Schedule Messages for a Specific Date in HighLevel

Need to send a reminder for a webinar on March 15th at 2pm? Or a holiday message that goes out on a specific date each year? HighLevel workflows can schedule messages for exact dates and times using two actions that work together.

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The Two Actions You Need

1. Set Event Start Date

This action stores a specific date and time in the workflow. You can:

• Pick an exact date and time (e.g., August 16th at 3pm)
• Use a custom field (for dynamic dates)
• Set a specific day of the week

2. Wait Until

This action pauses the workflow until that stored date/time arrives. Select "Appointment Start Time" to reference the date you set.

How to Set It Up

1. Add Set Event Start Date action to your workflow
2. Choose "Specific Date and Time"
3. Pick your target date and time (e.g., August 16th, 3:00 PM)
4. Add Wait Until action
5. Select "Appointment Start Time" → "At the Exact Time"
6. Add your Send Email or Send SMS action

The workflow will hold the contact until the exact moment you specified, then send the message.

Use Cases

Webinar Reminders Set the webinar date/time, then chain multiple messages:

• 1 week before
• 1 day before
• 1 hour before
• At start time

Holiday Messages Holidays change dates each year (Thanksgiving, Easter). Set the specific date once, and the workflow handles the timing.

Event Countdowns Product launches, sales events, or any date-specific campaign.

Pro Tips

• Label your actions — Add the date/time to the action name (e.g., "Wait until August 16th 3pm") so you can see it at a glance
• Chain multiple dates — You can use Set Event Start Date multiple times in one workflow for different messages
• Use custom fields — For dynamic dates (like appointment times), pull from a custom field instead of hardcoding
• Calculate dates with AI — When the date doesn't exist yet (like a contact's next birthday), the ChatGPT workflow action can compute it and feed the result into Set Event Start Date

Set Event Start Date vs Workflow Scheduler

Feature	Set Event Start Date	Workflow Scheduler
Use case	One-time, specific date	Recurring (daily, weekly)
Requires contact	Yes	No
Best for	Webinars, events, holidays	Reports, maintenance tasks

For recurring automations that don't need a contact, see the Workflow Scheduler feature instead.