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Overview

Multi-calendar booking allows your AI assistant to manage appointments across multiple GoHighLevel calendars — for example, different service types (mortgage vs. refinance), different locations, or different team members. This guide walks through setting up the custom tools, Buildship workflows, and AI configuration needed.
Multi-calendar booking flow diagram

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How It Works

For each calendar, you create two custom tools:
  1. Get Available Times — Fetches open time slots from a specific calendar
  2. Book Appointment — Books an appointment on that calendar
The AI determines which service the user needs, calls the appropriate tools, and completes the booking — all within a single conversation.

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Prerequisites

  • GoHighLevel Account with multiple calendars set up
  • Buildship Account to create and host API endpoints
  • Assistable AI Assistant to add custom tools and configure prompts

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Step-by-Step Setup

1

Set Up Calendars in GoHighLevel

Create separate calendars for each service type. For example:
  • Mortgage Calendar for mortgage-related appointments
  • Refinance Calendar for refinance-related appointments
Note each calendar’s unique ID — you’ll need it for the API calls.
2

Build 'Get Available Times' Tool in Buildship

Create a new Buildship workflow:
  • Name: get_times_mortgage (or your service name)
  • Method: GET request to GoHighLevel’s free time slots endpoint
  • Query Parameters: calendarId, startTime, endTime
  • Headers: Authorization: Bearer YOUR_API_KEY
Deploy and copy the endpoint URL.
Get available times Buildship workflow
3

Build 'Book Appointment' Tool in Buildship

Create another Buildship workflow:
  • Name: book_appointment_mortgage
  • Method: POST request to GoHighLevel’s booking endpoint
  • Request Body: calendarId, contactId, locationId, startTime (ISO 8601)
  • Headers: Authorization, Content-Type: application/json
Deploy and copy the endpoint URL.
Book appointment Buildship workflow
4

Add Tools to Your AI Assistant

In Assistable, create custom tools matching your Buildship workflows:Get Available Times:
  • Name: get_times_mortgage
  • Description: “Fetch available times for the mortgage calendar”
  • Endpoint: Your Buildship URL
  • Parameters: name, email
Book Appointment:
  • Name: book_appointment_mortgage
  • Description: “Book an appointment using the selected time from get_times_mortgage”
  • Endpoint: Your Buildship URL
  • Parameters: time
5

Repeat for Each Calendar

Create the same pair of tools for every additional calendar (e.g., get_times_refinance, book_appointment_refinance).
6

Update Your AI Prompt

Define the workflow in your prompt:
  1. Determine the service type (mortgage or refinance)
  2. Ask qualifying questions
  3. Use the appropriate get_times tool to fetch availability
  4. Present options and book via the matching book_appointment tool
7

Test the Setup

Simulate user interactions for each service type. Verify:
  • Correct calendar is queried
  • Appointments appear in GoHighLevel under the right calendar
  • Contact details are accurate

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Tips

Keep tool names uniform across Buildship and Assistable (e.g., get_times_mortgage in both places).
Protect API keys using Buildship’s environment variables — never hardcode them.
Pass calendar IDs as dynamic parameters so you can add new calendars without creating entirely new tools.

Custom Tools Overview

Learn the fundamentals of custom tools

Calendar Booking Debugging

Troubleshoot booking issues

Data Extraction

Extract user data automatically

Flow Builder Guide

Build smarter AI flows