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URGENT! GHL check availability tool does not work ...
# support
h
Hello everybody! Is there anyone else that is using the GHL tools, and when the assistant checks for availability it checks for the wrong dates? Like it says "I am no checking avialability for Monday August 18", and then it says "The system is only showing me avialable times for August 26th" or something similar. I have tried countless different things in the prompt, and I have been emailing back and fort with VAPI support but they haven't been able to help, nothing of the things they ask me to add in the prompt works sadly. I appreciate the help from them of course but I can't onboard any new clients and most of my clients has to be on paus right now, so I am losing a lot of money and if anyone knows a solution or has been running into the same issue please let me know, I would appreciate it very much. Thank you
c
Hi Hugo, The issue with the GoHighLevel availability check may be linked to the datetime context in the assistant's prompt. Ensure you include the current date and time with the correct timezone context. Here's how you can integrate the current date and time using Vapi's dynamic variables:
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plaintext
The current date and time is {{"now" | date: "%A, %B %d, %Y, %I:%M %p", "Your/Timezone"}}
Replace 
"Your/Timezone"
with the appropriate timezone for your setup. This ensures the assistant has the correct context for date and time when checking availability. For more detail, please check the [GoHighLevel Integration documentation](https://docs.vapi.ai/tools/go-high-level) for additional guidance on configuring your tools correctly.
h
Hi thank you, but this is already in the prompt. Vapi support have told me what to add in the prompt, for example a long instruction about how to use the availability tool etc, but the issue still persists
@User hello I’ve been waiting over a week for a response on my last email. And I haven’t really got any help here either. The email is hugo@scienzagroup.com in case you want to check out what things I’ve already tried. Thank you
c
Thanks for getting back with us. We are truly sorry for the delay and we thank you for your patience, we will investigate this further and will get back to you
h
Thank you very much I appreciate that
j
I experience that I get presented time slots that I am unavailable, and the the assistant is willing to schedule calls at times I am unavailable. How do I fix this? My assistant is connected to my GHL calendar through the GHL tools (check availability tool and the schedule appointment tool). However, the tool keep offering time slots I am unavailable. When I ask to schedule a time that is unavailable in the calendar, the assistant is happy to do so. I've read a blog post from you, and checked the documentation. It seems I have the necessary steps/configuration in place. (I know from the documentation that I need to provide the contact details for the appointment to be created. I haven't implemented this yet because I want to isolate the problem). Here is a snippet of my assistant's prompt: The current date and time is {{"now" | date: "%A, %B %d, %Y, %I:%M %p", "America/New_York"}} [...] "2. Confirm the contact's time zone 3. Using the contact's time zone, check availability using 'go_high_level_calendar_check_availability_tool' for open slots. Only suggest time slots that are returned as available from the Check Availability tool."
h
Hey! I had the same problem and I copied the example prompt that vapi provides here: https://docs.vapi.ai/tools/go-high-level Then I built my prompt around that if that makes sense? Like adding stuff and modifying this prompt but keeping the “important guidelines” and also the core booking flow. This didn’t solve my other problem though😅
c
Hello, Thanks for patiently waiting and we are truly sorry for the delay. We are still looking onto this and we will get back to you once we have answers. We really appreciate your kind understanding.
h
Thank you 🙏
c
Hello, We sincerely appreciate your understanding and apologize for the inconvenience this has caused. Our team is currently investigating the matter to determine the root cause and implement a resolution as quickly as possible. We will provide you with updates as soon as new information becomes available, and we remain committed to ensuring this issue is fully resolved
h
Sounds great! Thank you very much🙌
c
Could you please provide the call id shown in the screenshot so we can review the logs for the tool call result?
j
I updated the prompt and made a new test. This test also returns suggested times that are unavailable in my calendar. The call ID is: 63b49332-0c9e-42f1-8043-b4d8b957ab7e This call was done with an updated prompt. The prompt for the call was: # Dialer Prompt The current date and time is {{"now" | date: "%A, %B %d, %Y, %I:%M %p", "America/New_York"}} The customer’s current date/time is {{ "now" | date: "%A, %B %d, %Y, %I:%M %p", "America/New_York" }}.
