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GoHighLevel runs your contacts, your pipelines, and your automations in one place, usually across several client accounts. A booking taken on your Webflow site should feed straight into it.
Connect FlowBookings to GoHighLevel through Zapier and every appointment becomes a contact and an opportunity in the right sub-account, ready to drop into a pipeline or kick off a workflow.
Why connect FlowBookings to GoHighLevel
GoHighLevel's whole pitch is that everything lives together: the contact, the pipeline, the SMS and email automations, the reporting.
A booking that never enters it breaks that promise: you've got an interested lead sitting in a separate tool while your workflows, the thing you actually built GHL for, have no idea they exist.
Connect the two and each booking lands as a contact in GoHighLevel, ready to enter a pipeline as an opportunity and trigger whatever automation you've set up: a welcome text, a nurture sequence, a task for the team.
For agencies running GHL across multiple clients, it means a booking on any client's Webflow site flows into that client's sub-account and fires that client's automations, hands-off. That's the difference between a booking tool and one that plugs into the machine you run everything from.
How it works
A customer books on your Webflow site. FlowBookings records the appointment. Zapier picks it up and creates the matching records in GoHighLevel.
Bookings flow into GoHighLevel: contacts and opportunities. It can also run the other way: an opportunity you mark Won in GHL can flip the booking's status back in FlowBookings.
Contacts, opportunities and sub-accounts
A contact in GoHighLevel is the person, and it's the anchor everything hangs off: automations, conversations, appointments.
An opportunity is that contact inside a pipeline, the equivalent of a deal, with a value and a stage. And the piece that's unique to GHL: sub-accounts (locations).
If you run GoHighLevel as an agency, each client has their own sub-account with its own contacts, pipelines, and automations.
A booking gives you what you need for the contact and the opportunity customer details for one, price and service for the other. The thing to get right is which sub-account a booking belongs to.
Zapier connects to one location at a time, so if you run several clients, you run one Zap per client sub-account, each pointed at that client's FlowBookings account and their GHL location. Get that mapping right, and each client's bookings flow into their world, and nobody else's.
What you'll need
- A FlowBookings account on any plan (one per client, if you run several)
- A free Zapier account (a paid plan comes in for multi-step Zaps like contact-plus-opportunity)
- A GoHighLevel account, and the specific sub-account/location you want bookings to land in
- At least one service set up in FlowBookings, and one booking to use as a test
The triggers you're working with
FlowBookings gives GoHighLevel two things to react to, plus one action it can receive:
Each record can carry the customer's first and last name, email, the service name, the start and end time, the price, and any custom fields the customer filled in on your form.
Zaps you can build
Create or Update a GoHighLevel Contact from Every Booking
New Booking → Create/Update Contact
A booking comes in, and the booker becomes a contact in the right GHL sub-account matched to an existing one if they're already there. Once they're a contact, every GoHighLevel automation can reach them. This is the Zap that gets bookers into your workflows.
Create an Opportunity for Every Booking
New Booking → Create/Update Contact → Create Opportunity
For running bookings through a pipeline. On top of the contact, this opens an opportunity in the pipeline and stage you choose, with the booking's price as its value, linked to the contact. Your pipeline starts tracking booked demand as it comes in.
Approve a Booking When Its Opportunity Is Won
GHL opportunity status Won → Update Booking Status → Approved
Mark an opportunity Won in GoHighLevel and the linked booking flips to Approved in FlowBookings. One rule: once a booking is cancelled, rejected, or already completed, its status is locked, so this only acts on bookings still open.
How to set up FlowBookings and GoHighLevel integration
Here are the steps to build the integration:
1. Grab your API key
In FlowBookings, go to Dashboard → Integrations → API Key and copy the key from the account whose bookings should feed this GHL sub-account. Treat it like a password; don't paste it anywhere public.
2. Start a new Zap
In Zapier, hit Create → Zaps, search FlowBookings, and pick it as your trigger app.
3. Choose the New Booking trigger
Select New Booking. When Zapier asks you to sign in, paste your API key. It'll pull in a recent booking as sample data so you've got real fields to work with. No bookings yet? Make a quick test one on your Webflow site first.
4. Add the GoHighLevel contact
Add an action, choose GoHighLevel → Create/Update Contact, and connect the account. This is where you pick the sub-account (location) — make sure it's the right client's. Map customer.email as the match key, plus customer.firstName and customer.lastName.
5. Add the opportunity
Add a second GHL action: Create Opportunity:
6. Test it and switch it on
Run the test and check GoHighLevel. The contact should appear in the right sub-account with an opportunity attached. Multi-step, so it runs on a paid Zapier plan. Looks right? Publish.
7. Repeat per client (agencies)
Running several clients? Duplicate this Zap for each: swap in that client's FlowBookings API key at the trigger, and their GHL sub-account at the contact step. One Zap per client keeps every booking in the right world.
8. Close the loop from GHL (optional)
To have won opportunities confirm bookings: build a second Zap triggered on GoHighLevel → Opportunity Status Changed (Won), action FlowBookings → Update Booking Status → Approved. Store the booking ID on the contact or opportunity in step 4/5 so it can be mapped back.
Here is detailed documentation on how to set up Zapier in FlowBookings.
What you need to know
A few honest edges before you build:
- Sub-account is the thing to get right. Zapier connects to one location per Zap. Multiple clients means one Zap per point, every one at the correct FlowBookings account and GHL sub-account
- Use Create/Update, not plain Create. Matched on email, it keeps returning bookers from duplicating
- The opportunity Zap needs a paid Zapier plan. Contact plus opportunity is multi-step. Contact-only runs free
- It's fast, not instant. Zapier checks for new bookings every 1–5 minutes on paid plans, up to 15 on the free one
- Reschedules don't update the record. The trigger fires when a booking is made, not when it changes
- Status is one-directional and locked once final. GHL can push a booking to Approved or Completed, but one already cancelled, rejected, or completed can't be moved again
Frequently asked questions
Does this cost anything extra?
Zapier integration is available on all FlowBookings plans with no extra charges. You'll need a Zapier account; the free tier covers the basic booking-to-contact Zap, and a paid plan comes in once you add opportunities.
How does it work if I run GoHighLevel for multiple clients?
One Zap per client. Each points at that client's FlowBookings account and their GHL sub-account, so bookings only ever land in the right place.
Will it create duplicate contacts?
Not if you use Create/Update Contact, matched on email.
Can bookings trigger my GHL automations?
Yes, once a booking creates or updates a contact, any automation set to run on that contact can fire, exactly as it would for any other new contact.
Can GoHighLevel update a booking's status?
Yes. A Won opportunity can set the booking to Approved unless it's already cancelled, rejected, or completed.
What happens if a customer reschedules?
The GHL records aren't updated automatically, and the trigger only fires on a fresh booking.
Do I need to know how to code?
Not at all. Everything's done by pointing and clicking in Zapier.