A team uses a round robin calendar in GoHighLevel, so a buyer picks a time and the booking goes to the next agent who is free. The bottom line: the calendar is the easy part. Before a showing is confirmed, the team also needs the buyer's written agreement, a way to verify who the buyer is, and the seller's showing instructions, because those three are what turn a booking into a safe and permitted tour.
What GoHighLevel calendars offer
GoHighLevel's help pages describe calendars with round robin routing among team members, collective calendars that need several people, and class booking calendars with seat limits. A team can set each agent's availability, a buffer before and after a booking for travel, and a duration for each showing type. Confirm the exact routing options in your account.
| Calendar type | Use |
|---|---|
| Round robin | One buyer, next available agent, for a standard showing |
| Collective | A showing that needs two agents, for example a team tour |
| Class booking | An open house with a seat limit for a private event |
Three checks before the showing is confirmed
| Check | Why |
|---|---|
| A signed written buyer agreement or touring agreement | Since August 17, 2024, NAR's settlement practice changes require MLS participants working with buyers to enter into a written agreement before touring a home, including live virtual tours. It is not required for an open house or when just asking about services. States can add rules: North Carolina's commission, for example, requires a definite period and required Fair Housing language |
| Identity verification | NAR's 2024 Member Safety Report found 22 percent of residential members experienced a situation that made them fear for their safety or the safety of their personal information, and 86 percent showed properties alone in 2024. The Colorado Division of Real Estate advises verifying a prospective client's full name, contact information, and a photo of ID, and meeting first at an office or busy public place |
| The seller's showing instructions | A listing may require the listing agent's or seller's approval and a specific showing service. The calendar books your agent's time, it does not replace those instructions |
Equal service also matters. A team that offers faster times or a different process to some buyers than others invites a Fair Housing complaint, so the booking page and the questions should be the same for everyone.
Build it in GoHighLevel
- Create a round robin calendar with each agent as a team member, their real availability, a 30 minute travel buffer, and the showing duration.
- Put the calendar behind a short form that asks for the property, the buyer's name, phone, and whether they already work with an agent.
- Send the written buyer agreement or touring agreement for signature first, using Documents and Contracts, and release the booking link only after it is signed. See our guide on one time booking links.
- Ask the buyer to upload ID through a secure method and confirm the meeting place, and keep ID images out of the CRM.
- Build a workflow with the Customer Booked Appointment trigger that tells the assigned agent the property, buyer, and meeting place, and sets a safety check in time.
- Add a reminder to the buyer 24 hours and 2 hours before, with the meeting place and what to bring.
Worked example
For example, a team with 5 agents who each show 3 homes a day fills 15 showing slots a day (5 times 3). A round robin calendar routes each booking to whoever is free, instead of a coordinator calling around, and the safety and agreement steps run on every booking.
Mistakes to avoid
- Booking before the buyer agreement is signed. Tours need it.
- No identity check. NAR data shows safety concerns at showings.
- Ignoring the seller's showing instructions. Follow the listing.
- No travel buffer. Agents run late.
How this was handled before
A team coordinator called around to find an agent for each showing request. Round robin calendars do the matching, and the written buyer agreement and safety steps now sit in front of the booking.
What to measure after launch
Track showings booked, agreements signed before booking, identity checks done, and travel delays. Audit a sample of bookings for the agreement and ID steps.
Check before you switch it on
US text messages sent from a standard 10 digit number need A2P 10DLC registration. The HighLevel support portal says registration is required for texts to US recipients from 10 digit long code numbers and that toll free numbers do not require it. HighLevel's opt in guidelines also say a person cannot be forced to agree to text messages in order to submit a form, so keep the consent box optional. One compliance guide separates informational texts, which need documented consent, from marketing texts, which need prior express written consent. Ask your attorney which category your reminders fall into. Confirm your state's rules on buyer agreements and your MLS showing requirements with your broker. This is general information, not legal advice.
Questions people ask
Do buyers need to sign something before a tour?
Since August 17, 2024, MLS participants working with buyers must have a written agreement before touring a home, per NAR's settlement practice changes. States can add requirements.
How can a team verify a buyer before a showing?
The Colorado Division of Real Estate advises verifying full name, contact information, and a photo of ID, and meeting first at an office or busy public place.
Can GoHighLevel route showings to the next free agent?
Its help pages describe round robin routing among team members.
Ready to try it yourself? Start a GoHighLevel account here.
You can also see this in action in our GoHighLevel capabilities demo.