connected calendar.

Trigger: Appointment Booked (Calendar Event: "Discovery Call")
  ├─ Apply tag: discovery-call-booked
  ├─ Apply tag: ghl-service-interest
  ├─ Create / Update opportunity → stage: "Appointment Booked"
  ├─ Send internal notification email (see Internal Email)
  ├─ Send client confirmation email (immediately)
  ├─ Wait +1 day → if appointment still upcoming, send helpful prep email
  ├─ Wait until 24h before → send 24-hour reminder (skip if cancelled/rescheduled)
  └─ Wait until 1h before → send 1-hour reminder (skip if cancelled/rescheduled)

Condition reminders on the live calendar event status so reminders never fire for cancelled or rescheduled slots using outdated information.

Internal notification email

Sent immediately on booking.

Subject: New Discovery Call Booked — {{contact.name}}

Name: {{contact.name}}
Email: {{contact.email}}
Phone: {{contact.phone}}
Funnel: Aira Discovery Call Booking Funnel
Offer: Complete GoHighLevel Solutions
Selected service: {{contact.preferred_service}}
Main challenge: {{contact.main_challenge}}
Appointment: [Actual Appointment Date] at [Actual Appointment Time and Time Zone]

Recommended next action: review the booking and prepare for the discovery call.

Client confirmation email

Sent immediately after successful booking.

Subject: Your Discovery Call Is Confirmed!
Preview: Your appointment details and what to prepare.

Hi {{contact.first_name}},

Thank you for booking a free discovery call with me!

Your appointment is scheduled for [Actual Appointment Date] at [Actual Appointment Time and Time Zone].

Please check your booking confirmation for the meeting link. Before we meet, think about your current business processes and any challenges with funnels, CRM organization, or workflow automation.

I look forward to speaking with you!

Best,
Aira
GHL Automation Specialist

Helpful follow-up email (one day after booking)

Only while the appointment is still upcoming.

Subject: Let's Prepare for Your Discovery Call
Preview: A little preparation can help us make the most of our conversation.

Hi {{contact.first_name}},

I'm looking forward to our discovery call!

If you have a moment, consider which tasks take up too much of your time, where leads or customer details are managed, and what you'd most like to simplify.

No special preparation is required. These details will simply help me understand your needs and explore possible solutions with you.

Best,
Aira

Appointment reminder emails (24h & 1h before)

Subject: A Quick Reminder About Our Discovery Call
Preview: Keep your upcoming appointment details handy.

Hi {{contact.first_name}},

Just a quick reminder about your upcoming discovery call with me.

Date: [Actual Appointment Date]
Time: [Actual Appointment Time and Time Zone]
Meeting link: [Actual Meeting Link]

If your plans have changed, please use the rescheduling or cancellation option in your booking email.

I look forward to learning more about your business!

Best,
Aira

• ✓Successful booking creates the calendar event and opens the same-page confirmation pop-up.
• ✓Failed submission shows an inline error and keeps the form populated (no silent reset).
• ✓Confirmation modal shows the actual selected date, time, and time zone — not a fixed example.
• ✓Time zone in the modal matches the visitor's browser time zone.
• ✓Internal email is sent on booking with name, email, phone, selected service, and actual appointment date/time.
• ✓Client confirmation email sends immediately after a successful booking.
• ✓One-day helpful email sends only while the appointment is still upcoming; skipped otherwise.
• ✓24-hour reminder sends using the actual scheduled appointment date/time/time zone and meeting link.
• ✓1-hour reminder sends when timing allows.
• ✓Cancelling or rescheduling updates reminders; no outdated reminder emails fire for cancelled slots.
• ✓Tags (discovery-call-booked, ghl-service-interest) apply on a successful booking only.
• ✓Opportunity moves to Appointment Booked after scheduling — never to Won on booking alone.
• ✓Form is fully usable on mobile: stacked columns, tap-friendly buttons, legible modal details.
• ✓Confirmation modal closes with Done or X and returns to the landing page (no redirect).

• • Desktop: balanced two-column hero and booking section; CTA visible near the top and repeated at conversion points.
• • Mobile: single-column stack, tap-friendly buttons, short form, modal fits small screens with legible appointment details.
• • Calendar fetches real availability (next ~14 days) clamped to today-or-later within the 31-day max.
• • Booking submits through the connected calendar; tracking fires fire-and-forget on success only.