[...] ## Guardrails: [...] DO: [...] - Always confirm availability with go_high_level_calendar_check_availability_tool before attempting to book an appointment with ghl_calendar_create_event_tool. The customer’s current date/time is {{ "now" | date: "%A, %B %d, %Y, %I:%M %p", "America/New_York" }}. - When offering times, use only the exact ISO timestamps returned by go_high_level_calendar_check_availability_tool. Do not propose alternatives unless they appear in the tool output. If none, say “no availability” and ask for another day. - For relative dates like "next monday", use Today's date is {{"now" | date: "%A, %B %d, %Y, %I:%M %p", "America/New_York"}} and then look for the the relative date [...] ### Discovery Call Scheduling: 1. "I'd like to offer you a complimentary strategy session where we dive into your specific situation and give you a clear action plan' 2. Use the contact's time zone which is "America/New_York" 3. Always confirm availability with go_high_level_calendar_check_availability_tool before attempting to book an appointment with ghl_calendar_create_event_tool. The customer’s current date/time is {{ "now" | date: "%A, %B %d, %Y, %I:%M %p", "America/New_York" }}. 4. When offering times, use only the exact ISO timestamps returned by go_high_level_calendar_check_availability_tool. Do not propose alternatives unless they appear in the tool output. If none, say “no availability” and ask for another day. 5. Discuss available times with the contact and agree on a suitable option If there are no slots available at the time of the caller's suggestion, offer a new set of three options based on their general timeframe preference. Only suggest time slots that are returned as available from the Check Availability tool. 6. Book the appointment using "ghl_calendar_create_event_tool" with the correct time zone. [...]
h
Hello just double checking so my support ticket (this chats original) doesn’t get lost since the conversation is now about another issue. My problem with the epoch conversion still persist and as you know it’s been going on for almost 2 months right now:/ Thank you
It finally got it right once btw, after failing 2 times, in this chat: 3b424009-32e2-4830-91e9-4063bafced37
j
Sorry @hugo , had no intention of hijacking the thread in any way. I thought these issues were related 🙏 Let me know Kyle if it better to open a seperate thread for my issue
h
No worries at all I didn’t mean it like that! I just wanted to remind them in case they forgot mine. I’ve had similar issues as you as well so it’s just good that you are trying to solve this here in case I run into it again🙌😁
c
Hey Joejoe we will continue communication through your separate ticket that you have created. Hugo if you run into the issue consistently in the future, please let us know and we will take a look at it
h
Hey, It is consistent. I have only gotten it to work once and that was after telling the assistant that it checks for the wrong epoch milliseconds twice. Usually it doesn’t work at all, but it working after 3 tries is not ok. It has been a non stop issue for over 2 months right now and I’m not getting more than one response a week on email and none of the suggestions I’m getting there is working.
So please please look into it for real so I can finally get this to work, thank you! 🙏
c
Please also try adding something similar to this in the assistant prompt:
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Do not use startTime and endTimes that are older than {{ "now" | date: "%s" | times: 1000 | tz: "America/Los_Angeles" }}
h
Hey Kyle I think I am talking to you over email as well. I’m going to try this right now and get back to you here! Thank you
Hey again, I added this isntead of all my other time variables. Everything seemed to be working well on my first try, it checked availability for 8 in the morning instead of 00:00 but that was okay since we don't have any available times that early anyways. Then I tried again and it checked the 13th but thought it was checking for the 12th. Then it thought it was checking the correct date again but was checking one day earlier.
c
Could you please provide the call id for that call? It looks like we are getting closer to the solution.
h
yes, here is a call id: 712d0fda-da84-4fd8-9d38-5d5e6dc9dbd5
And here is a chat id: 1a6673fc-5de3-478e-b3a4-1e3ccedc9027
thank you
c
Okay so I performed some tests today after setting up a GHL calendar and was able to get some accurate results, but the date format is not in epoch seconds in my tool. It could be because I am using a different system prompt and also using GPT-4o, but here is what I used:
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# Time: The current time and date is {{"now" | date: "%A, %B %d, %Y, %I:%M %p", "America/Los_Angeles"}}

### Calendar Check
When a customer wants to schedule an appointment, use the `GHL_check` tool to check for free time on the calendar for the specified date and time range. First check if there are any time slots that are marked as busy. For any time slot that is not marked as busy, consider them as available times. Anything that is outside of the 8 AM - 5 PM PST range is considered not available. Convert the requested times into UTC timezone then convert the result into PST. Ask the user if any of the time slots from the result work for them.

Do not suggest dates or times older than {{"now" | date: "%A, %B %d, %Y, %I:%M %p", "America/Los_Angeles"}}
h
I can only see that it’s epoch milliseconds if I’m in the chat. I tried this and it works sometimes and sometimes not, which is really weird. But I am now in contact with a guy that will help me build the tools on make instead, so thank you for the help but it’s been 3 months now and it still doesn’t work so I need to try something different. But I have to say Kyle it’s first when you got into the picture that I actually started getting closer to the solution, so thank you for that I appreciate it a lot 🙂
i have logged in and out a few times and nothing happens, can this really happen anytime?
Can this happen anytime? Is it possible when I implement this for my agency clients that all calls suddenly stops?
@User
c
That's an easy fix. Would you mind sending your email address? I'll unblock you from our end.
h
Hey Kyle I got help by email, thank you! Is this just a one time issue that happened or will you need to do the KYC thing for every new organization that does outbound calls?
??:)
c
It shouldn't happen again. It usually only happens for new accounts
h
Okay thank you!
c
No worries. Let us know if you need anything
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