Connect GoHighLevel and check the connection

How the GoHighLevel connection is set up in IBIOS: the token, the workflow webhook, which calendars and staff map across, the switches that turn each part on, and what to do when something stops.

Where: web · Who can use it: Director and Owner only. Staff do not see the GoHighLevel panel.

Screens may differ slightly from what you see.

What it is for

GoHighLevel (Social Hotspot) holds the bookings and leads that come in from your marketing. This connection brings them into IBIOS, so the showroom calendar, the lead briefing and the call reports all work from one place. It can also send IBIOS bookings back to GoHighLevel, if you switch that on.

GoHighLevel has no pages of its own in IBIOS. Everything is set up in one place, and the results show on the calendar, on leads and on customer records.

Who can use it

• Director and Owner only: open and change the connection. Other staff do not see the panel.
• Showroom staff: see what the connection brings in, through the briefing card and the call reports, within their own customers and brand. See Read the GoHighLevel showroom briefing.

How to use it

Open the panel

1. Go to Settings, then Calendar connection.
2. Find the panel titled GoHighLevel (Social Hotspot).

Connect with a token

1. Under Token, paste the Private Integration token from GoHighLevel. The token is stored encrypted and is never shown again.
2. Under Scopes for the Private Integration, check the list shown matches what GoHighLevel has granted.
3. Click Test connection. The panel shows whether IBIOS can read GoHighLevel.

Set up the workflow webhook

GoHighLevel sends new and changed bookings to IBIOS through a workflow. The panel tells you the steps.

1. Click Workflow webhook, then Set up the workflow in GoHighLevel.
2. In GoHighLevel, create the workflow with a Custom Webhook action, and paste the URL IBIOS shows.
3. Add the header IBIOS shows, Authorization: Bearer followed by the secret. The secret is shown once. Copy it straight away.

The panel also checks for changes every 5 minutes, so a missed webhook is caught on the next check.

Choose the calendars and the staff

1. Click Load from GoHighLevel under Calendars and staff. IBIOS lists the calendars and the users in GoHighLevel.
2. Under Calendars, choose which GoHighLevel calendars feed the IBIOS calendar.
3. Under GoHighLevel users → IBIOS staff, match each GoHighLevel user to a member of staff, or choose Ignore. A booking whose GoHighLevel user is not matched lands in the list of bookings that still need linking.
4. Click Save mapping.

Each mapping is kept per tenant. Changing it later re-checks the bookings already in IBIOS, so a booking imported before a change is updated to match.

Turn the switches on

Under Sync switches, turn each part on separately:

• Import bookings into IBIOS: bookings from GoHighLevel appear on the calendar.
• Build showroom briefings: each booking and lead gets a briefing card. See Read the GoHighLevel showroom briefing.
• Call recordings → notes: turns call notes on. If the panel says this is not available yet, it is switched off for the platform, and the switch does nothing.
• Push IBIOS bookings to GoHighLevel as (a Busy only option is offered): choose how IBIOS bookings appear in GoHighLevel.

Switches are off until you turn them on. Turning a switch off stops that part; it does not delete anything already imported.

Map the sales stages (opportunities)

Under Opportunities and stages, IBIOS can match GoHighLevel pipeline stages to Hot Lead, Accepted and Converted.

1. Click Run scopes test. The first push also confirms the access.
2. Map each GoHighLevel stage to the IBIOS stage you want.
3. Click Approve this mapping. Only the exact mapping you approved is used.
4. If you change the mapping after approving, the panel says it needs approving again, and pushing stops until you do.
5. Withdraw approval stops pushing at once.

The opportunity push switch is off by default. Turn it on only after the mapping is approved.

Rotate or disable the token

• GoHighLevel recommends a new token every 90 days. When the panel says it is time, follow Test new token, then Check old token, then expire the old token in GoHighLevel under Private Integrations.
• If you think the token has leaked, click Compromised. This disables the connection at once, removes the token and the webhook secret, and alerts the owners. Then make a new token and connect again.

Sync now

Click Sync now to run a full pass straight away, rather than waiting for the next check.

Tips

• Connect, test, then switch on one part at a time: bookings first, then briefings, then call notes.
• Keep the staff mapping up to date when someone joins or leaves. A booking for an unmatched user will not reach the right person.
• Write down the webhook secret somewhere safe the moment it is shown. It cannot be shown again.

Things to know

• Raw message text is not kept unless you turn on Keep raw message text. It is off by default because it can contain personal detail.
• The consent switch tells each caller that calls are recorded, and keeps a record of that for each call. Check the wording with your own policy before you turn it on.
• Custom fields from GoHighLevel arrive as notes. Choose Ignore, Keep as a note or Publish for each one. New fields are unreviewed until you do.
• Catchment (where you fit bathrooms) is used to flag addresses outside your area on the briefing card.

Related articles

• Read the GoHighLevel showroom briefing
• GoHighLevel call reports and recap emails