Key Concepts

Core Terminology

Event

A bookable appointment type that prospects can schedule. Each event has:

• A name and description
• A duration (e.g., 15, 30, 60 minutes)
• A custom form with fields
• Its own booking URL

Examples: "Discovery Call", "Strategy Session", "Product Demo"

Lead

A prospect who has interacted with your booking form. A lead record is created when someone:

• Fills out Step 1 of your booking form (even without completing the booking)
• Completes a booking

Lead records capture:

• Contact information (name, email, phone)
• Custom field responses
• Qualification status
• Lead score and grade (if enabled)
• Geolocation data (country, city)

Meeting

A confirmed booking between you and a lead. Created when a prospect:

1. Completes the booking form
2. Passes qualification (if rules are set)
3. Selects an available time slot
4. Confirms the booking

Meetings are synced to your connected calendar and can be rescheduled or cancelled.

Availability

Your defined working hours when you accept bookings. Availability consists of:

• Weekly Schedule: Recurring hours for each day of the week
• Date Overrides: Exceptions for specific dates (e.g., holidays, vacation)

Booking Widget

The public-facing form and calendar that prospects use to schedule meetings. Can be:

• Accessed via a direct link
• Embedded on your website via iframe or JavaScript snippet

Qualification Concepts

Qualification Rules

Conditions that automatically disqualify prospects based on their form responses. If a prospect's answer matches a disqualification rule, they cannot proceed to select a time slot.

Example: If "Budget" equals "Under $1,000" → Disqualify

Lead Scoring

A points-based system that assigns numerical scores to leads based on their form responses. Each scoring field has:

• Weight: How important this field is (0.5x to 3x)
• Rules: Point values (1-10) for different answers

Lead Grade

A categorical rating derived from the lead score:

Event Scope

Personal Events

Events owned by a single user. All bookings go to that user's calendar.

Team Events (Multi-Host)

Events shared across multiple team members. Bookings are distributed using:

• Round-Robin: Cycles through team members in order
• Availability-First: Assigns to the team member with the most availability

Form Concepts

Standard Fields

Built-in fields available on every event:

• Name: Full name or split first/last name
• Email: Email address
• Phone: Phone number with international format support

Custom Fields

Additional fields you create to collect specific information:

• Text: Single-line text input
• Textarea: Multi-line text input
• Email: Email-validated input
• Phone: Phone-validated input
• Select: Dropdown menu with predefined options
• Radio: Radio button group with predefined options

Form Steps

The booking form is divided into steps:

• Step 1: Contact information (name, email, phone by default)
• Step 2: Additional questions (custom fields)

You can move fields between steps to control the flow.

Calendar Concepts

Booking Window

The time range when prospects can book:

• Minimum Notice: How far in advance bookings must be made (e.g., 2 hours)
• Maximum Advance: How far into the future bookings can be made (e.g., 30 days)

Time Slots

Available appointment times generated from your availability, respecting:

• Your weekly schedule
• Date overrides
• Existing calendar events (if calendar is connected)
• Buffer times between meetings

Timezone Handling

• Your availability is set in your profile timezone
• Prospects see times in their selected timezone
• All times are stored in UTC internally

Integration Concepts

Calendar Sync

Connecting your Google Calendar enables:

• Automatic event creation when meetings are booked
• Conflict detection (existing events block those time slots)
• Meeting link generation (Google Meet)

CRM Sync

Connecting GoHighLevel enables:

• Automatic contact creation for new leads
• Status updates throughout the booking journey
• Custom field mapping

Next Steps

• Creating Events
• Setting Availability
• Understanding the Booking Flow