EverSync

1. 1

   Go to Practices tab > Add Practice

   Fill in: practice name, HighLevel Location ID, API Key, Jane subdomain, and timezone.

2. 2

   Test the HighLevel connection

   Click the plug icon on the practice card to verify the API key works.

This enables EverSync to create appointments in Jane when patients book through HighLevel.

1. 1

   Open Automation Settings

   Go to Providers tab, find the practice row, click the gear icon.

2. 2

   Save Jane credentials

   Enter Jane subdomain, staff email, and password. Click Save Credentials.

3. 3

   Test the login

   Click Test Login. If it fails due to CAPTCHA, use the Session Cookies import method instead.

1. 1

   Get Jane ICS Feed URLs

   In Jane App: Settings > Calendar Integrations for each practitioner. Copy the Appointments feed URL (and optionally the Shifts URL).

   https://[clinic].janeapp.com/feeds/XXXXX/appointments.ics
   https://[clinic].janeapp.com/feeds/XXXXX/shifts.ics
2. 2

   Create Sync Config

   Go to Providers tab > Add Provider:

   • Select the practice from dropdown
   • Enter practitioner name (e.g., "Dr. Lindsay Bourque")
   • Paste the Appointments feed URL
   • Paste the Shifts feed URL (optional)
   • Set Sync Shifts to OFF for concurrent booking

   Auto-created: A HighLevel calendar named "[Practitioner] - Availability" is automatically created.
3. 3

   Repeat for every practitioner

   Each practitioner who needs calendar sync gets their own config (chiropractors, massage therapists, physiotherapists, etc.).

1. 1

   Trigger sync for each provider

   Click the sync icon on each provider card. Check Sync Logs for results.

2. 2

   Configure concurrent slots in HighLevel

   In HighLevel, open each auto-created calendar and set:

   • Appointments Per Slot: Match practitioner capacity (e.g., 5)
   • Slot Interval: 5 minutes
   • Slot Duration: 5 minutes
   • Open Hours: Match working schedule or set to 24/7
3. 3

   Verify in HighLevel

   Confirm Jane appointments appear and available slot counts are correct.

1. 1

   Import services from appointment history

   Go to Services tab, select the practice, click Import from History. Services are extracted from synced appointments with real durations.

2. 2

   Review and clean up

   Edit services to set Display Names (voice-friendly), verify durations, toggle Voice Bookable off for non-phone services, and add Keywords for better matching.

3. 3

   Map practitioners to services

   Click the practitioners badge on each service (e.g., "0 mapped") and add every practitioner who offers that service.

4. 4

   Test with the Voice AI panel

   Expand the Voice AI Test Panel and type service names as callers would say them (e.g., "massage", "adjustment"). Verify high confidence matches and check availability.

Connect HighLevel Phone AI via MCP Server. One URL, one tool — no custom actions or variable wiring needed.

Copy and customize this prompt for your HighLevel Phone AI agent settings. Replace the bracketed placeholders with your practice details.

You are a friendly receptionist for [PRACTICE NAME]. You help callers book appointments.

BOOKING FLOW:
1. Greet the caller warmly.
2. Ask what type of appointment they need.
3. Once they describe the service, use the "Look Up Service" action with their words as service_spoken.
4. Read the voice_prompt from the response to confirm the service.
   - If requires_clarification is true, read the options and ask them to choose.
   - If a best_match is found, confirm it with the caller.
5. Ask if they have a preferred practitioner, or if any available practitioner is fine.
6. Use the "Check Availability" action with the service_id and optional practitioner_name.
7. Read the voice_prompt from the availability response (lists next available times).
8. When the caller picks a time, confirm: service name, date/time, practitioner name.
9. Collect their name, phone number, and email for the booking.
10. Confirm all details and let them know their appointment is booked.

RULES:
- Always confirm the service before checking availability.
- If no slots are available, offer to check a wider date range or different practitioner.
- Keep responses natural and conversational.
- If the caller asks something outside booking, politely redirect or offer to transfer.

PRACTICE INFO:
- Name: [PRACTICE NAME]
- Services: [LIST YOUR MAIN SERVICES]
- Hours: [YOUR HOURS]
- Address: [YOUR ADDRESS]
- Phone: [YOUR PHONE]

After the Voice AI agent confirms a booking, a HighLevel Workflow creates the actual appointment.

1. 1

   Create a Workflow

   Trigger: Phone AI call completed with booking_confirmed = true

2. 2

   Add "Create Appointment" action

   Use the extracted variables:

   • Calendar ID:
   • Start Time:
   • Duration: minutes
   • Title: Phone Booking -
3. 3

   Add confirmation SMS/email (optional)

   Send a confirmation with appointment details, practitioner name, and cancellation instructions.