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🚀 Seamlessly Connect ALOHA® to GoHighLevel

Integration, GoHighLevel, GHL, Sync, Appointments, Marketing

Written by Giselle Mauldin

Read this guide when you are connecting GoHighLevel to ALOHA® for the first time or updating your authentication settings. Setting up this connection ensures your patient appointments and contacts automatically sync to your GoHighLevel sub-account without manual data entry.

Prerequisites

  1. Active admin access to your ALOHA® account.

  2. Active admin access to your GoHighLevel account (Agency or Sub-Account level).

Step-by-Step Setup Guide

Step 1: Locate Your GoHighLevel Location ID

You can find your GoHighLevel Location ID (the unique string of characters identifying your sub-account) using either of the two methods below.


Method 1: Locate via URL (Fastest)

  1. Log into GoHighLevel and select your specific sub-account.

  2. Check your browser's address bar.

  3. Locate the character string directly following /location/ or locationId=.

Method 2: Locate via Business Profile Settings

If you are already inside the dashboard and the URL isn't showing it, follow these steps:

  1. Log into your GoHighLevel sub-account dashboard.

  2. Click Settings in the bottom-left corner of the sidebar navigation.

  3. Click Business Profile (or Business Info) in the left menu.

  4. Locate the General Information section to find your unique Location ID displayed with a copy icon next to it.

💡 Pro Tip: Paste your copied Location ID into a temporary text document so you can easily access both your ID and Token together when entering them into ALOHA® in Step 3.

Step 2: Generate a Private Integration Token (PI Token)

GoHighLevel uses a static authentication key called a Private Integration Token (PIT) to connect to Aloha.

  1. Log into your GoHighLevel dashboard.

  2. Click Settings in the bottom-left corner.

  3. Select Private Integrations from the left-hand menu sidebar.

  4. Click the Create New Integration button.

  5. Enter a Name and Description for your integration.

  6. Under Choose Scopes, select the required data permissions (e.g., Contacts, Calendars, Workflows).

  7. Click Create.

  8. Copy the token string immediately and paste it into your temporary text document alongside your Location ID.

⚠️ CRITICAL: GoHighLevel only displays the Private Integration Token once. If you close the popup window without copying it, you cannot retrieve it and will need to generate a new token.


Step 3: Enter Credentials into ALOHA®

  1. Log into the legacy platform (app.reviewwave.com).

  2. Click the Gear Icon and select Integration from the dropdown.

  3. Scroll down to the Other Integrations section and click the Integration: dropdown menu.

  4. Select GoHighLevel from the dropdown list.

  5. Paste your copied token into the PI Token field.

  6. Paste your sub-account string into the Location ID field.

  7. Click Save & Connect to complete the authentication step.


Step 4: Configure Calendar, Appointment Types, and Contact Sync

  1. Pick Your Calendar: You’ll see a Calendar dropdown. You can choose an existing GHL calendar or click "Create one for me" to let ALOHA build a default one.

    Note: Choose carefully! This calendar selection is locked once you save it. To change it later, you'd have to disconnect and start over.

  2. Review Your Appointment Types: For the Appt Types field, ALOHA automatically defaults to all New Patient appointment types. If you would like to exclude a specific New Patient Appointment Type, contact support.

  3. Save and Sync: Click save, and you're done! ALOHA will begin sending data within about 5 minutes.

🛠️ How It Works

  • ↔️ One-Way Data Flow

    • Information only moves from ALOHA to GoHighLevel. Any changes you make in GHL (like updating a phone number or moving a calendar event) will not show up in ALOHA.
      ​

  • 👤 Patient Sync Rules

    • Initial Sync Only: ALOHA creates the contact record in GHL once. If you change a patient's name, email, or address in ALOHA later on, those changes will not update in GHL.

    • Contacts Syncs: ALOHA defaults to syncing only contacts who have a future appointment that matches your active appointment-type filter (New Patients). If you want to sync all contacts (not just contacts with upcoming appointments), contact support to enable this feature.
      ​

  • 📅 Appointment Rules

    • Future Only: The sync only looks forward. Your past appointment history will not be moved to GHL.

    • End Times: ALOHA sends the start time, but GHL will use its own default duration (like 30 or 60 minutes) for the event length.

    • One Location Limit: You can only link one ALOHA account to one GHL location. You cannot map multiple ALOHA offices to a single GHL sub-account.

Common Questions

Why aren't some patients aren't appearing in GHL?

  • Why it's Happening: The patient is likely missing an email address, a phone number, or has an invalid phone format.

  • What to Do: Check the patient record in ALOHA and ensure they have a valid email and phone number.

Why haven't all of my 10,000 patients synced yet?

  • Why It's Happening: Large syncs take time to respect GHL's speed limits (about 100 contacts every 5 minutes).

  • What to Do: Hang tight! A practice of that size can take about 8 hours to fully sync the first time.

Why didn't the phone number I updated in ALOHA® update in GHL?

  • Why It's Happening: This integration creates contacts once but does not sync demographic updates later.

  • What to Do: Manually update the contact in GHL if a patient changes their primary contact info.

You'll Know It's Working When:

  • New contacts in GoHighLevel appear with the Aloha Patient tag applied.

  • Upcoming appointments from ALOHA® appear as events on your chosen GoHighLevel Calendar.

  • Your marketing team sees appointment statuses (like "Attended" or "Cancelled") updating automatically in GHL.

Need Help? We're Here!

If you have questions or need assistance during setup, our support team is available to assist you.

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