CRM + Calendar Sync for Coaching Business

Case Study: CRM + Calendar Sync for Coaching Business

Client:
1:1 Mindset Coach (United States)

The Challenge

This high-ticket mindset coach had one major bottleneck: clients would book discovery or strategy calls — and then forget to show up.

The existing setup had no:

• Automated reminders

• Calendar sync between GoHighLevel and the coach’s Google Calendar

• Follow-up triggers for no-shows or rescheduling

• Tracking to know where leads were falling off

The coach was spending hours chasing down no-shows, manually rescheduling appointments, and ultimately losing out on warm leads ready to convert — all because of poor backend systems.

The Solution

I designed and implemented a seamless CRM-to-Calendar sync system that made no-show chaos a thing of the past.

CRM Flow Integration

• Used GoHighLevel’s custom workflows to trigger post-booking actions

• Synced call bookings with Google Calendar API for real-time updates

• Included timezone detection and calendar conflict filters

Reminder & Follow-up System

• Built a layered sequence of SMS + email reminders: 24hr, 1hr, and 15min before the call

• Created post-call automation for “thank you” follow-ups or “no-show” reschedules

• Included reschedule links and personalisation tags using dynamic fields

Client Experience Uplift

• Custom branded emails and SMS copy designed to match the tone of her brand

• Built fallback checks: if booking wasn’t confirmed within 10 minutes, the lead was auto-prompted via SMS

Backend Reporting

• Built tracking inside GHL to show booked, attended, no-show, rescheduled

• Coach received a weekly summary of performance and show-up rates

Results

• 98% show-up rate on booked strategy calls

• Zero no-shows in the first 45 days post-implementation

• Time spent rescheduling dropped by 90%

• The coach closed 7 new clients in one month thanks to consistent call flow

What once was an admin headache turned into an automated client-attraction system — freeing the coach to focus on her zone of genius.

Tools Used

• CRM: GoHighLevel

• Integration Platform: Zapier

• Calendar Sync: Google Calendar API

• Messaging Channels: GHL email & SMS builder

Final Thoughts

High-converting sales calls don’t start on the call — they start with reminder automation, systemized experiences, and bulletproof calendar syncing.