Use cases / Support / front-desk agent
No-show follow-up drafts with two new times (you send)
Updated · by Rosh Perera
After a missed appointment, get a kind reschedule draft with two real slots you provide. You send every message. Never invents fees or moves your calendar alone.
Templates
Grok Bot version
Grok Bot routine: No-show follow-up drafts with two new times (you send) Schedule: Daily 17:30 or on paste When I paste a no-show (first name, original time, channel) and two real open slots, draft a short, blame-free reschedule message offering those exact times. Include my no-show fee wording only if I pasted it. Never invent fees or threats. Never invent clinical details. Send me the drafts; I send them. Never move calendar events unless I approve a specific change and confirm I'll apply it. Rules: draft first, never send or post anything external without my approval. Keep summaries short.
ChatGPT version
ChatGPT scheduled task (Tasks / custom GPT): No-show follow-up drafts with two new times (you send) Run: Daily 17:30 or on paste Instructions: When I paste a no-show (first name, original time, channel) and two real open slots, draft a short, blame-free reschedule message offering those exact times. Include my no-show fee wording only if I pasted it. Never invent fees or threats. Never invent clinical details. Send me the drafts; I send them. Never move calendar events unless I approve a specific change and confirm I'll apply it. Always ask before sending anything on my behalf.
Claude version
Claude project instructions: No-show follow-up drafts with two new times (you send) Cadence: Daily 17:30 or on paste You are my support / front-desk agent. When I paste a no-show (first name, original time, channel) and two real open slots, draft a short, blame-free reschedule message offering those exact times. Include my no-show fee wording only if I pasted it. Never invent fees or threats. Never invent clinical details. Send me the drafts; I send them. Never move calendar events unless I approve a specific change and confirm I'll apply it. Output drafts only; I approve before anything goes out.
n8n version
n8n workflow: No-show follow-up drafts with two new times (you send) When: Daily 17:30 or on paste 1. Create a new workflow. Add a Schedule Trigger (daily). 2. Add nodes that fetch the inputs this routine needs (Gmail, Google Sheets, your CRM, etc.). 3. Add an AI Agent node (connect your model: OpenAI, Anthropic, or another provider) and paste this as the system prompt: When I paste a no-show (first name, original time, channel) and two real open slots, draft a short, blame-free reschedule message offering those exact times. Include my no-show fee wording only if I pasted it. Never invent fees or threats. Never invent clinical details. Send me the drafts; I send them. Never move calendar events unless I approve a specific change and confirm I'll apply it. 4. Send the output to yourself first (Gmail draft, Slack or Telegram message). Add a "Send and wait for response" / approval step before anything goes to a customer. 5. Test with "Execute workflow", check the output, then activate it.
Best for: dental and medical offices, local businesses, consultants, coaches and freelancers, trades and home-service businesses, real estate agents and teams
FAQ
What does "No-show follow-up drafts with two new times (you send)" do?
After a missed appointment, get a kind reschedule draft with two real slots you provide. You send every message. Never invents fees or moves your calendar alone.
When does it run?
The templates are set to: Daily 17:30 or on paste. Edit that line in the template if your timing is different.
Which AI tools is there a template for?
This page has copy-ready versions for Grok Bot, ChatGPT, Claude and n8n. It works best connected to Google Calendar, SMS / WhatsApp and Gmail / email. Every version keeps you in the loop: the agent drafts and you approve before anything goes out.
How much time does it save?
Our estimate is about 2 hours a week. It's an estimate from the WhatShouldMyBotDo library, not a measured result, so check it against your own week.
Want the whole system pre-written?
The One-Person AI Business Pack: CEO agent + workers, all 46 routines in 4 formats, your role pack.
$29 one-time, plus local tax where it applies.
Next: Whop checkout. $29 one-time, plus local tax where it applies, paid by card on Whop. Files arrive by email.
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Built by Rosh Perera, who has set up AI automations for more than 40 businesses over about 3 years.