Dental recall automation in GoHighLevel stores each patient's next hygiene due date in a date field and uses the Custom Date Reminder workflow trigger to send a reminder a set number of days before that date, then follow-ups if they have not booked. HighLevel's trigger fires before, on or after a date field you choose, contacts with an empty date never trigger it, and a before-reminder and an after-reminder need two separate triggers in the same workflow. The hard part is not the workflow; it is getting clean due dates from the practice software into the contacts. This page covers the data, the build, the messages and the stop rules. It is information, not legal advice.
How does dental recall automation work in GoHighLevel?
Dental recall automation in GoHighLevel runs from a custom due-date field on each contact, with Custom Date Reminder triggers before and after the date and an option to repeat every year.
| Piece | Setting |
|---|---|
| Data | A custom date field on each contact, such as "hygiene_due", filled from the practice software |
| Trigger | Custom Date Reminder on that field, before the date (for example 30 days) |
| Second trigger | Another Custom Date Reminder for after the date (for example 14 days overdue), in the same workflow |
| Annual repeat | The trigger has an option to match the year as well as day and month; for a rolling due date, update the field after each visit instead |
| Empty dates | Contacts with no value in the field do not trigger |
| Exit | When the patient books or the due date is updated |
Source: HighLevel's Custom Date Reminder trigger article (read October 18, 2026, rechecked 2026-10-19). The trigger works on contact date fields and supported opportunity date fields; check how it behaves on weekends in your account.
- 30 days beforeEmail and text
- 7 days beforeText with openings
- 14 days overdueText
- 45 days overdueCall task for those who have not responded
How to get recall dates into GoHighLevel
- Export from the practice software a list of patients with next hygiene due date, phone, email and consent flags.
- Clean it: one row per patient, phone numbers in one format, dates in one format, a consent field.
- Import into GoHighLevel mapping the due date to the custom date field. Validate counts before you turn the workflow on.
- Refresh regularly. Re-import weekly, or connect the software by webhook or API where possible. See integrations.
- Update the field after a visit so the next date moves forward.
Importing patient lists raises the same privacy and consent questions as any other messaging; see GoHighLevel for dental practices and the HIPAA add-on cost.
What should a dental recall sequence say?
A dental recall sequence should send a friendly booking link 30 days before the due date, a reminder 7 days before, a text at 14 days overdue and a call task at 45 days.
| When | Channel | Message |
|---|---|---|
| 30 days before due | Email and SMS | Hi {{contact.first_name}}, it is almost time for your next visit at {{location.name}}. Book here: {{calendar.link}} |
| 7 days before | SMS | We still have openings before your visit is due. {{calendar.link}} |
| 14 days overdue | SMS | Hi {{contact.first_name}}, we have not seen you in a while. Want to book your next visit? {{calendar.link}} |
| 45 days overdue | Call task | A person calls the patients who have not responded |
Cap the sequence, honour opt-outs and stop when the patient books. If someone no-shows after booking, the no-show recovery workflow takes over.
Dental recall mistakes to avoid
- Empty date fields. Those patients never enter the workflow.
- No refresh. A recall list that is a month old texts people who already booked.
- Everyone gets the same message. Segment by recall type (hygiene, periodic exam).
- No human step. The patients who have been away longest need a call.
- No measurement. Track booked-per-reminder, not messages sent.
Sources and further reading
Checked at the time of writing; prices, features and policies change. Checked 2026-10-19.
- HighLevel: Custom Date Reminder workflow trigger: fires before, on or after a date field; skips contacts with no date; two triggers in one workflow for before and after
- HighLevel: US phone number registrations (A2P 10DLC): registration is required when sending SMS or MMS to US recipients
- HighLevel: A2P opt-in compliance (help article, modified July 30, 2026): verifiable, optional consent, STOP and HELP language, no pre-checked boxes
Frequently asked questions about dental recall automation
What is the GoHighLevel trigger for recall reminders?
Custom Date Reminder, which fires before, on or after a date field you choose.
Can I send a reminder before and after the due date?
Yes, with two separate Custom Date Reminder triggers in one workflow, per HighLevel's FAQ.
What happens to patients with no due date?
They do not trigger the workflow, so clean the data first.
How do I get due dates from my practice software?
Export and import, repeated regularly, or connect by webhook or API where the software supports it.
How many recall messages should I send?
A few before and a few after the due date, then a call. Stop when the patient books.
Does recall automation need patient consent?
Texting needs consent and registration: HighLevel says A2P registration is required for SMS to US recipients and sets opt-in rules for the consent wording. Keep records and follow your compliance policy.
Can you build recall automation for my practice?
Yes, we build recall automation for dental practices as part of a dental build. The first call and audit are free.