Calendly to HighLevel (Migration Guide)

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Calendly to HighLevel (Migration Guide)

#1: What is the purpose of this migration guide?

This guide provides a comprehensive overview and step-by-step instructions for migrating your scheduling and appointment functionalities from Calendly to HighLevel. The primary goal is to facilitate a smooth transition, ensuring that all scheduling features, along with associated automations, are successfully moved while leveraging the expanded capabilities of HighLevel.

The migration requires a careful transfer of the following key components: Users, Calendar Configurations, Availability Settings, Video Conferencing setup, Payment Collection methods, Calendars (Event Types), Workflows (Automations), and Contacts. Ensuring each of these is properly migrated will ensure seamless operation within HighLevel.

First, export a list of your Calendly users as a CSV file by logging into Calendly, navigating to Account > Users, and selecting Export. Then, log in to HighLevel, go to Agency Settings > Team, and add any missing users using the "+ Add Employee" button. Refer to the Calendly export to determine each user's appropriate role in HighLevel.

Before connecting your calendar to HighLevel, disconnect your Google Calendar, Outlook, or iCloud calendar from Calendly via Account > Calendar Sync. Then, in HighLevel, navigate to Settings > Integrations, connect your calendar, and configure sync preferences in Calendars > Calendar Settings > Connections. After connecting, test the calendar sync to ensure that booked events appear correctly in HighLevel and that existing busy events in your connected calendar are respected.

First, disconnect Zoom from Calendly via Integrations > Zoom. Next, in HighLevel, navigate to Settings > Calendar > Connections and connect your Zoom account, authorizing HighLevel to access it. Finally, in your calendar settings in HighLevel, set Zoom as the default location for your appointments, if applicable.

First, disconnect Stripe from Calendly on the Integrations page. Be aware that disconnecting Stripe from Calendly will make all event types accepting payments free. Next, log into your HighLevel subaccount and add the payment gateways from the Payments Tab > Integration. You can then connect your payment solution to HighLevel calendars.

In Calendly, document all your Event Types, including their name, duration, location, and associated settings such as buffer times, minimum notice, and daily limits. Then, in HighLevel, navigate to Calendars > Calendar Settings and create a new calendar for each event type, configuring appointment details to match the Calendly settings. Custom fields used in Calendly can be recreated as custom fields in HighLevel Forms. Finally, test the booking process after setting up to verify settings.

From your Calendly home page, document existing workflows, including triggers and actions. In HighLevel, navigate to Automation > Workflows and create new workflows, matching the conditions and actions documented from Calendly, selecting triggers and customizing messages using HighLevel's variables. Be sure to test the workflow execution by creating a test appointment and observing whether the workflows trigger as expected.

#2: What are the key components that need to be migrated from Calendly to HighLevel?#3: How do I migrate users from Calendly to HighLevel?#4: How do I ensure my calendar availability is accurately reflected in HighLevel?#5: How can I set up video conferencing w