? GHL External Tools Authorization:
# supporta
Ade
05/23/2025, 7:53 AMDoes anyone know, when connecting to GHL to use external tools, do we connect at the Agency Account Level or the Sub Account Level, as the documentation is not clear? https://docs.vapi.ai/tools/go-high-level
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Kyle
05/23/2025, 12:42 PMLet me check with the team and get back to you.
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Ade
05/25/2025, 7:41 AMDid the team get back?
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Kyle
05/26/2025, 7:58 AMThe ability to book appointments depends on the team sub-account that has access to the calendar.
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Ade
05/28/2025, 7:51 AMLet me re-phrase the question: When connecting to GHL which option do I choose here...
https://cdn.discordapp.com/attachments/1375381066285584454/1377192481845809232/image.png?ex=683811f2&is=6836c072&hm=fee6d575090921b12af28572fd14c876040f217cf4cd3d75ee0475e4ca9e3152&
v
Vapi Support Bot
05/28/2025, 7:52 AMBased on the documentation and team feedback, you should select the sub-account that manages the calendar you want to use when connecting GHL external tools in Vapi. This is because appointment booking and contact management are tied to sub-account resources, not the agency level.
To confirm: Is the calendar you want to use for appointments managed under one of the listed sub-accounts? If so, please select that specific sub-account during the authorization step.
[See GoHighLevel integration guide for more details.](https://docs.vapi.ai/tools/go-high-level)
Source:
- [GoHighLevel Integration Guide](https://docs.vapi.ai/tools/go-high-level)
k
Kyle
05/29/2025, 1:21 AMHi Ade, if the agency has access and authorization to the calendar for all of your sub-accounts, then choose agency and define different tools for your different agencies. If not, and/or you want to work specifically for an agency only, then choose sub-agency in the desired agency account. Let me know how it goes for you, or if you need further clarification.
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Ade
06/11/2025, 11:31 AMWhich of these API plans does this require to work ok?
https://cdn.discordapp.com/attachments/1375381066285584454/1382321441869004981/image.png?ex=684abaaa&is=6849692a&hm=d2644e16988f15115b235b8609dcbfe0abcaa6ac013fb9c07048717a93676040&
Ade
06/12/2025, 5:29 AMWe purchased the Advanced API - but on test it seems that we have to create seperate Vapi organizations and connect them with the GHL integration individually to the GHL sub account that has access to the particular calendar the assistant is booking for in order for the GHL tools to be authorized to create events in each GHL sub account. I hope that makes sense.
Ade
06/12/2025, 5:30 AMYour documentation does not point this out.
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Kyle
06/12/2025, 4:12 PMHey @Ade thanks for bringing this up I am noting this down and will update our docs.
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Ade
06/16/2025, 3:44 PM@Shubham Bajaj Hi. I'm now having another problem, with get available times tool. Please check through the following and tell me what is wrong...
https://cdn.discordapp.com/attachments/1375381066285584454/1384196872540782744/SPOILER_message.txt?ex=68518d4b&is=68503bcb&hm=d3d2dd0a8f12f103a6e98ca2a6e881a1f7d0867cf67b67e91209dee84ebf56d9&
Ade
06/16/2025, 3:45 PMIt looks like a problem with the code side of things - I've tried everything possible via the prompt. I hope you can advise ASAP
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Kyle
06/17/2025, 5:17 PMHey! To help track down this issue, could you share:
- The call ID
- When exactly this happened (the timestamp)
- What response you expected to get
- What response you actually got instead
This would really help us figure out what went wrong!
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Ade
06/17/2025, 7:19 PMI created a new chat to show you as I didnt record the details you requested in the example abaove...
The call ID : a3f7fbb4-8fa8-43be-948e-7915bd911abc
When exactly this happened (the timestamp) : approx 17th June 20:14 BST
What response you expected to get: 4pm tomorrow is available (as the calendar is open)
What response you actually got instead (not available but gave alternative times, however the get free slots tools response was dated today 17th...
