Send an Onboarding Calendar Link After GHL Deals Close

See how to send an Onboarding Calendar Link as soon as a deal closes. This simple workflow saves time and gives every new client a clear next step.

Inside this video:

• Set up the workflow that starts when a deal closes.
• Send the Onboarding Calendar Link by email.
• Alert your sales and onboarding teams at the right time.
• Test the workflow before you publish it.

When a client deal moves to your closed stage, this GHL workflow starts on its own. You set the trigger once, and GHL takes care of the next steps. Your client gets an Onboarding Calendar Link right away, so they know how to book their first call.

After the email is sent, GHL keeps your team in the loop. The sales rep gets a notice that the client received the Onboarding Calendar Link. When the client books the call, GHL sends a confirmation email and lets your onboarding team know they are ready.

• Sends the client an email with the Onboarding Calendar Link.
• Gives the client a clear next step after the deal closes.
• Alerts the assigned sales rep when the email is sent.
• Tracks when the client books the onboarding call.
• Sends a confirmation email after the booking.
• Notifies your onboarding team that the client is ready.

You will build this process in the GoHighLevel Workflow Builder. One trigger starts when a deal closes. A second trigger starts when the client books an onboarding call.

You will then add the steps that send the Onboarding Calendar Link, alert the sales rep, confirm the booking, and notify your onboarding team. The steps below show you how to set up the full workflow in GHL.

• Access the Workflow Builder from the Automation Section.
• Set the Opportunity Created Trigger After Renaming Your Workflow.
• Rename the Opportunity Created Trigger and Add a Filter.
• Set Status as the Filter Before Adding Another Filter.
• Set In Pipeline as the Second Filter Before Saving the Trigger.
• Set Customer Booked Appointment as the Second Trigger.
• Rename the Customer Booked Appointment Trigger and Add a Filter.
• Set In Calendar as the Filter Before Saving the Workflow.
• Add the If / Else Action Element.
• Set and Configure the Onboarding and Opportunity Created Branches.
• Search for and Add the Send Internal Notification Element Under the Opportunity Created Branch.
• Set the Action Name and Internal Notification for Your Team.
• Set the Redirect Page and Team Assignee.
• Search for and Add the Send Email Action Element Under the Opportunity Created Branch.
• Set the Sender Name, Email Address, and Subject Line.
• Add the Onboarding Email Subject Line and Body.
• Search for and Add the Send Email Action Element Under the Onboarding Calendar Link Branch.
• Set the Sender Name, Email Address, and Subject Line.
• Add the Onboarding Confirmation Email Subject Line and Body.
• Search for and Add the Send Internal Notification Element Under the Onboarding Calendar Link Branch.
• Set the Action Name and Internal Notification for Your Team.
• Set the Redirect Page and Team Assignee.
• Open the Workflow Settings, Then Set the Contact Timezone Before Returning to the Builder.
• Publish and Save Your Workflow.

To start, make sure you are logged in to your GoHighLevel sub-account. Create a sales pipeline and an onboarding calendar.

• Create your Onboarding Calendar Link workflow using the Workflow Builder in the Automation section.

1.1 Click Automation.

• You will be taken to the Workflows tab by default.

1.2 Click Workflows.

• You will see a list of workflows, along with options such as Create Folder, Build Using AI, and + Create Workflow.

1.3 Click + Create Workflow.

• A dropdown menu will appear with several options, including + Start from Scratch.

1.4 Click + Start from Scratch.

• You will be taken to the Workflow Builder.

• Rename your workflow, then set the Opportunity Created trigger.

2.1 Rename your workflow.

• Click the Pencil icon at the top of the Workflow Builder and enter a new name for your Onboarding Calendar Link workflow.

2.2 Click Add New Trigger.

• The trigger library will appear, where you can search for and select a trigger.

2.3 Search for and select Opportunity Created.

• You will be taken to the Opportunity Created trigger settings.

• Give the Opportunity Created trigger a clear name, then add a filter.

3.1 Rename the Opportunity Created trigger.

• This makes it easier to identify on the Onboarding Calendar Link workflow canvas.

3.2 Click Add Filters.

• A drop-down filter will appear below the Add Filters button.

• Choose Status as the filter, then select Is. After that, select Open as the condition before adding another filter.

4.1 Select Status from the first drop-down filter.

• Another drop-down filter will appear below the first filter.

4.2 Select Is as the operator

• Another drop-down filter will appear below the second filter.

4.3 Choose Open for this condition

• The chosen filter should appear in the third drop-down filter.

4.4 Click Add Filters.

• A drop-down filter will appear below the first filter set.

• Choose In pipeline as the filter, then select your created sales pipeline before saving the trigger.

5.1 Select In Pipeline from the second drop-down filter set.

• Another drop-down filter will appear below the second filter.

5.2 Choose your created pipeline.

• The chosen pipeline should appear in the second drop-down filter.

