Cutting no-shows and rebooking
Every booking becomes a meeting with an outcome. Reminders go out at 24 hours and 2 hours, and a missed meeting starts recovery by itself.
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- Reminders at 24h and 2h
- Reschedule link in every reminder
- Outcome recorded either way
The short answer
- SalesCrew turns each Calendly booking into a meeting record, and records the outcome as held, cancelled or no-show.
- Reminders send themselves by SMS and email at 24 hours and 2 hours before the meeting, each with a reschedule link.
- When a guest doesn't show, SalesCrew starts no-show recovery without anyone having to remember, and round-robin pools decide who owns the rebooked meeting.
- Because outcomes are recorded, your no-show rate is a real number you can watch fall.
Trigger to logged
One booking's path from the calendar to a held meeting.
- 1
Trigger: a booking is made
Calendly's webhook creates a meeting and matches or creates the contact, with the source recorded. A reconcile job catches any delivery that failed.
- 2
The reminders go out
Twenty-four hours out, then two hours out, by SMS and email. Each one carries a reschedule link, so a guest who can't make it picks a new time.
- 3
Your team sees the day's list
Meetings with their contacts and any notes. meeting_list returns the same rows to an agent under a scoped token.
- 4
The meeting happens, or it does not
The outcome is recorded either way. meeting_outcomes reads the rates back, which is the number worth arguing about.
- 5
Recovery starts by itself
A no-show triggers recovery with a reschedule link. A reply stops it, and a new booking goes to the next person in the round-robin pool.
- 6
What gets logged
The booking and its source, every reminder, the outcome and every touch afterwards on the contact timeline.
What gets configured
What you set for each object in your SalesCrew instance.
| Object | What you set |
|---|---|
| Calendly webhook | Booking created, cancelled and rescheduled events |
| Meeting record | Attendee, time, source, notes |
| Meeting outcome | Held, cancelled or no-show |
| Reminder at 24 hours and 2 hours | The message and the channel |
| Reschedule link in the reminder | The rebooking link in the message |
| No-show recovery | The steps that run after a missed meeting |
| Round-robin pools | Who a new or rebooked meeting is assigned to |
Where it stops and a human starts
A reminder has one job. It confirms the time or offers a new one, and it never renegotiates the meeting. Anything past a reschedule goes to a person on your team.
Consent sits with you. Any message to a consumer mobile in the United States carries TCPA obligations, and SalesCrew runs STOP handling on every text so an opt-out is honoured at once. This page is not legal advice.
You'll see the effect in the rate itself. Recording outcomes turns no-shows into a measured number rather than a shared impression, and that number shows whether the reminders are working.
Questions
- When does SalesCrew send appointment reminders?
- Twenty-four hours before the meeting and again two hours before, by SMS and email. Each reminder carries a reschedule link, so a guest who can't make it rebooks instead of vanishing.
- Can I run no-show recovery over email only?
- Yes. You pick the channel for each step. An email cadence after a no-show stops the moment the guest replies, and the reply lands in your shared inbox.
- What is a good no-show rate?
- It varies enough by industry that one benchmark would mislead you. Record outcomes in SalesCrew for a month, then compare your own rate before and after reminders go out.