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.

What it is

A two-step sequence with a reply check between the steps. If the person wrote back by email or text since the first message, the second is skipped and a note is added to the appointment saying so.

Also called: they didn't turn up · missed meeting follow up · chase a no show

See it
No-show follow-up, empathy first
Apr
May
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Gideon Alt — 40×64 Shop
Framing
Sutter Kline — 30×40 Garage
Concrete
Delia Yoder — Riding Arena
Trim
Delia Yoder — Hobby Shop
Framing
Marlin Hoover — Hobby Shop
Concrete
Framing crewConcrete crewTrim crew
The two no-show emails with their kickers, and the appointment note reading 'They replied after the first check-in — second email skipped.' agencyAppointmentFlow.ts. Sample data — no customer information appears here.
How it works
  1. 1Marking no-show stamps the appointment and sends email one immediately.
  2. 2The sweep looks for no-shows whose first email is over 24 hours old with no second sent.
  3. 3The reply check looks for inbound messages from that person's email address or the last ten digits of their phone since the first email.
  4. 4Both emails stamp their own send time so neither can repeat.
Why we built it

The lifecycle header prescribes the tone: 'email #1 right away: empathy first ("is everything okay?"), nothing about rebooking. If nothing comes back in 24h → email #2, still humble: checking in again, zero pressure, door open.' The reply check exists so a person who already answered is never chased again.

The problem
  • No-shows falling out of the process entirely
  • Chasing people who already responded
Sound familiar?
What you get
A follow-up that does not read as a sales chase
Automatic suppression once they reply

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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