n8n Workflow: Recover No-Show Appointments (Google Calendar + Twilio + Gmail)

Recover No-Show Appointments Automatically with Google Calendar + Twilio + Gmail

This n8n workflow detects “no-show” events in your Google Calendar and immediately sends a rebooking link via Twilio SMS (when a phone number is available) and Gmail. It also logs every follow-up to Google Sheets—so you can reduce missed revenue without manual outreach.

What this workflow does

• Runs hourly on a schedule to stay responsive to new no-shows.
• Searches Google Calendar for events from the last three hours that contain a configurable no-show marker word.
• Prevents duplicates by skipping events already handled in previous executions.
• Extracts attendee details (name and email) from the event.
• Parses a phone number from the event description when available.
• Sends a rebooking link via Twilio SMS if a phone number exists, then sends the same rebooking link via Gmail email.
• Appends a follow-up record to a Google Sheets tab to track who was contacted and how.

Use cases

• Appointment-based businesses (consulting, coaching, services) that want an automated “rebook now” message after a confirmed no-show.
• Operators who need auditable reporting of outreach attempts, including channels used and original appointment time.
• Automation engineers building reliable customer recovery flows without duplicate notifications.

Technical details

• Google Calendar: searches events in the last three hours using a marker word.
• Twilio: sends SMS using your configured Twilio sending number (only when a phone number is parsed).
• Gmail: emails the rebooking link to the attendee email.
• Google Sheets: appends a row to the “No-shows” tab with fields like name, email, phone, channels, contacted_at, original_time, and missed_appointment.
• Logic and orchestration include nodes such as if, set, and a sticky note.

Requirements: Google account (Calendar, Sheets, Gmail), a Twilio account with SMS-capable phone number, and your configured rebooking link.