Voice-note reminders for tomorrow's appointments

Every day at 09:00, your upcoming Cal.com bookings are read and the ones starting tomorrow are picked out. For each client, the AI writes a short reminder, an ElevenLabs voice you choose speaks it, and the client gets an email with the words, their start time and the audio attached.

The spoken note says very little: a greeting with the client's first name, the name of their appointment and your business name. It never says a time, a date, a price or an address, because a voice note naming the wrong time is worse than none. The start time is written in the email instead, in the client's own time zone from their booking, and a script that has lost the appointment's name is not sent. Each booking is written to a 'Reminder log' tab once its email has gone out and every run reads that log first, so nobody is reminded twice; if the log cannot be read, nothing is sent. If a script, voice note or email fails, or there are more clients than your daily limit, the run is marked as failed and names everyone who did not get a reminder.

You need Cal.com, ElevenLabs, Gmail, Google Sheets and Anthropic connected, and a Google Sheet with a 'Reminder log' tab. Fill in the sheet's link, the voice and the name clients know you by.

Run every day at 09:00.Run every day at 09:00.

Set logSheetUrl to blank.Set logSheetUrl to blank.

Set logTabName to Reminder log.Set logTabName to Reminder log.

Set voiceId to blank.Set voiceId to blank.

Set businessName to blank.Set businessName to blank.

Set maxReminders to 30.Set maxReminders to 30.

Set remindFromHours to 15.Set remindFromHours to 15.

Set remindToHours to 39.Set remindToHours to 39.

Set bookingsToScan to 100.Set bookingsToScan to 100.

Start an empty list and save it as remindedBookingIds.Start an empty list and save it as remindedBookingIds.

If a step below fails, save the error as logReadErrorIf a step below fails, save the error as logReadError

Try

Change remindedBookingIds to the values from the Google Sheets “Read column by number” step.Change remindedBookingIds to the values from the Google Sheets “Read column by number” step.

On error

Stop and report a problem: Could not read the reminder log, so nothing was sent - without it this workflow cannot tell who has already been reminded. Add a tab named '@logTabName' to your spreadsheet with 'Booking ID' as the heading in column A.Stop and report a problem: Could not read the reminder log, so nothing was sent - without it this workflow cannot tell who has already been reminded. Add a tab named '@logTabName' to your spreadsheet with 'Booking ID' as the heading in column A.

Cal.comList bookings. Save it as bookingSearch.List bookings. Save it as bookingSearch.

Set bookings to bookingSearch.bookings.Set bookings to bookingSearch.bookings.

Set sentCount to 0.Set sentCount to 0.

Set skippedAlreadyReminded to 0.Set skippedAlreadyReminded to 0.

Set skippedNoEmail to 0.Set skippedNoEmail to 0.

Set skippedIncomplete to 0.Set skippedIncomplete to 0.

Set skippedUnverifiedScript to 0.Set skippedUnverifiedScript to 0.

Set failedCount to 0.Set failedCount to 0.

Set remindersTried to 0.Set remindersTried to 0.

Set skippedOverLimit to 0.Set skippedOverLimit to 0.

Set notLogged to 0.Set notLogged to 0.

Set problems to an empty list.Set problems to an empty list.

For each booking in bookings:For each booking in bookings:

Set bookingId to blank.Set bookingId to blank.

If a step below fails, save the error as idErrorIf a step below fails, save the error as idError

Try

Trim booking.uid and save it as bookingId.Trim booking.uid and save it as bookingId.

On error

Change bookingId to blank.Change bookingId to blank.

If bookingId is emptyIf bookingId is empty

Yes

Add 1 to skippedIncomplete.Add 1 to skippedIncomplete.

Skip to the next item.Skip to the next item.

No

No steps

If remindedBookingIds contains bookingIdIf remindedBookingIds contains bookingId

Yes

Add 1 to skippedAlreadyReminded.Add 1 to skippedAlreadyReminded.

Skip to the next item.Skip to the next item.

No

No steps

Set hoursAway to -1.Set hoursAway to -1.

If a step below fails, save the error as startErrorIf a step below fails, save the error as startError

Try

Count the hours from the current date and time to booking.start and save it as hoursAway.Count the hours from the current date and time to booking.start and save it as hoursAway.

On error

Change hoursAway to -1.Change hoursAway to -1.

If hoursAway multiplied by 1 is less than remindFromHours multiplied by 1 or…If hoursAway multiplied by 1 is less than remindFromHours multiplied by 1 or…

Yes

Skip to the next item.Skip to the next item.

