Send automatic email and WhatsApp reminders to cut meeting no-shows

Reads new Calendly bookings and sends timed email and WhatsApp reminders so fewer people miss meetings.

How the work actually flows

It branches. Exactly one path is taken.

Pattern: Exclusive Choice (4) · Simple Merge (5)

flowchart TD trig>"new Calendly booking made"]:::trig s0["review booking details"]:::task s1["check for missing info"]:::task s2["send 24 hour email reminder"]:::svc s3["send 1 hour WhatsApp reminder"]:::svc trig --> s0 s0 --> s1 s2 --> s3 gx{"× is info missing or complete"}:::gate s1 --> gx p00["email invitee for clarification"]:::task gx -->|"info missing"| p00 p10["proceed to reminders"]:::task gx -->|"info complete"| p10 jn{"○ continue to reminders"}:::gate p00 --> jn p10 --> jn jn --> s2 out[/"timed reminders delivered before meeting"/]:::out pay{{"fewer meeting no-shows"}}:::pay s3 --> out out --> pay classDef task fill:#e7f6fe,stroke:#34b8f0,color:#2c2a29 classDef svc fill:#f6f8fa,stroke:#7c8795,color:#2c2a29 classDef mi fill:#e7f6fe,stroke:#0079a8,color:#2c2a29,stroke-width:2px classDef human fill:#fff,stroke:#0079a8,color:#0079a8 classDef store fill:#f6f8fa,stroke:#0079a8,color:#2c2a29 classDef trig fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigtime fill:#00a4eb,stroke:#0079a8,color:#fff,font-weight:bold classDef trigdata fill:#8ad4f5,stroke:#0079a8,color:#06314c,font-weight:bold classDef gate fill:#fff,stroke:#e8a23d,color:#6b4708,font-weight:bold classDef out fill:#1f9d6b,stroke:#167a53,color:#fff,font-weight:bold classDef pay fill:#06314c,stroke:#021f33,color:#fff
Starts itA stepAn outside serviceOne path onlyPaths rejoinResultPayoff
Build size
Advanced

A larger build with multiple systems, AI reasoning, and custom rules.

Business functions
AI Agents & Autonomous SystemsEmail AutomationMessaging & NotificationsScheduling & Calendar
Connects
CalendlyGmailGoogle GeminiWhatsApp
Featured in

The problem it solves

You book a meeting through Calendly and then have to remember to follow up with reminders, or you just hope people show up. No-shows waste your time and throw off your schedule.

Who it fits

A consultant, coach, or sales rep who books client meetings through Calendly.

How it works

  1. A new Calendly booking triggers the system through an email notification
  2. AI reads the booking details and checks if anything important is missing
  3. If information is missing, it emails the invitee asking for clarification
  4. It sends an email reminder 24 hours before the meeting
  5. It sends a WhatsApp reminder 1 hour before the meeting
What you get

Clients who actually show up to their meeting

Every new booking triggers timed email and WhatsApp reminders, so more of your clients actually show up to their meeting.

What you get

Timed reminder messages sent to meeting invitees by email and WhatsApp before each booked meeting.

What you need

A Calendly account, an email inbox connected for reading notifications, a Google Gemini account, and a WhatsApp messaging service.

We can build this. But should you?

The hard question is not how to build it. It is whether this is the right thing to build first.

That is what a Fractional Chief AI Officer figures out with you, before anyone writes a line of code.

Let's Talk Strategy

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