Question from Reddit user:
Hello everyone,
I have a client who uses Aesthetic Record for booking and charting.
I’ve recently discovered that Zapier can automate the process of adding new patients to LeadConnector (GHL) whenever they’re added to Aesthetic Record, and possibly the reverse as well.
Regarding the calendar, I haven’t yet found a solution.
Is there a way to automate the syncing of appointments scheduled through Aesthetic Record or GHL to prevent double bookings and the need to switch between both platforms?
So far, the only option I’ve found with Zapier is related solely to adding new patients.
I’ve also looked into alternatives like Make and N8N, but haven’t found anything suitable.
Currently, with GHL, when a lead comes in, it goes to the calendar and “requests” a booking.
The client then checks Aesthetic Record for availability and “confirms,” allowing the automation to handle no-shows, cancellations, or confirmations.
I want the process to remain as simple as possible.
Thank you.
Answer from Nabil:
The short answer is:
You are correct that the native integration options through services like Zapier or Make are limited and often don’t provide the robust, two-way calendar sync necessary to prevent double bookings between a specialized EMR like Aesthetic Record and a marketing platform like GoHighLevel (GHL).
The most common solution that avoids manual checking is to leverage a middle-man calendar, such as a dedicated Google or Outlook calendar, to establish a one-way sync from both platforms to the middle calendar, which then acts as a central source of truth for availability.
However, the best, most future-proof solution is to use the HighLevel API and the Aesthetic Record API to build a custom, real-time two-way sync that handles appointments directly, eliminating the need for a separate calendar system and ensuring immediate conflict resolution.
The long answer is:
Since a seamless, direct, two-way calendar sync is not available out-of-the-box via the standard integration tools, your current process of requesting a booking in GHL and confirming in Aesthetic Record is a necessary manual workaround.
The problem with this manual step is that the time slot in GHL remains technically available until your client confirms it in Aesthetic Record, creating a window for double booking, and the confirmation in Aesthetic Record doesn’t automatically block the GHL calendar.
A common and simpler intermediate solution is to use GHL’s built-in calendar sync options to establish a two-way sync with a provider’s Google or Outlook calendar, and then separately set up a one-way sync from Aesthetic Record to that same Google or Outlook calendar.
This means any appointment booked in Aesthetic Record blocks off the time in the Google Calendar, which GHL then respects via its two-way sync, preventing a new GHL booking.
However, this is still prone to latency issues and the calendar might not pass all the necessary customer data.
For a high-volume, enterprise-grade solution that provides true, near real-time synchronization, you need to use the respective Application Programming Interfaces (APIs).
The HighLevel API has comprehensive endpoints for managing calendar events and creating appointments, and the Aesthetic Record API provides the necessary access to their scheduling and patient data.
A custom integration would use a cloud platform like Google Cloud Platform or a secure serverless environment like one managed by a service like Stape, which uses Google Tag Manager to trigger webhooks or other secure data exchange mechanisms whenever a relevant event occurs.
For example, when an appointment is created in GHL, your custom script immediately calls the Aesthetic Record API to attempt to create the corresponding appointment there.
If successful, the original GHL appointment is confirmed.
If not, the GHL appointment is cancelled, and the lead is notified.
This same logic would run in reverse for bookings made directly in Aesthetic Record.
This API-driven approach ensures that the availability is truly synchronized by making one system’s booking the immediate action that blocks the other system, fully automating the confirmation and conflict resolution process and eliminating the need for your client to manually check two systems.
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