5.3 Click Save Trigger.

• The trigger will now appear on the workflow canvas.

• Set the Customer Booked Appointment trigger as the second trigger for this Onboarding Calendar Link workflow.

6.1 Click Add New Trigger.

• The trigger library will appear, where you can search for and select a trigger.

6.2 Search for and select Customer Booked Appointment.

• You will be taken to the Customer Booked Appointment settings.

• Give the Customer Booked Appointment trigger a clear name, then add a filter.

7.1 Rename the Customer Booked Appointment trigger.

• This makes it easier to identify on the Onboarding Calendar Link workflow canvas.

7.2 Choose who should be enrolled in this workflow

• Contact and guests are chosen as an example

7.3 Click Add Filters.

• A drop-down filter will appear below the Add Filters button.

• Choose In calendar as the filter, then select your created Onboarding calendar before saving the workflow.

8.1 Select In calendar from the first drop-down filter.

• Another drop-down filter will appear below the first filter.

8.2 Select your created onboarding calendar.

• The chosen calendar should appear in the third drop-down filter.

8.3 Click Save Trigger.

• The trigger will now appear on the Onboarding Calendar Link workflow canvas.

• Search for and add the If / Else action element to the workflow.

9.1 Click Add New Element.

• The action library will appear on the right side of the canvas.

9.2 Search for and select the If / Else action element.

• You will be taken to the If / Else settings page.

• Rename the element, then select and configure the Onboarding and Opportunity Created Branches.

10.1 Rename the If / Else action element.

• Use a clear and simple name.

10.2 Make sure the first filter in the first branch is Workflow trigger.

• Another drop-down filter will appear below this filter.

10.3 Set the operator to Is.

• Another drop-down filter will appear below this filter.

10.4 Set the trigger to Customer Booked Appointment.

• This is the trigger you created earlier.

10.5 Rename the None branch as the Opportunity Created branch.

• The workflow will follow this branch when the Opportunity Created trigger starts.

10.6 Click the Save Action button.

• The If / Else action element will now appear on the workflow canvas.

• Click Add New Element, then search for and select the Send Internal Notification action element under the Opportunity Created branch.

11.1 Click Add New Element under the Opportunity Created branch.

• The action library will appear on the right side of the canvas.

11.2 Search for and select the Send Internal Notification action element.

• You will be taken to the Send Internal Notification settings page.

• Rename the Send Internal Notification action element, then create the notification for your team.

12.1 Rename the Send Internal Notification action element.

• Use a clear and simple name.

12.2 Choose the Notification Type.

• The Title, Message, and other notification fields will appear for you to complete.

12.3 Enter the notification title.

• Keep it short and easy to understand.

12.4 Enter the Send Internal Notification message for your team.

• Write clear instructions so your team knows what to do next.
• Add the appropriate custom values as well so the team member can easily identify the client’s details.

• Set the redirect page so your team can open the client’s contact details and project.

13.1 Set the Redirect Page to Contact.

13.2 Choose the User Type.

• For this example, Particular User is selected.

13.3 Click the Save Action button.

• The action element will now appear on the workflow canvas.

• Click Add New Element, then search for and select the Send Email action element under the Opportunity Created branch.

14.1 Click Add New Element.

• The action library will appear on the right side of the canvas.

14.2 Search for and select Send Email.

• You will be taken to the Send Email settings.

• Set the sender details and subject line for this Onboarding Calendar Link workflow email.

15.1 Rename the Send Email action element.

• Use a clear and simple name.

15.2 Enter the sender name.

• You can also use a custom value for the sender name.

15.3 Enter the sender email address.

• You can also use a custom value for the sender email address.

• Enter the subject line and content for your Onboarding email.

16.1 Enter the Onboarding email subject line.

• Keep the subject short and clear.

16.2 Enter the Onboarding Email body.

• Keep the message clear, polite, and helpful.
• Make sure to include the Onboarding Calendar Link.

16.3 Click Save Action.

• The Send Email action element will now appear on the workflow canvas.

• Click Add New Element, then search for and select the Send Email action element under the Onboarding Calendar Link branch.

17.1 Click Add New Element.

• The action library will appear on the right side of the canvas.

17.2 Search for and select Send Email.

• You will be taken to the Send Email settings.

• Set the sender details and subject line for this workflow email.

18.1 Rename the Send Email action element.

• Use a clear and simple name.

18.2 Enter the sender name.

• You can also use a custom value for the sender name.

18.3 Enter the sender email address.

• You can also use a custom value for the sender email address.

• Enter the subject line and content for your Onboarding Confirmation email.

19.1 Enter the Onboarding Confirmation email subject line.

• Keep the subject short and clear.

19.2 Enter the Onboarding Confirmation Email body.

• Keep the message clear, polite, and helpful.
• Make sure to include the Onboarding Calendar Link details as the client confirmed the onboarding appointment schedule.

