💬 Recover missed appointments with Google Calendar, Twilio, Gmail and Sheets
⚡ 15 views · 💬 Lead Nurturing & AI Sales Agents
Description
Quick overview
This workflow runs hourly to find Google Calendar events marked with a “no-show” keyword, then sends a rebooking link via Twilio SMS (when a phone number is available) and Gmail email, and appends a follow-up record to Google Sheets.
How it works
- Runs every hour on a schedule.
- Searches Google Calendar for events in the last three hours that match a configurable marker word.
- Skips events that were already handled in previous executions to avoid duplicate follow-ups.
- Extracts the attendee’s email and name from the event and attempts to parse a phone number from the event description.
- Sends the rebooking link via Twilio SMS when a phone number is present, then sends the rebooking link via Gmail email.
- Appends a row to Google Sheets logging who was contacted, which channels were used, and the original appointment details.
Setup
- Connect credentials for Google Calendar, Twilio, Gmail, and Google Sheets.
- In the Config values, set your booking link, Twilio sending number, and the marker word you use to flag no-shows.
- Select the Google Calendar to search and replace the Google Sheets document ID with your target spreadsheet.
- Create (or select) a Google Sheets tab named “No-shows” with columns that match the logged fields (name, email, phone, channels, contacted_at, original_time, missed_appointment).
Requirements
- Google account for Calendar, Sheets, and Gmail
- Twilio account with a phone number that can send SMS
- A booking link your attendees can use to pick a new time
Customization
- Change the marker word to anything you would rather type into an event
- Run it less often than hourly by editing the schedule trigger
- Widen the three-hour lookback if you mark events long after the appointment
- Drop the Twilio branch and send email only
- Add a second follow-up a few days later with a Wait node
Additional info
Google Calendar cannot tell whether someone actually showed up. Add your marker word to the event title after a missed appointment, and the next hourly run will pick it up.
🔗 Nodes Used
Google Sheets, Twilio, Google Calendar, Gmail, Schedule Trigger
📥 Import
Download workflow.json and import into n8n:
Workflow menu → Import from File