REVSET LABS · EXPERT GUIDE·Marketing & Campaigns

Configure GoHighLevel Campaigns Based on an Event Start Date

1,062 words·4 min read·Updated 28 April 2026·beginner·

Arsalan ZaffarLinkedIn

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Quick Answer

To configure campaigns based on an event's start date, create a custom date field for the event. Then, build a workflow that uses this date field to trigger actions relative to the event. This setup takes about 15-20 minutes.

Key Takeaways

✓Always use a dedicated custom date field for each event's start date.
✓Workflows are the core tool for automating event-based communications.
✓Utilize the 'Event/Appointment Time' wait condition in workflows, referencing your custom date field.
✓Thoroughly test your event campaign workflow using a test contact and future dates before activating.
✓Ensure your workflow triggers are specific to prevent unintended enrollments.

What Are Event Start Date Campaigns in GoHighLevel?

Event Start Date campaigns in GoHighLevel are automated sequences of messages and actions that run relative to a specific event's start date. Instead of sending messages on fixed calendar dates, these campaigns adapt to the unique start time of each event. This allows you to send perfectly timed reminders, follow-ups, and special offers before or after an event, ensuring your audience receives relevant information precisely when they need it.

🔥 Pro Tip

These campaigns are ideal for webinars, workshops, product launches, appointments, or any time-sensitive event where communication needs to be precisely timed relative to a specific date.

Setting Up Your Custom Event Date Field

The foundation of any Event Start Date campaign is a custom date field. This field stores the specific start date for your event on each contact's record. GoHighLevel workflows will then reference this field to accurately time your automated communications. Without this custom field, your workflow has no date to reference.

Navigate to Custom Fields — From your GoHighLevel dashboard, click on Settings in the left-hand menu. Then, select Custom Fields to access the custom fields management page.

Add a New Custom Field — Click the + Add Custom Field button located in the top right corner. This action will open a new window to define your new field.

Choose Field Type 'Date Picker' — Select 'Date Picker' as the field type from the available options. Click Next to proceed, as this type allows you to select a specific calendar date.

Name Your Event Date Field — Enter a clear and descriptive name for your field, such as 'Event Start Date' or 'Webinar A Start Date'. This name will appear on contact records and in your workflow options.

Configure and Save the Field — Optionally, assign the field to a 'Group' (e.g., 'Contact Info') and mark it as 'Required' if necessary. Click Save to finalize the creation of your custom event date field.

⚠️ Do not use a generic date field for multiple, unrelated events, as this can lead to incorrect campaign timing for contacts attending different events.

🔥 Pro Tip

Ensure you use a unique custom date field for each distinct event type you plan to run campaigns for. For example, 'Webinar A Date' and 'Workshop B Date'.

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Creating Your Event Start Date Workflow

Once your custom date field is ready, you can build the automation that sends messages based on that date. GoHighLevel workflows provide the flexibility to design complex sequences of actions, all timed perfectly around your event's start. This is where you configure your event start date campaign.

Access Workflows — In your GoHighLevel dashboard, click on Automation in the left menu. Then, select Workflows to view your existing automations.

Create a New Workflow — Click the + Create workflow button, then choose Start from Scratch. This opens the workflow builder, allowing you to design a new automation from the ground up.

Set a Workflow Trigger — Click + Add new Workflow Trigger and select how contacts will enter this campaign. Common triggers include Contact Tag (e.g., 'event-registered'), Form Submitted (for your event registration form), or Opportunity Status Changed. Configure the trigger details and click Save Trigger.

Add a 'Wait' Step for Pre-Event Timing — Click the + icon, then choose Wait from the actions list. This step pauses the contact in the workflow until a specific condition is met.

Configure 'Wait until Event/Appointment Time' — For the 'Type' of the wait step, select 'Event/Appointment Time'. From the 'Select Custom Date/Time' dropdown, choose your previously created 'Event Start Date' custom field. This links the wait period directly to your event's date.

Define Time Offset and Action — Set the 'Before/After' option (e.g., 'Before') and specify the 'Time Offset' (e.g., '2 days'). You can also set a specific 'Time' (e.g., '9:00 AM'). Click Save Action to apply these settings.

Add Communication Actions — After the 'Wait' step, click the + icon to add an action like Send SMS or Send Email. Craft your message, using merge tags for personalization, and click Save Action.

Build Post-Event Follow-Ups (Optional) — To send messages after the event, add another Wait step. Configure it as 'Event/Appointment Time' with your 'Event Start Date' field, but select 'After' for the 'Before/After' option. Add your desired time offset (e.g., '1 day after').

Publish and Save Your Workflow — Name your workflow clearly (e.g., 'Webinar A Reminders & Follow-ups'). Toggle the workflow status to Publish in the top right corner and click Save to activate your event start date campaign configuration.

⚠️ Before publishing, double-check all 'Wait' step configurations. An incorrect 'Before/After' setting or custom date field selection will cause messages to send at the wrong time.

✅ Always ensure your workflow trigger is specific enough to enroll only the intended contacts for a particular event. Broad triggers can lead to unintended messages.

🔥 Pro Tip

Use conditional logic (If/Else branches) within your workflow to send different messages based on whether a contact attended the event, if you have that data.

