This is a comprehensive guide for migrating scheduling and appointment components from Calendly to HighLevel. The goal is to ensure a smooth transition, maintaining scheduling functionality and automation while taking advantage of HighLevel’s expanded features.


IMPORTANT: Make sure you migrate all of the following components when migrating from Calendly to HighLevel.

1. Users
2. Calendar Configuration
3. Availability Settings
4. Video Conferencing
5. Payment Collection
6. Calendars (Event Types)
7. Workflows (Automations)



TABLE OF CONTENTS


Migrate Users

Calendly Supports multiple users in a Calendly Organization(think of this as an Agency level.) Each user gets their own Calendly account and individual Calendly page, along with event types you assign to their account.


Admins and Owners of Calendly organizations can download a list of organization members in their Calendly organization which shows the following for every member. This list will help us ensure the users are added to the HighLevel subaccount. 


Step 1: Export a list of Calendly Users

  • Log in to Calendly: At the top right corner of any Calendly page, select Account > Users. Select Export. A CSV file will be downloaded.


Step 2: Add and Assign Users to the HighLevel Subaccount

  • Log in to HighLevel: Go Agency Settings > Team. Verify users in Calendly are added and assigned to the HighLevel Subaccount.

  • Use the + Add Employee to add missing users. Use the calendly export to determine the user's role.




Migrate Calendar Configurations

Calendly syncs availability Google Calendar, Outlook, and iCloud calendars to ensure that events are scheduled based on user availability. HighLevel offers a similar feature to prevent double bookings.


IMPORTANT: Perform the following steps for each user you're migrating.


Step 1: Disconnect Google Calendar from Calendly

  • Access Calendar Sync Settings: In Calendly, navigate to Account > Calendar Sync.

  • Disconnect Calendar: Disconnect your Google Calendar/Outlook Calendar from Calendly.

 

Step 2: Connect Google Calendar to HighLevel

  • Navigate to Integrations: In HighLevel, go to Settings > Integrations.

  • Connect Google Calendar and Outlook: Select Google and follow the prompts to sign in and connect your calendar. HighLevel will check for conflicts based on your availability in Google Calendar.

  • Set Sync Preferences: Go to Calendars > Calendar Settings > Connections. Configure whether you want HighLevel to sync cancellations and other preferences similar to what was set in Calendly.


Step 3: Post-Migration Check

  • Test Calendar Sync: Schedule a test event in Google and verify that it appears as blocked in Highlevel Calendars and that any other existing busy events in Google Calendar are respected in HighLevel Calendars.




Migrate Availability Settings

Calendly offers several scheduling settings, including time increments, availability, and timezone management. These settings need to be replicated in HighLevel to maintain consistency in scheduling.


Step 1: Document Scheduling Settings

  • Review Existing Settings: In Calendly, document your current scheduling settings, including available hours, buffer times, minimum notice, daily limits, and time zone display settings.


Step 2: Set Up Scheduling in HighLevel

  • Availability Settings: In HighLevel, navigate to the Availability settings under the specific calendar you’ve created. Set your available hours, buffer times, and daily limits according to the documented settings from Calendly.

  • Time Zone Settings: Ensure that the time zone is correctly configured in HighLevel location, and user profiles matching the display settings used in Calendly.


Step 3: Post-Migration Check

  • Verify Availability: Check the calendar in HighLevel to confirm that available times match what was set in Calendly and that buffer times and other restrictions are correctly applied.



Configure Video Conferencing

Calendly integrates with Zoom to automatically generate meeting links for scheduled events. This functionality can be replicated in HighLevel.


Step 1: Disconnect Zoom from Calendly

  • Access Integrations: In Calendly, go to Integrations > Zoom.

  • Disconnect Zoom: Follow the steps to disconnect your Zoom account from Calendly.


Step 2: Connect Zoom to HighLevel

  • Navigate to Integrations: In HighLevel, go to Settings > Calendar > Connections.

  • Connect Zoom: Select Zoom and sign in to your account. Authorize HighLevel to access your Zoom account.

  • Set Zoom as Default Location: In your calendar settings in HighLevel, set Zoom as the default location for your appointments if applicable.




