Time required: about 45 minutes for a straightforward client, plus 1–3 business days of waiting if they need new numbers registered for A2P 10DLC.
Before you start
Collect these from the client. Chasing them mid-setup is what turns a 45-minute job into a two-day one.GoHighLevel access
Which sub-account (location) their appointments live in, and an admin who can approve the connection.
Calling hours and area
Which time zones they call into, and their business hours.
The lead list
A CSV. Confirm it has a phone column and that the numbers are real.
Rep names and emails
One account per rep. Shared logins break reporting and call attribution.
🔌 Step 1 — Connect GoHighLevel
GoHighLevel is the booking authority. AI Sync displays the confirmed booking and its sync status; it never creates a competing calendar.1
Open Settings → Integrations
Start the GoHighLevel connection and sign in as the client’s admin.
2
Choose the correct sub-account
Pick the location where their contacts and calendar already live. Connecting the agency account instead of the client’s sub-account is the single most common setup error, and every later step will look fine while writing to the wrong place.
3
Approve the permissions
Accept the requested scopes. If the client’s admin declines any, booking or contact sync will fail later with an authorization error.
Check: open any contact in AI Sync that also exists in GoHighLevel. The GoHighLevel contact ID should be populated. If it is blank, the connection is pointing at the wrong location.
☎️ Step 2 — Numbers
1
Buy or import numbers
Buy numbers in the client’s calling area codes, or import their existing Twilio numbers. See Phone Numbers.
2
Register for A2P 10DLC
Required before numbers can carry traffic reliably. Start this first — approval takes 1–3 business days and it is the usual reason a go-live slips. See 10DLC.
3
Assign the numbers to the dialer
An unassigned number will not appear in the rep’s From Number list.
4
Turn on Local Presence if they have area coverage
Matches caller ID to the lead’s area code. Only useful if they own numbers in those area codes.
Check: open the dialer as a rep and confirm the number appears in the From Number dropdown.
🏷️ Step 3 — Dispositions
Dispositions are what a rep picks at the end of a call. They drive reporting, automation and pipeline movement, so define them before anyone dials.1
Create the client's outcomes
Mirror how they already talk about calls. Keep the list short — a rep who has to scan twenty options picks the wrong one under time pressure.
2
Set the Didn't Answer default
Exactly one disposition must be wired to the Didn’t Answer button. This one also feeds voicemail detection learning.
3
Include an appointment disposition
“App Set”, “Appointment Set”, or their wording. This is what moves a booked lead in the pipeline.
Check: Dispositions shows exactly one entry marked as the Didn’t Answer default, and one appointment outcome.
🗂️ Step 4 — Pipeline
1
Confirm an Appointment Set stage exists
Every pipeline gets one automatically. Confirm it is there and positioned where the client expects it.
2
Match disposition names to stage names
When a disposition and a stage share a name, a saved call moves the lead automatically. Mismatched names mean the lead stays put and someone has to move it by hand.
AI Sync pipelines and GoHighLevel pipelines are separate. Adding a stage in GoHighLevel does not create it in AI Sync, and the automatic move reads the AI Sync pipeline.
Check: save a test contact with the appointment disposition and confirm it lands in the Appointment Set stage.
📅 Step 5 — Calendars
Reps book onto the client’s existing GoHighLevel calendars.1
Confirm each bookable calendar has a user assigned
A calendar with no team member assigned returns no available times, and the rep sees an empty slot list with no explanation. This is the most common booking complaint and it is always a configuration issue, never a bug.
2
Check the calendar's availability rules
Business hours, slot duration and buffers all come from GoHighLevel.
Check: on a live or test call, open the booking picker, choose each calendar the client intends to use, and confirm times appear.
📋 Step 6 — Power List
1
Upload the CSV
Map the phone column carefully. See Power Lists.
2
Set dial-at-a-time
3 is the right starting point. Higher numbers reach more leads per hour but increase the chance a second lead answers while the rep is already talking. Those leads go to Callbacks and must be called back.
3
Assign the reps
Only assigned reps see the list.
Check: the list shows the number of contacts you expect. A large drop means rows were rejected for invalid phone numbers.
👤 Step 7 — Rep accounts
1
Create one account per rep
Never share logins. Reporting, recordings and call attribution are all per user.
2
Assign roles
Roles control what each person can do in the platform. See Roles.Be straight with the client about visibility: anyone with dialer access can currently see company-wide statistics, not only their own. If they need reps walled off from each other’s numbers, raise it before handover rather than after a rep notices.
3
Have each rep test their headset
Audio Settings, select the correct microphone, place one test call to their own phone.
Check: each rep can log in, shows Ready, and their name appears in the team view.
✅ Step 8 — The proving call
Do not hand the client over until you have done this yourself, on a real number you control.1
Dial your own phone from the list
Confirm it rings, connects, and the contact card appears with the right name.
2
Book an appointment
Pick a calendar and a time. Watch for “Booking with GoHighLevel…” then “Confirmed by GoHighLevel” with the correct date.
3
Verify in GoHighLevel
Open the contact there. The appointment must be on the right calendar at the right time.
4
Confirm the lead moved and left the list
They should be in the Appointment Set stage and no longer eligible for redial.
5
Check the recording
In History, play the call back and use Download to confirm the file saves. If the client also has GoHighLevel delivery enabled, check the recording there too.
Handing over
Send the client:The rep guide
One page their reps read before the first shift.
Their login URL
Plus the reminder to hard refresh on the first load after any update.
- Only “Confirmed by GoHighLevel” means the appointment exists. Anything else needs a human to check.
- A lead who answers but does not reach the rep goes to Callbacks. The banner says which of four reasons applied. All are real pickups and someone must call them back.
- An incoming call may ring and then stop. If the rep is already on a call, a second caller is passed to an AI agent or voicemail rather than interrupting. That is deliberate. Check Callbacks and voicemail.
If something is wrong
Reps can log in but Start is greyed out
Reps can log in but Start is greyed out
The rep is Offline. Set to Ready. If it will not stay Ready, the browser tab lost its connection — hard refresh.
No numbers in the From Number list
No numbers in the From Number list
The number is not assigned to the dialer, or it is not verified, or it is on a retired carrier. Revisit Step 2.
Booking picker shows no times
Booking picker shows no times
That calendar has no user assigned in GoHighLevel. Revisit Step 5. This is configuration, not a fault.
Booked leads are not moving stages
Booked leads are not moving stages
The disposition name and the stage name do not match, or the contact sits in a pipeline with no appointment stage. Revisit Steps 3 and 4.
Recordings are not appearing in GoHighLevel
Recordings are not appearing in GoHighLevel
Recording delivery is enabled per client. If this client has not been enabled, contact the platform team.