CHATBOTS
Proactive No-Show Recovery and Rebook Bot
Runs on a schedule to detect missed appointments, then reaches out over email with conflict-aware alternate slots from the shared calendar so the customer can rebook themselves…
How it runs
The automated pipeline, trigger to output.
- TriggerScheduled scan for elapsed appointments
- ActionQuery Postgres for unattended bookingsPostgres
- LogicFilter eligible, not-yet-contacted no-shows
- ActionRead open slots from shared Google CalendarGoogle Calendar
- ActionEmail rebook options and log outreachGmail
- OutputBook new event and confirm on replyGoogle Calendar
What it does
Recovers no-shows automatically. On a recurring schedule the bot scans for appointments that ended without being marked attended, and for each one emails the customer a friendly nudge with two or three genuinely open slots to rebook into. The reply rebooks them without a staff member chasing.
When to use it
For any team bleeding revenue or pipeline to missed appointments — clinics, demos, consultations. Use it when no-shows currently fall into a black hole because nobody has time to follow up one by one.
How it works
- 1A scheduled trigger runs (e.g. hourly) to look for recently elapsed appointments.
- 2The bot queries Postgres for bookings past their end time still flagged as not attended.
- 3A logic step filters to those eligible for outreach and not already contacted, so no one is double-emailed.
- 4For each, it reads free/busy from the shared Google Calendar and selects open rebook slots within policy.
- 5It emails the customer the alternatives via Gmail and records the outreach in Postgres.
- 6When the customer replies with a choice, it books the new event on the calendar and confirms by email.
Set it up
What you configure once, before turning it on.
- 1Connect PostgresAny Postgres URL — query, write, migrate.
- 2Connect Google CalendarEvents, attendees, availability.
- 3Connect GmailRead, draft, send, label.
- 4Set each agent's modelWe leave models unset so you pick the tier — fast + cheap, or top-quality.
- 5Tune it to your dataEdit the prompts, filters, and field mappings so it matches how your team works.
- 6Test, then turn it onRun once against a sample, confirm the output, then enable the trigger.
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