19.3 Click Save Action.

• The Send Email action element will now appear on the workflow canvas.

• Click Add New Element, then search for and select the Send Internal Notification action element under the Onboarding Calendar Link branch.

20.1 Click Add New Element under the Onboarding Calendar Link branch.

• The action library will appear on the right side of the canvas.

20.2 Search for and select the Send Internal Notification action element.

• You will be taken to the Send Internal Notification settings page.

• Rename the Send Internal Notification action element, then create the notification for your team.

21.1 Rename the Send Internal Notification action element.

• Use a clear and simple name.

21.2 Choose the Notification Type.

• The Title, Message, and other notification fields will appear for you to complete.

21.3 Enter the Onboarding Calendar notification title.

• Keep it short and easy to understand.

21.4 Enter the Send Internal Notification message for your team.

• Write clear instructions so your team knows what to do next.
• Add the appropriate custom values as well so the team member can easily identify the client’s details.

• Set the redirect page so your team can open the client’s contact details and project.

22.1 Set the Redirect Page to Contact.

22.2 Choose the User Type.

• For this example, Particular User is selected.

22.3 Click the Save Action button.

• The action element will now appear on the workflow canvas.

• Click the Settings tab at the top of the workflow canvas, then set the Contact Timezone in the Communication section before returning to the workflow builder.

23.1 Click the Settings tab.

• You will be taken to the workflow settings section.

23.2 Set the Contact Timezone.

• This helps the workflow send messages based on the contact’s local timezone.

23.3 Click the Builder tab.

• You will return to the workflow canvas.

• Turn on Publish and save your workflow.

24.1 Turn on the Publish toggle.

• The toggle will turn blue to show that it is active.

24.2 Click Save.

• The red dot on the Save button will disappear, confirming that your workflow has been saved.

When you close a deal, your client should know what to do next. If they have to wait for an email, the onboarding process can slow down. Sending the Onboarding Calendar Link right away gives them a clear next step while the deal is still fresh.

This workflow also helps you keep your team on the same page. The sales rep knows the email was sent, and the onboarding team gets an alert when the client books a call. You spend less time checking on progress because GHL handles the updates for you.

• Gives your client a clear next step after the deal closes.
• Sends the Onboarding Calendar Link as soon as the workflow starts.
• Reduces delays between the sales and onboarding teams.
• Keeps the assigned sales rep informed.
• Alerts your onboarding team when the client books a call.
• Helps every client follow the same onboarding process.

With this workflow in place, you can give every new client the same experience. The Onboarding Calendar Link is sent on time, your team stays informed, and you spend less time on manual follow-up.

Before you publish the workflow, test it with a sample contact. This helps you catch a bad link, a wrong trigger, or a missing email before a real client enters the process.

Move a test deal into the closed stage. Check that the sales rep gets the alert and that the client receives the email with the Onboarding Calendar Link. Then open the link and book a test call. This confirms that the booking steps also work.

• Use a test contact with a valid email address.
• Move the deal into the correct closed stage.
• Check that the sales rep gets the alert.
• Confirm the client gets the Onboarding Calendar Link.
• Open the link and book a test call.
• Check that the client gets the booking email.
• Confirm your onboarding team gets the alert.
• Review the contact and deal records for errors.

You should also test the email on a phone and a computer. Check the sender name, link, booking page, and call time. Once each step works as planned, you can publish the workflow.

Once this workflow is live, your client gets the Onboarding Calendar Link as soon as the deal closes. They do not have to wait for a manual email, so they can book the call while the next step is still clear.

You also get a cleaner handoff between sales and onboarding. The sales rep knows the email was sent, and the onboarding team knows when the call is booked. You do not need to check each deal by hand or chase the team for updates.

• Helps clients book their onboarding call sooner.
• Reduces missed emails and slow follow-up.
• Saves time for your sales team.
• Gives your onboarding team clear updates.
• Creates the same process for each new client.
• Makes it easier to track each deal from close to booking.

The main benefit is a simple process you can use for every new client. The Onboarding Calendar Link goes out on time, your team stays informed, and the client can move forward without delay.

You may have a few questions before you publish this workflow. The answers below cover the main setup points, common issues, and simple ways to check that your Onboarding Calendar Link process works as planned.

When a deal closes, your client should know what to do next. This GHL workflow sends the Onboarding Calendar Link right away, so the client can book the first call without waiting for a manual email.

You also keep your team informed. The sales rep knows the link was sent, and the onboarding team gets an alert when the call is booked. This gives you a clear handoff from sales to onboarding.

Before you use the workflow with real clients, test each part. Check the email, the link, the team alerts, and the booking message. Once each step works, you can publish the workflow and use it for every new deal.

The aim is simple. Your client gets the right message at the right time, and your team spends less time on follow-up.