A collective calendar in GoHighLevel is the calendar type built for a visit that needs two or more people at once. It shows a homeowner only the times when every selected team member is free, so a site survey that needs a sales rep and an engineer is never booked when one of them is away. The bottom line: if your visit needs two roles, a normal calendar will book one person and leave you to line up the other by hand.
What a solar site survey collects
An EPA training document on solar site data collection lists what a rooftop assessment records: roof type, year installed, condition, slope and azimuth, roof equipment, roof access, warranty, shading, and a site electrical line drawing. Job postings for site survey technicians describe the same work: measuring roof planes, vents, and dormers, checking the attic structure, taking shade readings, photographing the roof, and documenting the meter location and main load panel. One posting describes the technician as the bridge between sales, engineering, and field operations.
Many companies send one surveyor. Some visits need two people, for example a sales rep who owns the customer conversation and an engineer or designer who checks the roof and panel. If that is your process, the calendar has to book both.
How the calendars differ
| Calendar type | Who attends | Right when |
|---|---|---|
| Personal | One person | One surveyor does the visit alone |
| Round robin | One person from a pool | Any qualified surveyor can take the visit |
| Collective | Everyone selected, at once | The visit needs a rep and an engineer together |
Build it in GoHighLevel
- Go to Calendars, then Calendar Settings, and create a new calendar. Choose the Collective type.
- Add the sales rep and the engineer as team members. Each person should connect their own Google or Outlook calendar so their other appointments block the times.
- Set the visit length and add buffer time for travel.
- Add the survey questions to the booking form: roof age, roof type, panel location, and whether the homeowner will be home.
- Optional: open the calendar's payment settings and charge a fee upfront if you charge for surveys.
- Build a workflow that fires when an appointment is booked. Add Send SMS and Send Email to the homeowner.
- Add a Send Internal Notification action to both team members.
- Add reminder messages 24 hours and 2 hours before the visit.
The internal notification matters because GoHighLevel's collective calendar guide says only the assigned user receives the email notification, while all users receive a calendar invite from their connected third party calendars.
What the workload looks like
Suppose the rep is free Monday, Wednesday, and Friday mornings, and the engineer is free Tuesday, Wednesday, and Thursday mornings. Each has three open mornings, but the collective calendar shows only Wednesday morning, because that is the only overlap. Every person you add shrinks the list further. That is the calendar working correctly, and it is why you should keep collective visits to the roles that truly need to be there.
Mistakes to avoid
- Using a collective calendar when one person can do the visit. You cut your open times for no reason.
- Skipping calendar sync. Without each person's outside calendar connected, the shared times will be wrong.
- Assuming both people get the email. Only the assigned user does, so add an internal notification.
- Forgetting the pre visit form. Roof age and panel location save a trip.
How this was handled before
Before shared calendars, a two person visit was booked by calling each person, finding a shared morning, and calling the homeowner back. That works with a few visits. It slows the moment one person's schedule changes, because the other person's confirmed time has to be moved by phone too. A collective calendar makes shared availability the input, so the homeowner is offered only times that already work.
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. Homeowners often book from a phone number that belongs to a spouse, so confirm who should receive the reminders. This is general information, not legal advice.
Questions people ask
What is the difference between round robin and collective calendars?
Round robin assigns one person from a pool. Collective books every selected team member on the same appointment, and shows only times when all are free.
Do payments work on a collective calendar?
GoHighLevel's guide says yes. The customer pays first, and the appointment is booked once the payment is confirmed.
Can I add more than two people?
The calendar accepts multiple team members, but each one you add reduces the shared open times.
Ready to try it yourself? Start a GoHighLevel account here.
You can also see this in action in our GoHighLevel capabilities demo.