What it is
One state machine on the appointment. Stamps for each reminder, completion, no-show, both no-show emails, and cancellation live on the row so every step fires exactly once. A cron sweeps every five minutes.
Also called: meeting reminders · no show follow up · cancel a meeting · what happens after a booking
See it
How it works
- 1Reminders fire at 24 hours, 1 hour and 5 minutes before, to the prospect and the host, each with a Join button when there is a meeting link.
- 2Done captures an outcome note; No-show starts the empathy-first sequence; Cancel asks for a reason and shows the exact message the prospect will receive.
- 3Google-sourced personal events are excluded from every step — they carry no automations.
- 4Every email is sent with a source tag of appt:<id>:<step> so opens and clicks can be read back per appointment.
Why we built it
Migration 246 and the flow file record it as. The tone is prescribed, not incidental: no-show email one is 'empathy first ("is everything okay?"), nothing about rebooking', and email two is 'still humble: checking in again, zero pressure, door open'.
The problem
- Silent no-shows
- Reminders sent twice or not at all
- Cancellations with no explanation
Sound familiar?
What you get
Both sides are reminded on the same schedule
Every step fires exactly once
Cancellations carry a reason the host approved
What's inside
24 hours, 1 hour, 5 minutes
Three reminders to both the prospect and the host, each carrying a large Join the meeting button when a video link exists.
Booked inside the day? Then no “tomorrow” note
If the meeting was booked less than 24 hours out, the day-before reminder is skipped entirely and the sequence goes straight to the one-hour note.
No-show follow-up, empathy first
Marking a no-show sends a first email that asks if everything is okay and says nothing about rebooking; if nothing comes back in 24 hours, a second, still humble, check-in follows — unless they replied.
Cancel with a reason the prospect actually reads
The host picks a reason, sees the exact message it produces, edits it if they want, and the prospect gets that message — with a reschedule link unless the reason was that it is not a fit.
Done — with a note that lands on the card
Marking a meeting done asks what happened, and the answer is written into the contact's note stream with the meeting type and time as its heading.
Every email this appointment sent, and what happened to it
A per-appointment list of every message sent — confirmation, each reminder, no-show, cancellation — with delivered, opened and clicked timestamps.
See it on your own jobs
Twenty minutes, your numbers, no slide deck. We’ll build one of your real buildings in front of you and send you the estimate link at the end — yours to keep either way.
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