What it does
Sends an instant text message to the sales rep when a scheduled demo attendee doesn’t join the Zoom/meet within 5 minutes of start time, including a one-click reschedule link to re-engage while still top of mind.
Why I recommend it
No-shows kill pipeline momentum, but reps often don’t notice until 10+ minutes in. Instant alerts let reps text the prospect immediately with a reschedule link, dramatically improving rebooking rates vs waiting hours or days.
Expected benefits
- 40-50% no-show recovery rate vs 10-15% without intervention
- Faster pipeline velocity through immediate rebooking
- Saved rep time from waiting on no-shows
- Better prospect experience (they know you noticed)
How it works
Scheduled demo time arrives -> check Zoom/Google Meet participant list at 5-minute mark -> if attendee hasn’t joined -> send SMS to sales rep with prospect name, reschedule link, and suggested text template -> log no-show in CRM.
Quick start
Set calendar reminders for 5 minutes after each demo starts. Manually check if attendee joined and text the rep if not. After a week, identify the pattern and automate the checking and notification process.
Level-up version
Auto-send prospect a “Running late? Here’s the link” text at 3 minutes. Include prospect’s recent engagement activity in rep alert (last email open, website visit). Suggest best follow-up approach based on no-show history. Update deal stage in CRM automatically.
Tools you can use
Video: Zoom, Google Meet, Microsoft Teams
SMS: Twilio, GoHighLevel SMS
Scheduling: Calendly, Cal.com, GoHighLevel
CRM: GoHighLevel, HubSpot, Salesforce
Automation: Zapier, Make, n8n
Also works with
Meeting platforms: Whereby, Around, Demodesk
Calendar: Google Calendar, Outlook for event monitoring
Communication: Slack for rep alerts
Technical implementation solution
- No-code: Calendly booking webhook -> create scheduled check 5 min after start time -> Zoom API list participants -> if attendee missing -> Twilio SMS to rep + update CRM.
- API-based: Calendar event triggers -> wait 5 minutes -> query Zoom/Meet API for participants -> if prospect not joined -> send SMS via Twilio with dynamic reschedule link -> log no-show event in CRM -> create follow-up task.
Where it gets tricky
Handling timezone differences correctly, distinguishing between late arrivals and true no-shows, managing different video platforms, and avoiding false alerts when prospects join from phone (different name).
