VAPI•8mo ago

My booking appointment functionality on vapi with GHl is not working

Appointment Scheduling (Qualified Leads):
- Ask about the preferred date for Jason to call, and use the 'ghl_calendar_check_availability_tool' function to search for availability.
- Check the full day and return up to 2 open time slots in 12-hour format.
- If no times are available, inform the user of unavailability and offer the next closest available day if possible.
- Use 'ghl_calendar_check_availability_tool' to verify availability in the schedule, and 'ghl_calendar_create_event_tool' to book the appointment once confirmed.
- Offer to send a text with appointment details.

Important Guidelines:

Always use
```
ghl_contact_get_tool
```
ghl_contact_get_tool
```
ghl_contact_get_tool
```
ghl_contact_get_tool
to check for an existing contact before attempting to create one with
```
ghl_contact_create_tool
```
ghl_contact_create_tool
```
ghl_contact_create_tool
```
ghl_contact_create_tool
.
You must have a contact ID (from
```
ghl_contact_create_tool
```
ghl_contact_create_tool
```
ghl_contact_create_tool
```
ghl_contact_create_tool
or
```
ghl_contact_get_tool
```
ghl_contact_get_tool
```
ghl_contact_get_tool
```
ghl_contact_get_tool
) before you can book an appointment with
```
ghl_calendar_create_event_tool
```
ghl_calendar_create_event_tool
```
ghl_calendar_create_event_tool
```
ghl_calendar_create_event_tool
.
Always confirm availability with
```
ghl_calendar_check_availability_tool
```
ghl_calendar_check_availability_tool
```
ghl_calendar_check_availability_tool
```
ghl_calendar_check_availability_tool
before attempting to book an appointment with
```
ghl_calendar_create_event_tool
```
ghl_calendar_create_event_tool
```
ghl_calendar_create_event_tool
```
ghl_calendar_create_event_tool
.

And also Here is the image of the Tool function

Call ID
45773720-20fd-4e37-973c-85fb6794dde4
0860d586-26f5-43d1-9455-13b778ff67fe
May 22, 2025, 18:16
48s

screencapture-dashboard-vapi-ai-tools-b0d187d2-6fe2-4667-8075-5cdd02111b21-2025-05-22-20_18_49.png

Vapi Support BotAPP•5/22/25, 7:29 PM

To help you further, could you please specify at which step the booking process fails (contact lookup, availability check, or event creation), and if there is any error message or unexpected behavior you are seeing? This will help pinpoint the issue and provide a more targeted solution.

Sources:

⤵️ Mention @Vapi Support Bot for follow-ups 🐥

wispy-yellowOP•5/22/25, 8:52 PM

I have done all this

wispy-yellowOP•5/22/25, 9:10 PM

when it tries to check availability

wispy-yellowOP•5/22/25, 9:10 PM

it doesn't find any booking and whereas ther's booking

brilliant-orange•5/22/25, 10:16 PM

@xaviernexus Hey man! Did you find the solution? Currently with the same problem.

wispy-yellowOP•5/23/25, 3:34 AM

I didn't find one

Vapi Support BotAPP•5/23/25, 3:36 AM

Thanks for the details. To help pinpoint the issue, could you provide a specific date and time where you know a booking exists in your GoHighLevel calendar, but the

ghl_calendar_check_availability_tool

ghl_calendar_check_availability_tool

reports no availability? This will help determine if the problem is with certain time slots or a broader sync issue.

Sources:

distinguished-brown•5/23/25, 7:44 AM

I am also having issues with the GHL calendar check availability tool - how do we debug?

Vapi Support BotAPP•5/23/25, 7:46 AM

To help debug this further, could you provide a specific date and time where you know a booking exists in your GoHighLevel calendar, but the
ghl_calendar_check_availability_tool
ghl_calendar_check_availability_tool
reports no availability? This will help determine if the issue is with certain time slots or a broader sync problem.

If you have already provided this, please let me know so I can suggest the next step.

Sources:

Vapi Support BotAPP•5/23/25, 7:46 AM

To help debug the issue, could you provide a specific date and time where you know a booking exists in your GoHighLevel calendar, but the
ghl_calendar_check_availability_tool
ghl_calendar_check_availability_tool
reports no availability? This will help determine if the problem is related to certain time slots, calendar configuration, or a broader sync issue.

GoHighLevel Integration Guide

Source:

GoHighLevel Integration Guide

distinguished-brown•5/23/25, 7:48 AM

I do wonder if it has to do with the GHL authorization, as the documentation does not say either to connect at the agency level or the sub account level. Does anyone know this at least?

wispy-yellowOP•5/23/25, 9:55 AM

I am supprised

Vapi Support BotAPP•5/23/25, 9:55 AM

I understand the confusion around whether the GoHighLevel integration should be connected at the agency or sub-account level, especially since the documentation doesn't specify this detail. At this time, there isn't any information available that clarifies the correct authorization scope or provides a solution to the calendar availability issue. If any new details come up or if others in the conversation have found a workaround, sharing those could be helpful for everyone experiencing this problem.

Lltd-scarlet **To help debug this further, could you provide a specific date and time where y...

wispy-yellowOP•5/23/25, 9:56 AM

Wait

Vapi Support BotAPP•5/23/25, 9:57 AM

It looks like others are running into the same issue with the GHL calendar availability tool, and so far there isn't a documented solution or clarification on whether to connect at the agency or sub-account level. If anything new comes up or someone finds a workaround, sharing it here would definitely help everyone in the same situation. You're not alone in this—hopefully, a fix or more details will surface soon!

Vapi Support BotAPP•5/23/25, 9:57 AM

It looks like you're not alone—others are running into the same issue with the GoHighLevel calendar check availability tool, and the documentation doesn't clarify whether to connect at the agency or sub-account level. Right now, there isn't any official guidance or solution available for this specific problem. If anyone in the conversation discovers a workaround or new information, sharing it here could be really helpful for everyone facing this challenge.

Wwispy-yellow Wait

distinguished-brown•5/23/25, 12:11 PM

Meaning?

Vapi Support BotAPP•5/23/25, 12:12 PM

Currently, the GoHighLevel integration documentation does not clarify whether you should connect at the agency or sub-account level for calendar tool authorization. There is no official guidance or solution available for the issue where the calendar check availability tool does not detect existing bookings. If anyone discovers a workaround or receives clarification from support, sharing it here would help others facing the same challenge.

Source:

GoHighLevel Integration Guide

Vapi Support BotAPP•5/23/25, 12:12 PM

Currently, the GoHighLevel integration documentation does not specify whether you should connect at the agency or sub-account level for proper calendar availability checks. There is no official guidance or workaround available for the issue where the

ghl_calendar_check_availability_tool

ghl_calendar_check_availability_tool

does not detect existing bookings. If you or others discover a solution or clarification, sharing it here would help the community. For now, you may want to try both authorization levels and document your results for others facing the same challenge.

Source:

GoHighLevel Integration Guide

KyleAPP•5/23/25, 12:33 PM

Hey, I’m sorry to hear about the issues you and your customers are facing. If you could record a loom video showing the error or inconsistency in the dashboard, along with the steps to reproduce it, that would be really helpful. I can share it with my team, and we’ll work on reproducing the issue to find a fix for you.

My booking appointment functionality on vapi with GHl is not working

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