Email confirmations are easy to miss. An SMS hits your customer's phone instantly and stays visible. This recipe sends a text message through Twilio every time someone books a Calendly appointment, giving them an immediate confirmation with the meeting details right in their pocket.
What You'll Need
- A Calendly account with active event types
- A Twilio account with an active phone number for SMS
- Both integrations connected in Pipeworks
The Workflow
Detect new Calendly bookings
The agent checks Calendly for recently created events. For each new booking, it pulls the invitee's name, phone number, the scheduled date and time, event type, and any meeting location or video link.
Compose a confirmation message
The agent drafts a short, clear SMS that confirms the booking. It includes the appointment date and time, the meeting type, and where to join (whether it's a physical address, a Zoom link, or a phone number). The message stays concise to fit within SMS character limits.
Send the SMS via Twilio
The agent sends the confirmation text from your Twilio phone number to the invitee. Delivery is near-instant, so the customer gets their confirmation within seconds of completing the booking.
Log the confirmation
The agent records which invitees received SMS confirmations, including the phone number, message content, and timestamp. This helps you track delivery and troubleshoot if a customer says they didn't receive the text.
What Happens
Every customer who books an appointment gets an instant text confirmation they can easily reference. This reduces no-shows because the meeting details are right on their phone, and it makes your business feel more responsive and professional.
Consider sending a reminder SMS 24 hours before the appointment as well. Combining a booking confirmation with a pre-meeting reminder can cut no-show rates by up to 40%.