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GoHighLevel : How to Set Up Recurring Group Events

Part 2 of our series — if you missed Part 1, start here: How to Set Up Group Therapy Session Registration.

TL;DR:
Recurring groups in GoHighLevel are handled by creating a calendar with restricted availability, one-time registration, and automation that sends reminders for each session. Instead of forcing clients to register weekly, they sign up once and you manage communication automatically.

Why You Need a Different Setup for Recurring Programs

GoHighLevel’s calendars are designed for rolling availability. That works for ongoing 1:1 sessions but breaks down when you run a time-limited program (like an 8-week therapy group). Without restrictions, people may book beyond your program window or get confused about dates.

Step-by-Step Setup

1. Program-Specific Calendar

  • Go to Calendars → New Calendar
  • Choose Group Calendar
  • Set exact start and end dates (e.g., October 1 to November 26)
  • Limit “max attendees per slot” to your group size

2. One-Time Registration Form

  • Attach the intake form from Part 1
  • Include a note: “This registration signs you up for all 8 sessions of the program.”
  • Collect screening info and consent once, not weekly

3. Treat One Booking as Enrollment

  • Clients book once at the program start date
  • That single booking equals enrollment in the whole 8-week program

4. Automate Reminders & Session Flow

  • Workflow Trigger: Appointment booked in your Program Calendar
  • Actions:
    • Tag contact as “Program Member”
    • Send confirmation email with all session details
    • Attach a calendar file (.ics) with all 8 sessions preloaded (see instructions below)
    • Schedule reminders: set weekly SMS/email reminders timed to each session date
    • Final follow-up: after the 8th session, send thank-you email and optional feedback form
  • Share the link on your website or by email
  • Make it clear: registration is for the full program, not individual weeks

How to Create an .ICS File With All Sessions

  1. Open Google Calendar (or Outlook).
  2. Create a new calendar event on the first session date.
  3. Set it to repeat weekly for 8 weeks.
  4. Add session title, Zoom/meeting link, and notes.
  5. Click Export → Download .ics file.
  6. Upload the .ics file into GHL’s Media Library.
  7. In your confirmation email, add a button/link: “Add all sessions to your calendar” → link to the .ics file.

This way, participants see all 8 dates in their personal calendars immediately.

Example Workflow

  • Trigger: Appointment booked in “Fall 8-Week Therapy Group Calendar”
  • Action 1: Send confirmation email + attach .ics file
  • Action 2: Wait until [Week 1 date - 24h] → send reminder SMS
  • Action 3: Wait until [Week 1 date - 1h] → send reminder email
  • Action 4–10: Repeat steps for Weeks 2–8
  • Action 11: After last session, send thank-you + feedback form

FAQ

Q: Can I restrict registration to just the program dates?
Yes, set start and end dates in the calendar availability.

Q: How do participants know all the dates?
Send an .ics calendar file in the confirmation email.

Q: Do they need to register weekly?
No, one registration covers the whole program.

Q: Can I run multiple groups in different seasons?
Yes, create a separate calendar for each program (Fall, Winter, etc).