Artificial turf installers
A turf inquiry form that ends in a booked estimate
A homeowner fills in your form, and GoHighLevel (GHL) shows the estimate calendar right after it. If they close the page without picking a time, a text and an email reach them 15 minutes later, and the same follow-up returns once a week until a slot is booked.
The job
Why the form comes before the calendar
Take the person's details first, so nobody who stops halfway is lost.
Someone pricing turf for a backyard may not be ready to choose a time on their first visit to your site. If the page opens with a bare calendar, a person who isn't ready simply leaves, and you never learn who they were or what they wanted.
So on the turf build we did, the form sits in front of the calendar. Contact details and the property address go in first, and only then does the booking calendar appear. Anyone who stops at that point is already a contact in HighLevel, and the follow-up knows exactly who to reach.
The calendar was restyled to match the installer's website, so it reads as part of the site and not as a widget dropped onto the page. Before a time can be booked, the lead chooses the meeting location from the options the installer offers.
The follow-up is for the people who filled in the form and didn't book. HighLevel waits 15 minutes, which gives a person who is still deciding the chance to finish on their own. Then a text and an email go out together, carrying the link back to the calendar.
If that doesn't produce a booking, the same follow-up comes back every week. There is no end date to forget about: it keeps going until a time is booked, and the moment one is, the follow-up stops and the booked track takes over.
A booking starts that second track. The lead gets a confirmation by text and email, then reminders 24 hours, 4 hours, 1 hour and 5 minutes before the estimate. Fifteen minutes after the slot, your team receives an internal alert to mark whether the person showed up, so a missed estimate gets noticed while it is still fresh.
Here is where this job ends. It chases people who haven't booked yet, not people who have already had an estimate. Following up on an estimate you've given was not part of the build we did, so a quote sitting unanswered gets no automatic message from this workflow.
What we set up
The parts of the booking build
Put together inside your HighLevel account, from the plan you signed off.
- A residential inquiry form that asks for contact details and the property address
- The estimate calendar placed after the form, never in front of it
- Calendar styling matched to your website
- A meeting-location choice the lead makes before booking
- A 15-minute wait, then one text and one email to anyone who didn't book
- The same follow-up repeated weekly, ending the moment a time is booked
- A booking confirmation by text and email
- Reminders at 24 hours, 4 hours, 1 hour and 5 minutes
- A show or no-show alert to your team 15 minutes after the slot
How a setup runs
Building it, step by step
A 1:1 with Rob
We open your current form and calendar together. You tell Rob what you need to know before an estimate and what you do today when someone goes quiet.
The wording, approved first
The plan document holds the form questions, the calendar text, every follow-up text and email, and each reminder. You read all of it and approve it before we build.
Build, then two test runs
We build the form, calendar and workflows in your account, then fill in the form as a lead would twice: once booking a time and once walking away, so both tracks are seen running.
A QA report at handover
Evidence for each part, screenshots included: the form, the calendar, the follow-up firing after the wait, and the reminders lined up behind a test booking.
Changes later
Want a longer wait or another reminder? First you hear whether that sits inside the approved scope or counts as new scope, and then the work starts.
What you bring
Your part of the build
Your current form
The questions you ask now, and any you'd add or drop. Tell us what has to be answered before you would send someone out to a property.
Your estimate hours
The days and times you give estimates, how long each one runs, and the meeting locations a lead may pick from.
Your follow-up words
How the text and the email should read. They go into the plan document as you wrote them, for you to approve.
Someone for the alerts
Who receives the show or no-show alert after each estimate slot, and who calls a lead who keeps receiving the weekly follow-up.
Where it stops
The follow-up ends when a time is booked, and nothing in this job follows up on an estimate you have already given. It reaches people who filled in the form; a visitor who leaves before the form gets nothing.
Services used
Setups this job depends on
The follow-up texts need registration before they can send.
HighLevel workflow automation
Nurtures, reminders, no-show recovery and reactivation, written out word for word and walked through by a test contact before launch.
See Workflow automationA2P 10DLC registration
Brand and campaign registration filed from your IRS EIN letter, and rejected campaigns fixed at the field the rejection code names.
See A2P 10DLC registrationQuestions
Before you put a form in front of your calendar
Won't a form before the calendar put people off?
How often does the follow-up go out?
What reminders does a booked lead get?
Does it follow up after we give the estimate?
Can the texts go out from day one?
Who you talk to
Rob Eason
Rob runs HLAI Experts and takes the 1:1 calls himself.
He is a HighLevel Certified Admin with the second-most reviews in HighLevel's Certified Admin Directory worldwide, all of them 5 out of 5.
He won HighLevel's Top New Subaccounts via AI Employee award in its 2025 Summer of AI Awards and taught HighLevel's official masterclass on its AI Employee.
Before HighLevel, he co-owned a 60-employee financial services firm and sold his share.
On the call he looks at your account, not a script.
5/5 across 83 reviews in HighLevel's Certified Admin DirectoryShow Rob your form and calendar
On a 30-minute call Rob opens your booking page with you and walks through what a lead would see, what the follow-up would send, and where your team takes over.