No-shows happen. But letting them disappear without follow-up means lost revenue. This recipe detects missed Calendly appointments and immediately sends the invitee a friendly SMS through Twilio, offering an easy way to rebook. It turns no-shows into second chances.
What You'll Need
- A Calendly account with scheduled events
- A Twilio account with an active phone number and SMS capabilities
- Both integrations connected in Pipeworks
The Workflow
Detect no-show appointments
The agent checks Calendly for events that were scheduled to occur within a recent window — say, the last two hours — and identifies ones marked as no-shows or where the invitee cancelled at the last minute. It collects the invitee's name, phone number, and the original event details.
Compose a rebooking message
For each missed appointment, the agent drafts a short, friendly SMS. The message acknowledges the missed meeting without being pushy, references the original appointment time, and includes a Calendly scheduling link so the invitee can rebook in one tap.
Send the SMS through Twilio
The agent sends the text message from your Twilio number to the invitee's phone. SMS has much higher open rates than email, making it the ideal channel for time-sensitive rebooking outreach.
Log the outreach attempt
The agent records which invitees were contacted, when the message was sent, and the phone number used. This helps your team track follow-up efforts and avoid sending duplicate messages if the recipe runs again.
What Happens
Instead of losing no-show prospects forever, you automatically give them a gentle nudge to reschedule. Many people who miss appointments didn't do it intentionally — a quick text at the right moment brings a surprising number of them back.
Time your SMS carefully. Sending the text 15-30 minutes after the missed appointment gives the invitee a chance to join late while the meeting is still top of mind.