Go High Level & Airtable....especially for calendars. Need help!

Hm, reminder emails and texts (via Twilio) are pretty simple to send out via Airtable.  

Confirmation emails might be a bit trickier depending on what you’re looking for.  If they’re just emails you’re sending out and you’ll be manually reading the replies, that’s easy to do.  If you want them to be able to click a button or something that will then update their record in Airtable to say theyr’e confirmed, that’s trickier, but also doable

I don’t think you’d really need ChatGPT for this, really.  There’s no scripting involved and the setup would be:

1. Create a formula field that outputs the date at which a reminder email should be sent, based on whatever data you’re using
2. Create a formula field that’ll output whether a reminder should be sent, based on the data from the previous field
3. Automation that triggers off of that formula field from step 2 to send out the email

4. 

I’ve set it up here for you to check out.  The nice thing about doing it via Airtable is you can create the email templates with data from your other tables:

​@ClarissaConstantine 

Any sort of 3rd-party integrations that you want to do with Airtable — such as automatically sending & receiving text messages or having Airtable communicate with GoHighLevel — can be very easily accomplished with Make’s advanced automations & integrations.

Make has native support for Airtable, native support for GoHighLevel, and native support for 3,100+ other apps.

If you’ve never used Make before, I’ve assembled a bunch of Make training resources in this thread. For example, here is one of the ways that you could instantly trigger a Make automation from Airtable.

Make is especially useful for sending & receiving text messages, and you won’t be trapped into using Twilio, which I do not recommend using.

I have been working with text messages in Airtable for years with many different clients of mine, and Twilio ended up giving all of us so much trouble over the years that I now use Make’s SimpleTexting integrations as my main SMS platform.

I give a demonstration on Airtable and SimpleTexting on this Airtable podcast episode.

In addition to SimpleTexting, there are a few other great SMS apps that Make natively supports too, such as MessageBird, TextMagic, and more.

I’ve found all of these to be much easier and much more reliable than Twilio. They’re cheaper, too! And their tech support is better than Twilio as well.

Hope this helps!

If you have a budget and you’d like to hire the best Airtable consultant to help you with this or anything else that is Airtable-related, please feel free to contact me through my website: Airtable consultant — ScottWorld

Hmm, it’d be helpful to see a example of your base setup to provide other advice. 

Airtable’s calendar functions can be very useful, but they also have some quirks and missing components that can get limiting (hard to automate repeating events, calendar invites/event invites can get complicated). 

One tip I use for event calendars (honestly most calendar forward implementations probably) is to have an event table and separate dates table.

Thanks for your replies!

The first step I want to do is to send an email to the registrant that says ‘Hey, you’re in,’ and also includes (an) .ics attachment(s) so they can download the event(s) into their calendar - I definitely want to allow folks to register for more than one event at a time, so individual .ics files are tricky, it seems. The .ics part is what I’m struggling with most at the moment.

Further, I like to send automatic reminders a day or two in advance as well as an hour or two prior to the event. The first reply above gives great insight on this.

For texts, I can set up a tag for each event to send reminders to registrants through GHL, since I’m already set up there.

Any further insights are appreciated!

Creating an .ics attachment is a little bit tricky, but you can accomplish that with Make’s automations.

​@DisraeliGears01 has outlined the step-by-step instruction on how to do that in this thread.

Hope this helps!

- ScottWorld, Expert Airtable Consultant

Yeah, the .ics walkthrough I wrote awhile back that Scott linked to should walk you through most of it. I checked it and the link I used for formatting the actual text is dead nowadays though. This should give you the basics and this other thread is also handy. I wouldn’t try to add different events into the same .ics (unless they’re recurrences), instead I’d just try to attach multiple .ics files (they’re teeny tiny files anyway).

Sending a day before reminder is easy to implement, the hour before reminder is a bit tougher  

A good approach is to store and manage events in Airtable but handle all confirmations and reminders through Go High Level. Airtable can serve as your event database, while GHL’s automation tools manage emails, texts, and tracking — keeping everything consistent and scalable as you grow.