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VETTED AUTHORITY

Template 06 · In the Vetted Small-Business Automation Pack

Appointment booked to 24-hour email and 1-hour SMS reminders

What it automates

A Calendly booking schedules a reminder email 24 hours before and an SMS 1 hour before. Each reminder re-checks the booking first, so canceled appointments get nothing.

Last updated

Tested on: Not yet tested

Included in the Vetted Small-Business Automation Pack. It is not a separate download.

Checkout is not open yet. The pack goes on sale once the checkout provider is set up.

The flow

STARTS WHENCalendly: invitee bookedSTEPWait until 24 h beforeCHECKStill booked? Email reminderSTEPWait until 1 h beforeRESULTStill booked? SMS reminder

Who it is for

Appointment-based businesses losing time to no-shows.

Human approval

None needed: AI writes nothing a customer sees here. Customer emails are fixed text you edit in the workflow.

When something fails

Status checks and sends retry 3 times. If Calendly cannot confirm the booking is active, no reminder goes out (silence is safer than reminding a canceled client).

Apps and accounts you need

  • Calendlybooking trigger and status check · official page
  • Gmailsends the 24-hour reminder · official page
  • Twiliosends the 1-hour SMS · official page
  • n8nruns the workflow (n8n Cloud or self-hosted)

Running cost estimate

At 60 bookings a month (one execution each, however long it waits): 60 executions a month fit n8n Cloud Starter (2,500 executions a month): €20/mo billed annually. Last verified on n8n's pricing page.

One run is one n8n execution, however many steps or waits it has. The cost of the apps themselves is separate. Make: no estimate until the Make version exists, because Make bills per module action.

Check n8n pricing on the official site

Plain link to n8n's pricing page. We have no affiliate relationship with n8n.

Setup overview

  1. In n8n, open Workflows, choose Import from File, and select n8n.json.
  2. Check that your Calendly plan includes webhooks, then create a Calendly personal access token for the credential.
  3. Open Configure me and set your business name, Twilio sending number, reply-to email and time zone.
  4. Ask for a phone number in your Calendly event. Bookings without one get email only.
  5. Create credentials: Calendly, Gmail and Twilio. Select the Calendly credential in both Still booked? nodes.
  6. Run one test with your own data, check every step's output, then switch the workflow to Active.

Known limits

  • Only text people who agreed to SMS reminders; consent rules vary by country and state.
  • Bookings made less than 24 hours (or 1 hour) ahead skip that reminder.
  • Each reminder is sent only after Calendly's API, called on its fixed address with your credential, confirms the booking is active, so a forged webhook call cannot trigger messages.

Platform status

n8n
Workflow file ready. n8n-mcp 2.94.0 validate_workflow (strict profile): 0 errors (Oct 17, 2026). Validation is not a live run.
Make
Make version in progress: blueprints are published only after they pass Make's own validator.

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