Configure Payment Collection

All event types in Calendly support payments. Personal event types (one-on-one and group) will be connected to your Stripe account and team event types (round robin and collective) will be connected to the Calendly owner’s Stripe account. Guide the customer on creating additional locations to support connecting multiple Stripe accounts.


Step 1: Disconnect Stripe from Calendly

  • Log into Calendly: To disconnect Stripe from your Calendly account completely, visit the Integrations page, select the option for Stripe and click Disconnect.


IMPORTANT: Any event types accepting payments in your Calendly account will become FREE once Stripe is disconnected.


Step 2: Connect Stripe in HighLevel

  • Log into HighLevel Subaccount: Add the payment gateways first from your sub-account by going to the Payments Tab > Integration.


Step 3: Enable Payment Collection in Calendars

 


Migrate Calendars (Event Types)

In Calendly, calendars are referred to as Event Types. These are used to schedule meetings, collect payments, and gather additional information from contacts. In HighLevel, similar functionality is achieved through its appointment scheduling system.


Step 1: Document Event Types

  • List Event Types: In Calendly, identify and document each event type you’ve created, including its name, duration, location, and associated settings.

  • Note Specifics: Include details like buffer times, minimum notice, daily limits, and any custom fields used for gathering additional information from invitees.


Step 2: Recreate Event Types in HighLevel

  • Access Calendars in HighLevel: Navigate to Calendars > Calendar Settings in HighLevel.

  • Create New Appointment Type: Select Create New Calendar to start setting up a new appointment type.

  • Configure Appointment Details: Set the name, duration, location (Date-Specific Hours), and other settings such as buffer times, minimum notice, and daily limits. Add Team members to Calendars. This corresponds to the Event Type settings in Calendly.

  • Custom Fields: If your Calendly event types collected additional information (e.g., questions or forms), click here to learn how to recreate these as custom fields in HighLevel Forms.


  • Generate and Share Link: After setting up each appointment type, generate the corresponding scheduling link in HighLevel. Share these links with your team or embed them in your website and emails, replacing the old Calendly links.


Step 4: Post-Migration Check

  • Test Booking Process: Ensure that the booking process works as expected by performing a test booking through the new HighLevel appointment link. Verify that all settings (e.g., buffer times, form questions, notifications, Zoom link) function correctly.




Migrate Workflows (Automations)

Calendly workflows automate tasks such as sending reminder emails or follow-up messages. HighLevel offers similar automation capabilities through its Workflows feature.


Step 1: Document Existing Workflows

  • Review Workflows in Calendly: From your Calendly home page, select Workflows from the navigation panel on the left-hand side. Document the workflows you have set up in Calendly, including triggers (e.g., event creation, event cancellation) and actions (e.g., send email, send SMS).


Step 2: Recreate Workflows in HighLevel

  • Access Workflows: In HighLevel, navigate to Automation > Workflows.

  • Create New Workflow: Select Create New Workflow and set up the conditions and actions that match those documented from Calendly. Use HighLevel’s trigger options to start the workflow based on similar events (e.g., appointment booked, appointment canceled, appointment no show).

  • Customize Messages: Customize any email or SMS messages that are part of the workflow, using HighLevel’s variables for personalization.


Step 3: Post-Migration Check

  • Test Workflow Execution: Create a test appointment and observe whether the workflows trigger as expected. Ensure that messages are sent at the correct times and with the correct content.




Migrate Contacts

Before fully transitioning, it’s essential to export appointment data from Calendly, which hold contact information, to ensure nothing is lost during migration.


Step 1: Export Event Details

  • Filter Events in Calendly: In Calendly, filter events to show the ones you need to export (e.g., past 30 days, specific event types). On your Home page, select Meetings.

  • Export to CSV: At the top right of the Scheduled Events page, select Export to download event details in a CSV format. This file will include invitee contact information, event types, dates, locations, and more.


Step 2: Prep CSV Data and Import Contacts to HighLevel

  • Troubleshooting Bulk Imports Via CSV




Additional Migration Considerations


Training and Support

  • Internal Training: Provide training sessions for team members on how to use HighLevel, focusing on features that differ from Calendly.

  • Access Support: Ensure that the client's team knows how to access HighLevel’s support resources for any scheduling-related questions. 


Migrate Other Apps

  • Calendly is a single feature: Are there more tools in the client tech stack? Use our software guides to help the client migrate other software.