Webhook Appointment Booking & HighLevel Opportunity Sync (n8n)

Instant Webhook → Appointment Booking + HighLevel Opportunity Sync

This n8n workflow turns incoming appointment requests into a fully booked 30-minute appointment in GoHighLevel—then automatically creates or updates the matching GoHighLevel opportunity and sets custom fields, with background follow-up and error routing built in.

What this workflow does

When your system receives a POST webhook request, this workflow:

• Accepts appointment details (patient name, phone, address, service type, and preferred date/time).
• Checks slot availability by calling a separate n8n workflow dedicated to time-slot verification.
• If the slot is unavailable, returns a response indicating the appointment was not booked.
• If the slot is available, builds a 30-minute start/end window from the preferred date/time.
• Creates or updates the contact in GoHighLevel.
• Books the appointment in the specified GoHighLevel calendar.
• Finds the related GoHighLevel opportunity by matching the contact/phone.
• Updates the opportunity stage or creates a new opportunity if needed.
• Sets custom fields via LeadConnector/GoHighLevel API (service type, preferred date/time, and event ID).
• Returns a “booked” response payload and triggers a separate background workflow for follow-up processing; any GoHighLevel failures are routed to an error workflow.

Use cases

• Healthcare or local services teams receiving appointment requests from a website/app webhook.
• SaaS operators syncing scheduling intake directly into GoHighLevel (contact + calendar + pipeline).
• Automation engineers standardizing “book if available, otherwise respond unbooked” logic with 30-minute scheduling windows.

Technical details

• Webhook entry point to receive appointment requests.
• HTTP Request to call the separate slot-check workflow.
• Conditional logic (if) and data preparation (set).
• GoHighLevel integrations for contact creation/update, calendar appointment booking, and pipeline/opportunity handling using LeadConnector/GoHighLevel API.
• Uses workflow routing for background processing and error handling.