Workshop and consultation booking
Workshop registrations and strategy-call booking in GoHighLevel
We built this for a retirement-planning practice that runs estate workshops and Roth conversion consults, and for advisor ad funnels on Meta. In GoHighLevel (GHL), each registration and each lead lands in the pipeline for its service, the first message depends on what the person asked for, and every booked call gets a confirmation and a reminder about a day ahead.
The job
From a workshop seat or an ad lead to a booked call
Leads reach an advisory practice through several doors: a workshop registration, a lead form on an ad, a request for an appointment. Each one needs a different opening message, and all of them should end on a calendar. HighLevel handles that well once the pipelines, tags and calendars match the way the practice actually sells.
For the retirement-planning practice, the pipelines are named by service: Roth conversions, estate planning and annuities. Each one runs New Lead, Discovery Call, First Meeting, Solutions, Application and Implementation. The estate pipeline puts two stages in front, Registered and Attended Event, so a workshop seat is tracked well before anyone books a meeting.
The leads arrive through Zapier. Roth leads are read out of the lead-notification email, and that booking stays on the outside scheduler the practice already had. Estate workshop registrations come in from the workshop platform's own Zapier app. Plus signs in some contact email addresses broke the import Zap at first; we fixed the Zap so those contacts come through.
A fourth Zap, for attendance, was never possible: the workshop platform exposes no attendance field to read. So we designed around it. Attendance is entered once, in one place, and the CRM stage follows it, instead of a sync that could not work or the same names typed into two systems.
For the ad funnels, two Meta lead forms asked different qualifying questions, one for estate leads and one for annuity leads. Outbound went by iMessage and SMS, annuity leads were shared round-robin with a second rep, and a booking AI answered new leads with the calendar link so they could book the call themselves.
What we set up
From registration to reminder
- Pipelines by service, with Registered and Attended Event at the front of the estate pipeline
- Zapier capture for workshop registrations and for leads parsed from the lead-notification email
- Two 60-minute calendars, each with its own reminder workflow
- A first touch that branches on a tag, appointment requested or event registration, into one shared text and email sequence
- A no-show and waitlist branch on that shared sequence
- Four nurture workflows: first touch, estate routing, no-show or cancel, and appointment requested
- A booking confirmation, then a reminder about 24 hours before the call
- Workshop attendance entered once, with the pipeline stage following it
- Two lead-form funnels with their own qualifying questions, plus round-robin routing to a second rep
- A funnel booking AI that replies with the calendar link
How a setup runs
How a booking build goes
A 1:1 with Rob
Bring your workshop platform, your ad lead forms and the scheduler you use now. Rob works out which of them feed HighLevel and which can stay exactly as they are.
The plan document
Each first-touch message, reminder, no-show text and AI reply is written out in full for you to approve. The pipeline stages and tags are in it too, so you can see where a registration will go.
Build and test
We connect each lead source, send a test registration and a test lead through it, and check that each one lands in the right pipeline with the right opening message.
QA report at handover
The report shows each Zap, calendar, reminder and branch working, with screenshots, before any sequence is switched on for real leads.
After launch
A new lead source or a reworded reminder is a change request. You hear first whether it sits inside the agreed scope or needs new scope, and only then does the work begin.
What you bring
What we need from the practice
Your lead sources
Access to the workshop platform, the inbox that receives lead notifications, or the ad lead forms, so each one can be connected.
Your calendar rules
How long each meeting runs, the hours you take calls, and which advisor or rep takes which kind of lead.
Your wording, or your approval
Messages you already send go in as written. Anything new is drafted in the plan for you to change before it is built.
Where it stops
The booking AI never offers a specific time, so it can never offer one in the wrong time zone. It sends the calendar link and the lead picks the slot. Attendance is never guessed either: when the workshop platform can't send it, staff record it once.
Services used
Texting comes before text reminders
The first touches and reminders send by text as well as email, and texting from a local number needs an approved registration.
Questions
What advisors ask about booking
Do we have to move our scheduler into HighLevel?
Can workshop attendance update HighLevel by itself?
Will the AI book appointments for us?
What happens when someone misses their strategy call?
Can annuity leads go to a second advisor?
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 DirectoryMap your next workshop with Rob
On the call Rob traces how a registration, an ad lead and an appointment request reach you today, and where each one should land in HighLevel.