GoHighLevel for Mental Health Professionals: How to Set Up Group Therapy Session Registration

TL;DR:
Use a Calendar + Custom Form + Workflow in GoHighLevel to manage group therapy session registration. This setup allows participants to register online, captures intake information, sends confirmations, and automates reminders, reducing no-shows and admin work.

Why This Matters

Running group therapy means managing multiple people at once. Without a system, intake forms pile up, reminders get missed, and attendance drops. GoHighLevel lets you run the entire process in one place—one link for registration, intake, confirmation, and follow-up.

Step-by-Step Setup

1. Create a Group Calendar

• Go to Calendars → New Calendar
• Choose Group Calendar
• Set available session times
• In Slot Settings, set maximum attendees (e.g., 10)

2. Build a Registration Form

• Go to Sites → Forms → Create New Form
• Add fields: Name, Email, Phone, screening questions
• Save the form

3. Attach Form to Calendar

• In calendar settings, under Form Questions, attach the form
• This ensures every registrant completes it during booking

4. Automate with Workflow

• Go to Automation → Workflows → New Workflow
• Trigger: Appointment booked in your group calendar
• Actions:
  • Send confirmation email with session link/details
  • Send reminders 24h and 1h before
  • Send follow-up email after session with resources or feedback form

5. Share the Link

• Copy the calendar link or embed it in a landing page
• Share with participants via email, SMS, or your website

Sample Intake Form Template

Basic Information

• First Name (required)
• Last Name (required)
• Email (required)
• Phone Number (required)

Group-Specific Details

• Which group are you registering for? (Anxiety Support, Couples Therapy, Stress Management, Other)
• Preferred session time (Morning, Afternoon, Evening)

Screening Questions

• Attended group therapy before? (Yes/No)
• Goals for attending this group (long text)
• Under care of another therapist? (Yes/No)

Consent & Policies

• ☐ Group therapy is not a substitute for emergency care
• ☐ I consent to participate and understand confidentiality limits
• ☐ I agree to attendance and cancellation policy

Optional

• How did you hear about us? (Referral, Website, Social Media, Other)

JSON Schema for Automation

{
  "$schema": "http://json-schema.org/draft-07/schema#",
  "title": "GroupTherapyIntakeForm",
  "type": "object",
  "additionalProperties": false,
  "properties": {
    "first_name": { "type": "string", "minLength": 1 },
    "last_name": { "type": "string", "minLength": 1 },
    "email": { "type": "string", "format": "email" },
    "phone": { "type": "string" },
    "group_name": { "type": "string", "enum": ["Anxiety Support","Couples Therapy","Stress Management","Other"] },
    "preferred_session_time": { "type": "string", "enum": ["Morning","Afternoon","Evening"] },
    "attended_group_before": { "type": "boolean" },
    "goals": { "type": "string" },
    "under_care_elsewhere": { "type": "boolean" },
    "consent_crisis_notice": { "type": "boolean", "const": true },
    "consent_group_participation": { "type": "boolean", "const": true },
    "consent_policies": { "type": "boolean", "const": true },
    "referral_source": { "type": "string", "enum": ["Referral","Website","Social Media","Other"] },
    "referral_source_other": { "type": "string" }
  },
  "required": [
    "first_name","last_name","email","phone",
    "group_name","preferred_session_time","attended_group_before",
    "goals","under_care_elsewhere",
    "consent_crisis_notice","consent_group_participation","consent_policies"
  ]
}

FAQ

Q: Can I limit group size?
Yes, set the maximum attendees per slot in the calendar.

Q: How do I collect payments?
Attach a payment field to your form or add a checkout step in a funnel.

Q: Can I run multiple groups?
Yes, create separate calendars for each group and share their unique links.

Q: What about consent forms?
Add consent checkboxes in the form or send a PDF via workflow after booking.