Testing Your Event-Based Campaign

Thorough testing is critical to ensure your Event Start Date campaign functions as intended. A small error in timing or trigger can lead to missed communications or sending messages at inappropriate times. Follow these steps to verify your campaign's accuracy before it goes live to your audience.

Create a Test Contact — Navigate to Contacts and create a new contact record specifically for testing. Ensure this test contact has a valid email address and phone number you can access.

Set a Future Event Start Date — On your test contact's record, locate your custom 'Event Start Date' field. Input a future date that allows you to observe the workflow's delays in real-time (e.g., 2-3 days from today).

Trigger the Workflow Manually — Manually enroll your test contact into the workflow. If your trigger is a tag, add that specific tag to the contact. If it's a form submission, fill out the form as that contact.

Monitor Workflow Enrollment History — Go to Automation → Workflows, open your specific event workflow, and click the Enrollment History tab. Check the 'Workflow History' for your test contact to see if they are progressing through the steps as expected.

Verify Message Delivery and Timing — Check your test contact's email inbox and phone for the scheduled SMS messages. Confirm that the content is correct and that the messages arrive precisely at the expected times relative to your set 'Event Start Date'.

⚠️ Never test live workflows with real customer data. Always use dedicated test contacts to avoid sending unintended messages to your actual audience.

🔥 Pro Tip

Use a date closer to the current day for initial testing (e.g., tomorrow) to quickly see if the first few steps fire correctly. Adjust the date further out for full-cycle testing.

Troubleshooting Common Issues

⚠️ Workflow not triggering for new contacts.

Check your workflow's trigger conditions. Ensure the contact meets all criteria (e.g., has the correct tag, submitted the right form). Also, verify the workflow is 'Published'.

⚠️ Emails or SMS messages are sending at incorrect times.

Review your 'Wait until Event/Appointment Time' steps. Confirm you selected the correct 'Event Start Date' custom field and that the 'Before/After' and 'Time Offset' settings are accurate.

⚠️ 'Event Start Date' custom field is not available in the workflow's 'Wait' step dropdown.

Go to Settings → Custom Fields and ensure your custom field is saved as a 'Date Picker' type. Only date picker fields appear in this dropdown.

⚠️ Workflow runs, but no messages are delivered to the test contact.

Verify the test contact has valid email and phone numbers. Check your email/SMS content for errors, ensure sender details are configured, and review the contact's communication preferences.

⚠️ Campaign messages are sending for the wrong events or contacts.

Your workflow trigger is likely too broad. Refine the trigger to be highly specific (e.g., 'Form Submitted' for a particular event registration form, not all forms).

Common Mistakes to Avoid

→Not creating a unique custom date field for each distinct event, leading to confusion and incorrect timing.
→Forgetting to select the correct 'Event Start Date' custom field within the 'Wait until Event/Appointment Time' step.
→Failing to thoroughly test the workflow with a future date before activating it, resulting in live errors.
→Setting up a workflow trigger that is too broad, causing unintended contacts to enroll and receive irrelevant messages.
→Neglecting to 'Publish' the workflow after making changes, preventing the automation from running.

Frequently Asked Questions

QCan I use multiple event start date campaigns simultaneously in GoHighLevel?

Yes, you can run multiple event start date campaigns. For each unique event, create a dedicated custom date field (e.g., 'Webinar A Date', 'Workshop B Date'). Then, build a separate workflow for each event, ensuring each workflow references its specific custom date field and has a distinct trigger.

QWhat happens if a contact cancels their event registration?

To handle cancellations, you should add an action to your workflow that removes contacts if their status changes. For example, create a 'Contact Tag' (e.g., 'cancelled-event') or use an 'Opportunity Status' change as a trigger to remove the contact from the event campaign workflow.

QHow can I ensure only specific contacts receive these event-based messages?

The key is to use highly specific workflow triggers. Instead of a general trigger, use 'Form Submitted' for a particular event registration form, or add a 'Contact Tag' condition that is only applied to contacts registered for that specific event. You can also use 'If/Else' conditions within the workflow to segment further.

QCan I use the 'Event Start Date' campaign for recurring events?

For recurring events, you typically need to update the 'Event Start Date' custom field for each occurrence. The workflow will then re-evaluate based on the new date. Alternatively, for more complex recurring schedules, consider integrating with a dedicated calendar or event management tool that can dynamically update these dates.

QWhat is the primary difference between a regular 'Wait' step and 'Wait until Event/Appointment Time'?

A regular 'Wait' step pauses a contact for a fixed duration (e.g., 2 days, 3 hours). 'Wait until Event/Appointment Time', however, pauses the contact until a specific date and time derived from a custom date field on their contact record, allowing for dynamic timing relative to an event.

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Everything in this guide is in your free trial. 30 days, no credit card — the platform behind 78+ revenue systems.

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Some links are affiliate links — if you sign up we may earn a commission, at no extra cost to you. We only recommend GoHighLevel because we build on it every day.

Arsalan Zaffar

Revset Labs · Revenue Systems · 78+ GHL Builds

Arsalan writes GHL guides from real build experience — 78+ systems, $9.2M in client pipeline. Wharton, CXL & Google certified.

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Tags:GoHighLevel workflowsevent automationcustom fieldsdate-based campaignsmarketing automationGHL tipscampaign configuration