No

No steps

Set appointmentTitle to blank.Set appointmentTitle to blank.

If a step below fails, save the error as titleErrorIf a step below fails, save the error as titleError

Try

Trim booking.title and save it as appointmentTitle.Trim booking.title and save it as appointmentTitle.

On error

Change appointmentTitle to blank.Change appointmentTitle to blank.

If appointmentTitle is emptyIf appointmentTitle is empty

Yes

Add 1 to skippedIncomplete.Add 1 to skippedIncomplete.

Skip to the next item.Skip to the next item.

No

No steps

Set clientEmail to blank.Set clientEmail to blank.

If a step below fails, save the error as emailErrorIf a step below fails, save the error as emailError

Try

Trim the first item of booking.attendees.email and save it as clientEmail.Trim the first item of booking.attendees.email and save it as clientEmail.

On error

Change clientEmail to blank.Change clientEmail to blank.

If clientEmail is a valid email address is noIf clientEmail is a valid email address is no

Yes

Add 1 to skippedNoEmail.Add 1 to skippedNoEmail.

Skip to the next item.Skip to the next item.

No

No steps

Set clientName to blank.Set clientName to blank.

If a step below fails, save the error as nameErrorIf a step below fails, save the error as nameError

Try

Trim the first item of booking.attendees.name and save it as clientName.Trim the first item of booking.attendees.name and save it as clientName.

On error

Change clientName to blank.Change clientName to blank.

If clientName is emptyIf clientName is empty

Yes

Change clientName to there.Change clientName to there.

No

No steps

Set startsAt to blank.Set startsAt to blank.

If a step below fails, save the error as startsAtErrorIf a step below fails, save the error as startsAtError

Try

Trim booking.start and save it as startsAt.Trim booking.start and save it as startsAt.

On error

Change startsAt to blank.Change startsAt to blank.

If remindersTried is greater than or equal to maxReminders multiplied by 1If remindersTried is greater than or equal to maxReminders multiplied by 1

Yes

Add 1 to skippedOverLimit.Add 1 to skippedOverLimit.

Add clientName (clientEmail): not reminded, this run reached its limit of maxReminders reminders - raise 'maxReminders' to cover your busiest day to the end of problems and save it as problems.Add clientName (clientEmail): not reminded, this run reached its limit of maxReminders reminders - raise 'maxReminders' to cover your busiest day to the end of problems and save it as problems.

Skip to the next item.Skip to the next item.

No

No steps

Split clientName by a space and save it as nameParts.Split clientName by a space and save it as nameParts.

Get the text before between in appointmentTitle and save it as appointmentName.Get the text before between in appointmentTitle and save it as appointmentName.

If appointmentName is blankIf appointmentName is blank

Yes

Change appointmentName to appointmentTitle.Change appointmentName to appointmentTitle.

No

No steps

Set clientTimeZone to blank.Set clientTimeZone to blank.

If a step below fails, save the error as timeZoneErrorIf a step below fails, save the error as timeZoneError

Try

Trim booking.attendees[0].timeZone and save it as clientTimeZone.Trim booking.attendees[0].timeZone and save it as clientTimeZone.

On error

Change clientTimeZone to blank.Change clientTimeZone to blank.

Set startTimeText to blank.Set startTimeText to blank.

If clientTimeZone isn't blankIf clientTimeZone isn't blank

Yes

If a step below fails, save the error as zoneErrorIf a step below fails, save the error as zoneError

Try

Make startsAt readable as “Monday, November 2 at 2:05 PM” and save it as localStart.Make startsAt readable as “Monday, November 2 at 2:05 PM” and save it as localStart.

Build the text @localStart (@clientTimeZone) and save it as startTimeText.Build the text @localStart (@clientTimeZone) and save it as startTimeText.

On error

No steps

No

No steps

If startTimeText is blankIf startTimeText is blank

Yes

Make startsAt readable as “Monday, November 2 at 2:05 PM (UTCZ)” and save it as startTimeText.Make startsAt readable as “Monday, November 2 at 2:05 PM (UTCZ)” and save it as startTimeText.

No

No steps

Set requiredPhrase to your appointmentName is booked for tomorrow.Set requiredPhrase to your appointmentName is booked for tomorrow.

Build the text You are writing a very short reminder that will be read aloud as a voice note to a client about an appointment. Write 2 to 3 short sentences in a warm, plain s... and save it as prompt.Build the text You are writing a very short reminder that will be read aloud as a voice note to a client about an appointment. Write 2 to 3 short sentences in a warm, plain s... and save it as prompt.

