Recover No-Show Appointments with Calendly, Telegram & Email Alerts

This n8n workflow helps automate the process of identifying and following up with clients who have missed their appointments. It's designed to ensure no-shows are proactively addressed, potentially leading to rescheduling and improved client engagement.

What it does

This workflow performs the following key steps:

1. Schedules Execution: The workflow is triggered on a predefined schedule (e.g., daily, hourly) to check for missed appointments.
2. Fetches Appointment Data: It makes an HTTP request to an external API (likely Calendly or a similar scheduling tool) to retrieve a list of appointments.
3. Processes Appointment Data: A Function node processes the raw appointment data, likely filtering for past appointments and identifying those marked as "no-show" or "missed." It might also extract relevant client details like name, email, and contact information.
4. Conditional Alerting: An If node checks for specific conditions (e.g., if a no-show appointment is found).
   • If a No-Show is Detected:
     • Sends Email Alert: An email is sent to the client (or an internal team member) to follow up on the missed appointment, potentially offering a link to reschedule.
     • Sends Telegram Alert: A Telegram message is sent, likely to an internal team chat, to notify them of the missed appointment and the follow-up action taken.
   • If No No-Shows are Detected: The workflow concludes without further action.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance.
• Calendly (or similar scheduling tool) API Access: Credentials and API endpoint for your scheduling platform to fetch appointment data. This will be configured in the "HTTP Request" node.
• SMTP Credentials: For the "Send Email" node, you'll need an SMTP server configured to send emails.
• Telegram Bot Token and Chat ID: For the "Telegram" node, you'll need a Telegram Bot token and the chat ID where you want to send alerts.

Setup/Usage

1. Import the Workflow: Import the provided JSON into your n8n instance.
2. Configure Credentials:
   • HTTP Request Node: Update the HTTP Request node with your scheduling platform's API endpoint, authentication (e.g., API key, OAuth2), and any necessary parameters to fetch appointment data.
   • Send Email Node: Configure your SMTP credentials (host, port, user, password) for sending emails.
   • Telegram Node: Configure your Telegram Bot Token and the Chat ID where you want to receive notifications.
3. Customize Data Processing (Function Node): Adjust the JavaScript code in the "Function" node to correctly parse your scheduling platform's API response and identify no-show appointments based on your specific criteria.
4. Customize Email and Telegram Messages: Modify the email subject, body, and Telegram message content to fit your communication style and include relevant details (e.g., client name, original appointment time, rescheduling link).
5. Set Schedule (Cron Node): Configure the "Cron" node to run the workflow at your desired frequency (e.g., once a day, every few hours).
6. Activate the Workflow: Once configured, activate the workflow to start monitoring and acting on no-show appointments.