Set Up an Appointments Campaign
Create an appointments campaign in Lead Distro AI. Hold each lead until the visitor books a time, or take appointments already booked in GoHighLevel, and deliver each confirmed appointment automatically.
Create the campaign
In the campaign wizard, choose Appointments as what the campaign deals in. The rest of the wizard reads in appointment language, and every screen from sources to destinations follows.
An appointments campaign is a normal leads campaign with one behavior added, so caps, filters, routing, and reporting all work exactly as they do everywhere else. There is nothing new to learn about distribution.
Deliver on booking
The one behavior that changes is deliver on booking. Instead of delivering a lead the moment it arrives, the campaign holds it, picks the best matching destination, and waits for the visitor to book a time with them. Delivery happens when the booking is confirmed.
- The buyer is chosen with the same eligibility rules and ordering as any other campaign, so filters and priority still decide who gets it.
- Holding the buyer does not consume their cap. Nothing is spent until a booking actually happens.
- If the buyer's cap fills between being chosen and the visitor booking, the appointment is still delivered. A confirmed appointment is never dropped on a cap.
- If the visitor never books, the lead stays held and is never delivered, so no destination is charged for it.
Appointments booked somewhere else
If the appointment is already booked in another tool, such as a GoHighLevel calendar, the source sends it with appointment_time. It skips the hold, is delivered right away, and is marked booked. Later posts with appointment_status (showed, no_show or canceled) update that same appointment. See Send GoHighLevel Appointments to Lead Distro AI.
This is why appointment leads look different in reporting. They are held on purpose, so a lead sitting undelivered for a while is the campaign working, not a stuck lead.
The appointment fields
Every appointments campaign has these fields built in. You do not add them on the Fields tab, and every destination's delivery can use them. Add your own qualifying fields on top, such as budget, age band or property type.
| Field | What it holds |
|---|---|
| appointment_time | When the appointment starts. A source that sends it delivers a booked appointment right away. |
| appointment_timezone | The timezone of that time, like America/Chicago. |
| appointment_status | booked, showed, no_show or canceled. A source sends showed, no_show or canceled later to update an appointment. |
| booked_with | The person the appointment is with. |
| appointment_location | The meeting link or the address. |
Set up reps and hours
Each destination that receives appointments needs its reps and hours set up: the reps who take the meetings, with their Google Calendars connected, and the hours they work. Destinations without them are skipped when the campaign looks for somewhere to hold the lead, so a campaign where nobody is connected will never deliver. In Lead Distro AI, a calendar is the page people book on, and it offers the open times of every destination on the campaign.
Set availability hours on every appointment buyer. Without them, a lead can be held for a buyer who is closed, and the visitor is offered slots nobody will attend.
Decide if you review appointments
If someone on your team listens back to each appointment and decides whether it was worth paying for, turn on Track Appointment Qualification on the campaign. Every appointment then carries a second mark, Qualified or Unqualified, and buyers can be set to pay only for a showed appointment that qualified.
Leave it off if a showed appointment is billable on its own. It is off by default, and turning it on adds a column, so there is no reason to enable it before you actually have a review step.
Then set up billing
Once the campaign routes, decide what the buyer pays and when. See Per-Appointment Billing.
Frequently Asked Questions
What does deliver on booking do?
Is an appointments campaign a different campaign type?
What happens if the visitor never books?
Can a source send appointments that are already booked?
appointment_time with the person sends a booked appointment: it skips the hold, is delivered right away and is marked booked. GoHighLevel workflows work this way, see Send GoHighLevel Appointments to Lead Distro AI.Why is my appointments campaign not delivering?
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If you have any questions, send us an email at support@leaddistro.ai