Send Booking Reminders
Nora sends reminder emails 24h and 1h before scheduled calls
No-shows waste time. This automation sends email reminders to both you and the person booked, 24 hours and 1 hour before the call.
Nora queries Calendly for upcoming scheduled events. Exactly 24 hours before a meeting, Nora sends an email through your Gmail account to the attendee. This message includes the agenda, a meeting link, and a request to confirm attendance. One hour before the call, Nora checks the invitee's response status. It then sends a second reminder to both the attendee and the calendar owner, adjusting the urgency based on whether the attendee confirmed the previous day.
The sales manager who used to track the calendar and manually email attendees now just joins the calls. They review weekly cancellation and no-show rates in their chat channel. They still decide when to ban persistent no-shows or rewrite the standard meeting agenda, but the routine chasing is handled.
Runs automated at 24h and 1h before meeting using Calendly and Gmail, run by your Sales Manager.
How it works
- Query upcoming meetings — Nora queries Calendly for scheduled events occurring in exactly 24 hours or one hour. It pulls the event type details, the full invitee list, availability windows, and the host information to prepare the upcoming communications.
- Send first reminder — For meetings 24 hours out, Nora sends an email via Gmail to the invitee using the mcp__gmail__send_email scope. The message contains the meeting link, the event agenda, and a clear request to reply or click to confirm their attendance.
- Track attendee confirmation — Nora monitors the invitee responses directly in Calendly and searches for incoming replies in Gmail. It updates the internal status of the upcoming meeting based on whether the attendee has acknowledged the 24-hour reminder.
- Send final reminder — One hour before the meeting starts, Nora sends a final email to both the host and the attendee. If the attendee confirmed their attendance earlier, the message tone is brief and positive, simply providing the meeting link.
- Handle unconfirmed attendees — If the attendee never confirmed, the one-hour reminder is written with more urgency. Nora asks the invitee to explicitly state if they are still available for the call, warning the host that they might be facing a no-show.
- Log attendance rates — After the scheduled events conclude, Nora queries the event history in Calendly for no-show flags and cancellation records. It compiles these figures and reports the overall cancellation rate to the calendar owner in their preferred chat channel.
What this replaces
A sales representative checks their calendar at the start of the day. They draft individual emails to every prospect booked for tomorrow, pasting in Zoom links and asking for confirmation. An hour before each call, they check their inbox for a reply, then send another quick message.
- Reviewing the calendar for tomorrow's appointments
- Drafting and sending individual reminder emails
- Checking the inbox for prospect confirmations
- Sending a second email right before the meeting starts
Rough estimate rather than a measured figure: about 45 minutes a day, assuming 10 scheduled calls requiring two reminder emails each at about 2 minutes per prospect.
What it needs to run
Accounts and plans
- A Calendly account with API access enabled
- A Google Workspace or Gmail account
Access it asks for
- Calendly Personal Access Token or OAuth to read scheduled events and invitee responses
- mcp__gmail__send_email to send the 24-hour and 1-hour reminder emails
- mcp__gmail__search_emails to check for incoming replies from attendees
What Nora reads
- Calendly scheduled events and availability windows
- Invitee details and response statuses
- Gmail inbox for replies from attendees
What Nora writes
- Outgoing reminder emails in Gmail
- No-show rate summaries sent to your chat channel
When it goes wrong
- Calendly API rate limit exceeded during a bulk check Calendly allows 600 requests per minute. If Nora hits an HTTP 429 error during a calendar check, it pauses and retries the query a few minutes later.
- Meeting is cancelled by either party within 24 hours If the host or attendee cancels the event in Calendly after the first email goes out, Nora detects the cancellation and suppresses the one-hour reminder.
- Calendly event type is missing a location or meeting link If the event type does not contain a location or Zoom link, Nora sends a message to the host in their chat channel asking for the link rather than sending an incomplete email.
- Attendee replies to the reminder with a complex question If the attendee replies with a question instead of a clear confirmation, Nora leaves the email unread in the host's inbox and alerts the host in chat. It does not attempt to answer.
Who this is for
Worth it if
- Sales teams handling 10+ prospect calls daily where no-shows directly impact revenue
- Consultants or coaches who charge for time and need clients to prepare in advance
- Recruiters managing high volumes of initial screening interviews
Not worth it if
- Teams with very low meeting volume where manual follow-up is trivial
- Organisations that already use Calendly's built-in automated workflows for all reminder emails
- Internal meetings where colleagues do not need formal confirmation emails
A worked example
A boutique accounting firm books about 15 consultation calls a week. Nora is connected to the managing partner's Calendly and Gmail accounts. The partner asks Nora to handle all meeting reminders.
Subject: Reminder: Consultation with Harbour Accounting tomorrow Hi David, We are scheduled for a consultation tomorrow at 2:00 PM. Agenda: - Review current tax structure - Discuss quarterly filing options Please reply to confirm you are still able to make it, or let me know if we need to reschedule. The Google Meet link is: meet.google.com/abc-defg-hij. Best, Sarah
Frequently asked questions
What if I need to change the wording of the reminder email?
You tell Nora in your chat channel how you want the email to read. If you want a more formal tone or need to include a link to an intake form, you just ask Nora to update the template. There is no settings page to edit. Nora adjusts the drafting instructions for all future reminders immediately.
Does Nora reply if the attendee asks to reschedule?
No. Nora checks for confirmations. If the attendee replies asking for a different time, Nora leaves that email in your inbox for you to handle and notifies you in chat. It will not attempt to negotiate a new time or generate a one-off scheduling link on its own.
How does Nora know if someone confirmed?
Nora checks Calendly for the invitee's response status. It also searches your Gmail for replies to the 24-hour reminder using the mcp__gmail__search_emails scope. If the attendee clicks the confirmation link or replies positively, Nora registers them as confirmed and adjusts the tone of the final reminder.
Will this double up with Calendly's own reminder feature?
Yes, if you leave Calendly's native reminders turned on. You should disable Calendly's built-in email reminders for the event types Nora is managing. This prevents the attendee from receiving duplicate messages. Nora replaces the basic automated ping with a context-aware email sent directly from your own Gmail account.
Connects to
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