What it does
When a Cal.com meeting attendee fails to appear, the workflow creates a recovery task in your CRM, triggers a personalised SMS/email sequence, and alerts the rep so the prospect can instantly rebook without playing inbox tag.
Why I recommend it
Missed meetings waste pipeline. Doing manual follow-up (if it happens at all) is inconsistent. A standardised recovery play keeps prospects engaged and feeds accurate pipeline hygiene.
Expected benefits
- 20 – 30% of no-shows rebooked automatically
- Consistent documentation of missed meetings
- Reps stay focused on selling instead of chasing logistics
- Better forecasting because no-shows are tracked as their own stage
How it works
Meeting marked “no-show” in Cal.com (or calendar event left unanswered) -> webhook hits automation -> create follow-up task/opportunity stage in CRM -> Twilio SMS + HubSpot email with one-click reschedule link + optional survey -> Slack alert to rep with prospect context -> update logs when prospect rebooks.
Quick start
Spend a week manually tagging no-shows and sending a templated “sorry we missed you” email. Measure rebook rate to set targets before wiring the automated multi-channel version.
Level-up version
Route VIP no-shows to exec sponsors, trigger Drift chat invites if they revisit pricing page, pause related nurture emails until they rebook, and send a calendar hold to block time for the rep once the prospect grabs a new slot.
Tools you can use
Scheduler: Cal.com, Calendly, SavvyCal
CRM: HubSpot, Salesforce, Pipedrive
Messaging: Twilio SMS, Customer.io
Automation: Zapier, Make, Workato
Notifications: Slack, MS Teams
Also works with
Webinar and demo platforms (Zoom, Demio) using attendance reports.
Technical implementation solution
- No-code: Cal.com webhook -> Zapier -> create HubSpot task + Twilio SMS + Slack DM.
- API-based: Cal.com event webhook -> serverless function writes to Salesforce + sequences email/SMS via Customer.io -> logs status in Airtable dashboard.
Where it gets tricky
Ensuring the no-show status is accurate (some prospects join via phone), respecting local SMS regulations, and avoiding over-automation for prospects who genuinely need to cancel.
