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A one-way calendar sync gave the front desk and marketing team the same appointment view without manual updates.
Open Dental → GoHighLevel
Sync direction
Every 30 minutes
Refresh cadence
90 days forward
Calendar window
Smile Again Dental runs its clinical schedule in Open Dental and its marketing and CRM work in GoHighLevel. That split created a visibility problem: appointments created or changed in Open Dental were invisible to the team working inside GHL. Front desk and marketing were effectively looking at two different calendars, which meant manual updates, missed context, and unnecessary back-and-forth.
We built a deterministic n8n workflow on the client's n8n cloud that polls the Open Dental eConnector API every 30 minutes and syncs appointment activity one-way into the GoHighLevel calendar. Because Open Dental does not provide webhooks for this use case, polling was the right design choice. The workflow uses read-only access to Appointments, Patients, Operatories, Providers, AppointmentTypes, and Schedules, applies appointment-type filtering, handles deduplication and matching logic, and keeps a rolling 90-day forward window in sync for new appointments, reschedules, and cancellations.
Appointments booked in Open Dental are now visible in GoHighLevel on a consistent schedule, so the practice no longer has to maintain the marketing calendar by hand. The system gave both teams a shared operational view without changing the source of truth. It also reduced the risk of duplicate entries and calendar drift because the sync logic handles matching and updates in a predictable way.
n8n polls Open Dental on a 30-minute schedule because the source system does not expose webhooks for this workflow.
The workflow reads upcoming appointment data from Appointments, Patients, Operatories, Providers, AppointmentTypes, and Schedules.
Appointments outside the 90-day forward window or outside allowed appointment types are ignored.
Matching and deduplication logic checks whether the appointment already exists in GoHighLevel and whether it needs a create, update, or cancel action.
The workflow writes the final state into the GoHighLevel calendar so the marketing and front-desk teams see the same upcoming schedule.
Timeline: 1 week
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