Skip to main content

​
Introduction

Sometimes a prospect just can’t decide on a time during the call. Instead of losing momentum, you can fire an SMS with your calendar link—automatically—using GoHighLevel’s Inbound Webhook trigger and a Custom URL tool in Callgency AI.

​
Why You Need This Fallback

Common scenarios:
  • “Just send me a link, I’ll book when I check my calendar”
  • “Text me the details, I’m driving”
  • “I need to coordinate with my spouse first”
A quick SMS with your booking link lets them convert on their own schedule without losing the lead.

​
Setup Overview

  1. Create Custom URL tool in Callgency AI
  2. Build Inbound Webhook workflow in GoHighLevel
  3. Send SMS with calendar link when triggered
  4. Wire the agent to the webhook

​
Step-by-Step Setup

​
1. Create Custom URL Tool (Callgency AI)

  1. Open the agent that books calls
  2. Click Add Tool → Custom URL
  3. Name it: send_sms
  4. Leave the response schema blank (you won’t need the return data)
  5. Mark as Async: ON
  6. Save (leave URL empty for now - we’ll add it in Step 4)

​
2. Create Inbound Webhook Workflow (GoHighLevel)

  1. In GHL, click Workflows → New
  2. Trigger: Inbound Webhook (premium feature; ~1¢ per run)
  3. Copy the webhook URL that appears
  4. Click Fetch Sample Request to load a dummy payload
  5. Accept the sample to map fields later

​
3. Build the Workflow Logic

Step 1: Find Contact
  • Add Find Contact action after trigger
  • Use {{contact_id}} to locate the record
  • (Callgency AI automatically sends this)
Step 2: Send SMS
  • Add Send SMS action
  • To: Use the found contact’s phone number
  • Message:
Hey {{contact.first_name}}, Jacob here from [COMPANY]. 

Here's the link to book your discovery call:
{{trigger_link.calendar}}

Let me know if you have questions!
Pro Tips:
  • Use a trigger link so clicks kick off their own automations
  • Optionally add “Link Clicked” tag for tracking
  • Send reminder if they don’t book within 24 hours
Step 3 (Optional): Update Pipeline
  • Add Update Opportunity action
  • Change stage to “Link Sent - Pending Booking”
  • Add tag: calendar-link-sent
Step 4 (Optional): Alert Team
  • Add Send Internal Notification
  • Notify via Slack or Email when links are sent
  • Track conversion rates

​
4. Wire Agent to Webhook

  1. Back in Callgency AI, edit your agent’s prompt
  2. Add this instruction:
## Calendar Link Fallback

If the caller says they're too busy to pick a time right now, or asks 
you to "just text me the link", run the `send_sms` tool.

Tell them: "No problem! I'll text you the booking link right now. 
You can pick a time whenever works for you."
  1. Edit the send_sms tool you created
  2. Paste the webhook URL from GoHighLevel (Step 2)
  3. Save

​
How It Works in Real Life

Agent: “What day works best for you?” Lead: “Just text me a link, I’ll book later.” Agent: Triggers send_sms tool → webhook fires → GHL finds contact → SMS with calendar link goes out in seconds Agent: “Done! I just texted you the link. Book whenever you’re ready, and we’ll see you soon!”

​
Webhook Payload

Callgency AI automatically sends: 
{
  "contact_id": "ghl_contact_id_here",
  "agent_name": "Solar Reactivation Agent",
  "timestamp": "2024-01-15T14:30:00Z"
}
Access these in GHL with:
  • {{webhook.contact_id}}
  • {{webhook.agent_name}}
  • {{webhook.timestamp}}

​
Optional Refinements

​
Tag for Tracking

Add tag sms-link-sent so you can filter later for:
  • People who got links but didn’t book
  • Follow-up campaigns
  • Analytics on conversion rates

​
Follow-up Workflow

Create a separate workflow:
  1. Trigger: Tag added sms-link-sent
  2. Wait: 24 hours
  3. Condition: Check if appointment exists
    • If no: Send reminder SMS
    • If yes: Do nothing (they booked)

​
Multiple Calendar Options

If you offer different services:
  • Pass calendar type as a variable in the webhook
  • Use conditional branching in GHL to send the right link

​
Troubleshooting

SMS not sending?
  • Verify webhook URL is correct
  • Check contact phone number is valid
  • Ensure SMS credits are available in GHL
Wrong contact receiving SMS?
  • Verify contact_id is being passed correctly
  • Check Find Contact step is working
  • Test with your own number first
Link not working?
  • Ensure you’re using {{trigger_link.calendar}} not a static link
  • Verify calendar is published and accessible
  • Test link manually before deploying

​
Cost Considerations

  • Inbound Webhook: ~1¢ per trigger (GHL premium feature)
  • SMS: ~1-2¢ per message
  • Total: ~2-3¢ per fallback link sent
Compare this to the value of a booking - usually well worth it!

​
Next Steps