CHATBOTS
No-Show Room Reclaim and Notify
On a schedule, scans Google Calendar room bookings whose hold time has passed without check-in, releases the room, marks it freed in Airtable.
How it runs
The automated pipeline, trigger to output.
- TriggerScheduled scan during business hours
- ActionPull current room events from Google CalendarGoogle Calendar
- LogicFind bookings past grace window with no check-in
- ActionCancel the calendar event to release the roomGoogle Calendar
- ActionMark the booking Reclaimed in AirtableAirtable
- OutputPost freed rooms to the Slack channelSlack
What it does
Recovers meeting rooms that were booked but never used. On a recurring schedule it inspects upcoming and in-progress room events, detects bookings that were never confirmed by the start grace window, cancels them, and announces the freed rooms so others can grab them.
When to use it
Use this in offices where rooms are chronically booked but sit empty ("ghost meetings"). It enforces a check-in policy automatically and keeps an audit trail of reclaimed rooms, reducing the scramble for space during busy hours.
How it works
- 1A scheduled trigger fires every few minutes during business hours.
- 2The workflow pulls current room events from Google Calendar and finds any whose start time passed by the grace period without a check-in flag.
- 3For each unconfirmed booking, it cancels the calendar event to release the room.
- 4It updates the Airtable booking log, marking those entries as Reclaimed with a timestamp.
- 5It posts a summary of the now-available rooms and times to the office Slack channel so the space gets reused.
Set it up
What you configure once, before turning it on.
- 1Connect Google CalendarEvents, attendees, availability.
- 2Connect AirtableBases, tables, views, automations.
- 3Connect SlackChannels, DMs, threads, mentions.
- 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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