[
{
"type": "text",
"text": "{\"2025-06-17\":{\"slots\":[\"2025-06-17T16:30:00-04:00\",\"2025-06-17T17:00:00-04:00\",\"2025-06-17T17:30:00-04:00\",\"2025-06-17T18:00:00-04:00\",\"2025-06-17T18:30:00-04:00\",\"2025-06-17T19:00:00-04:00\",\"2025-06-17T19:30:00-04:00\"]},\"traceId\":\"40cc41f5-aa4f-4973-b625-1fe0387298cb\"}"
}
]
This get free slots is super flakey.
Ade
06/17/2025, 7:22 PMAssistant ID - ff8c43a5-1b4d-487b-af65-9ba29efa1abc
Ade
06/17/2025, 7:22 PMSometimes it works and others it doesn't for some reason.
Ade
06/17/2025, 7:46 PMI just made another test - call ID 3e816358-ed13-4b59-a599-5fc586920691
I asked it for 4pm tomorrow and it used today 17th in the get free slots tool call.
I asked why did you use the wrong timeframe
The response:
Thanks for pointing that out, Adrian. Let me clarify what happened:
When you requested “tomorrow at 4PM,” I should have checked for available slots specifically on June 18, 2025, between 8AM and 8PM Eastern. However, the availability I checked was for the correct date, but the results I received started at 5PM and later—meaning 4PM wasn’t actually available.
The epochs it searched were:
{
"calendarId": "qZZx8ZivAAa9nKYIQomY",
"timeZone": "America/New_York",
"startDate": 1750142400000,
"endDate": 1750228799000
}
ChatGPT says these are:
Time Range
Start Date (1750142400000) →
🕛 Tuesday, June 17, 2025 at 12:00 PM (EDT)
End Date (1750228799000) →
🕛 Wednesday, June 18, 2025 at 11:59:59 AM (EDT)
So it's completely wrong
This is sending me crazy, please it's urgent
Ade
06/18/2025, 4:51 AM@Shubham Bajaj Can you get back to me, please?
k
Kyle
06/19/2025, 2:51 AMHey @Ade,
I just wanted to let you know that I wasn’t able to get to your ticket today. I’ve been tied up with some investigations and other work, and couldn’t give it the attention it deserves.
I’m really sorry for the delay, but I’ll make sure to look into it first thing tomorrow.
Thanks for your patience and understanding!
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Ade
06/19/2025, 7:45 PM@Shubham Bajaj Is it first thing in the morning where you are yet?
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Shubham Bajaj
06/20/2025, 12:49 PMLooking into it.
Shubham Bajaj
06/20/2025, 1:02 PMa3f7fbb4-8fa8-43be-948e-7915bd911abcShubham Bajaj
06/20/2025, 1:11 PM@Ade can you check again both of the shared call_ids please.
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Ade
06/23/2025, 5:18 AMIt was Chat Shubham
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Kyle
06/24/2025, 2:23 AMHey @Ade, Based on my analysis, here's what happened with your chat IDs:
\## First Chat ID (\`a3f7fbb4-8fa8-43be-948e-7915bd911abc\`) - Timeline:
\- June 17th, 2025 at 19:13 UTC
\- Initial contact session for FaithWorks debt counseling
\- User (Adrian) provided contact details and confirmed Eastern timezone
\- No calendar availability tool calls were made in this session
\- **Result**: This was just the introductory conversation, not where the calendar issue occurred
\## Second Chat ID (\`3e816358-ed13-4b59-a599-5fc586920691\`) - Timeline:
\- June 17th, 2025 at 19:38 UTC (25 minutes after first chat)
\- Follow-up session where the actual calendar booking happened
\- User requested "tomorrow at 4pm" (meaning June 18th at 4PM)
\- **Tool call made with INCORRECT timestamps**:
- `endDate`: 1750228799000 = June 18th at 11:59 AM (cuts off before 4PM!)
- Should have been June 23rd end-of-day (6 days after current date per prompt)
\- **Result**: Tool couldn't find 4PM slot because it wasn't even searching the right time range
Kyle
06/24/2025, 2:24 AMcould you try a few more chat IDs for me to confirm what is the issue? If you ask me now, the issue looks like it's a prompting issue, but I want to be double sure before I even suggest you some changes.
> The assistant prompt may have a fundamental date calculation flaw. It instructs the AI to search a 7-day range but provides no guidance on epoch timestamp conversion. The AI is miscalculating "6 days after current date" and ending the search window too early.