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Appointment Sync

Prestige Roofing · Company Settings · Integrations

Appointment Sync

How appointments automatically sync between GoHighLevel and JobNimbus — current setup as of May 2026.

Bidirectional Sync Auto-Monitored
Overview

How It Works

Customer Books Online → JobNimbus
When a customer books an appointment through the website or AI assistant, the appointment automatically appears in JobNimbus as a Customer Appointment — assigned to the correct staff member, with the customer's contact info and service type.
⏱ Usually appears within 2 minutes
JobNimbus → GHL Calendar
When your team creates a Customer Appointment in JobNimbus assigned to Trevor or Chris, it automatically appears on the correct GHL booking calendar. This keeps the online booking calendar accurate — customers won't be offered slots that are already taken.
⏱ Usually appears within 1 minute
Staff

Who's Connected

Two-Way Sync
Trevor Kirby
Sales Calendar · Replacements, siding, windows, doors
Two-Way Sync
Chris Ramirez
Technical Calendar · Repairs, tune-ups, inspections
Only Trevor and Chris have automatic two-way sync right now. Other staff members (Pansy, Ron, etc.) have one-way protection — their JobNimbus schedules block GHL calendar slots so customers can't double-book, but their JN appointments don't create GHL bookings.
Details

What You'll See

In JobNimbus (from GHL bookings)
  • Title: Customer Appointment
  • Description includes: [synced from GHL — do not re-sync] followed by service type, contact name, and GHL appointment ID
  • Assigned to the staff member who was on the calendar
  • Tagged with the service type (e.g., "Sales Estimate")
In GHL Calendar (from JN appointments)
  • Title shows the JN task title (e.g., "Scheduled Appointment")
  • Appears on the correct calendar (Sales or Technical)
  • Status: Confirmed
  • Assigned to Trevor or Chris
Rules

Important Rules

  • Don't edit the sync description — JobNimbus tasks that came from GHL have [synced from GHL — do not re-sync] in the description. Don't delete or change this text — it's how the system knows not to create duplicates.
  • Don't create manual duplicates — If an appointment already synced, don't create a second one manually in the other system. The sync handles it automatically.
  • Customer Appointments only — Only "Customer Appointment" task type syncs to GHL calendars. Other task types (Follow-Up, Repair Date, etc.) are tracked on the conflict calendar but don't create GHL bookings.
  • Trevor and Chris only — Only appointments assigned to Trevor or Chris auto-sync to GHL. Appointments assigned to other staff use the conflict calendar system instead.
Monitoring

Alerts & Monitoring

  • The system monitors itself automatically — twice per day
  • If something goes wrong, Ismail receives an email alert immediately
  • Alert triggers: sync stops working for 24+ hours, appointment forwarding fails, high error rate
  • Your team does NOT need to monitor anything — alerts go to the admin automatically
Help

Troubleshooting

  • Issue 1
    Appointment didn't appear in JN within 5 minutes?
    • Verify the GHL booking was confirmed (not pending)
    • Check if this was a widget booking (customer self-booked) — staff-created appointments don't sync to JN
  • Issue 2
    Appointment didn't appear on GHL calendar within 5 minutes?
    • Verify the JN task is a "Customer Appointment" (not Follow-Up, Repair Date, etc.)
    • Verify it's assigned to Trevor or Chris
    • If both are correct, contact Ismail — the sync may need attention
  • Issue 3
    Seeing duplicate appointments?
    • Don't create manual copies — the sync handles it
    • If duplicates appear automatically, contact Ismail immediately
  • Still Stuck?
    Contact Ismail