Change prompt to promptChange prompt to prompt The script must contain this exact phrase, word for word: requiredPhrase.

Add 1 to remindersTried.Add 1 to remindersTried.

Set script to blank.Set script to blank.

Set scriptProblem to blank.Set scriptProblem to blank.

If a step below fails, save the error as scriptErrorIf a step below fails, save the error as scriptError

Try

ClaudeAsk Claude: prompt. Save it as modelReply.Ask Claude: prompt. Save it as modelReply. Maximum response length: 200

Trim modelReply.response_text and save it as script.Trim modelReply.response_text and save it as script.

On error

Change script to blank.Change script to blank.

Change scriptProblem to scriptError.message.Change scriptProblem to scriptError.message.

If script doesn't contain requiredPhrase (ignoring case)If script doesn't contain requiredPhrase (ignoring case)

Yes

Add 1 to skippedUnverifiedScript.Add 1 to skippedUnverifiedScript.

Add clientName (clientEmail): the AI's script did not name the appointment, so nothing was sent. scriptProblem to the end of problems and save it as problems.Add clientName (clientEmail): the AI's script did not name the appointment, so nothing was sent. scriptProblem to the end of problems and save it as problems.

Skip to the next item.Skip to the next item.

No

No steps

Set audioRef to blank.Set audioRef to blank.

Set voiceProblem to blank.Set voiceProblem to blank.

If a step below fails, save the error as voiceErrorIf a step below fails, save the error as voiceError

Try

ElevenLabsConvert text to speech with voice voiceId. Save it as speech.Convert text to speech with voice voiceId. Save it as speech.script

Trim speech.document_ref and save it as audioRef.Trim speech.document_ref and save it as audioRef.

On error

Change audioRef to blank.Change audioRef to blank.

Change voiceProblem to voiceError.message.Change voiceProblem to voiceError.message.

If audioRef is emptyIf audioRef is empty

Yes

Add 1 to failedCount.Add 1 to failedCount.

Add clientName (clientEmail): ElevenLabs could not make the voice note, so nothing was sent. voiceProblem to the end of problems and save it as problems.Add clientName (clientEmail): ElevenLabs could not make the voice note, so nothing was sent. voiceProblem to the end of problems and save it as problems.

Skip to the next item.Skip to the next item.

No

No steps

Set emailSent to false.Set emailSent to false.

If a step below fails, save the error as sendErrorIf a step below fails, save the error as sendError

Try

GmailSend an email to clientEmail.Send an email to clientEmail. Subject: Reminder: appointmentName tomorrowscript Your appointment starts startTimeText. The same reminder is attached as a short voice note. businessName

Add 1 to sentCount.Add 1 to sentCount.

Change emailSent to true.Change emailSent to true.

On error

Add 1 to failedCount.Add 1 to failedCount.

Add clientName (clientEmail): the email could not be sent - sendError.message to the end of problems and save it as problems.Add clientName (clientEmail): the email could not be sent - sendError.message to the end of problems and save it as problems.

If emailSent is noIf emailSent is no

Yes

Skip to the next item.Skip to the next item.

No

No steps

Add bookingId to the end of remindedBookingIds and save it as remindedBookingIds.Add bookingId to the end of remindedBookingIds and save it as remindedBookingIds.

If a step below fails, save the error as logWriteErrorIf a step below fails, save the error as logWriteError

Try

Google SheetsAdd a row to logTabName in logSheetUrl.Add a row to logTabName in logSheetUrl.

On error

Add 1 to notLogged.Add 1 to notLogged.

Add clientName (clientEmail): the reminder went out but could not be written to the '@logTabName' tab. Add bookingId to column A before running this again today, or they will get a second email to the end of problems and save it as problems.Add clientName (clientEmail): the reminder went out but could not be written to the '@logTabName' tab. Add bookingId to column A before running this again today, or they will get a second email to the end of problems and save it as problems.

Build the text Voice reminders sent: @sentCount. Already reminded on an earlier run: @skippedAlreadyReminded. Skipped, no usable email address: @skippedNoEmail. Skipped, book... and save it as summary.Build the text Voice reminders sent: @sentCount. Already reminded on an earlier run: @skippedAlreadyReminded. Skipped, no usable email address: @skippedNoEmail. Skipped, book... and save it as summary.

Join problems with a new line and save it as problemList.Join problems with a new line and save it as problemList.

If problems isn't emptyIf problems isn't empty

Yes

Stop and report a problem: summaryStop and report a problem: summary problemList.

No

No steps

Show in the output: summary.Show in the output: summary.