Voice-note reminders for tomorrow's appointments
Emails each client booked for tomorrow a spoken reminder as an audio attachment, and never reminds the same booking twice.
Apps it connects
Authenticate each one once and the workflow is ready to run.
What it does
The integration steps this workflow runs, in the order it first runs them.
- 1Google SheetsGet column values
- 2Cal.comList bookings
- 3AnthropicGenerate model response
- 4ElevenLabsText to speech
- 5Google SheetsAppend row
- 6GmailSend
How it works
Everything the template sets up, and what to fill in before the first run.
Every morning this reads your upcoming Cal.com bookings, picks out the ones starting tomorrow, and emails each client a two-line reminder they can listen to instead of read. The words are written by AI, spoken by an ElevenLabs voice you choose, and attached to the email as an audio file.
The spoken note deliberately states very little: the client's first name, the name of their appointment and your business name. It is told not to say a clock time, a date, a duration, a price or an address, because a voice note confidently naming the wrong time is worse than no reminder at all. Before anything is sent, the script is checked to make sure it still contains the booking's own appointment name - if the wording has drifted, that client is skipped and counted rather than sent something invented. The exact start time travels in the email body, copied character for character from the booking.
Nobody is reminded twice. Each booking is written to a log tab in your spreadsheet before its email goes out, and every run reads that log first and skips anyone already on it. If the log cannot be read the run stops without sending, because at that point it cannot tell who has already heard from you. A booking with no valid email address is skipped and counted, never guessed at, and each run sends at most the number of reminders set in the 'maxReminders' step.
To set it up: paste the link to a spreadsheet with a tab named 'Reminder log' (put 'Booking ID' in cell A1) into the 'logSheetUrl' step, choose your voice in 'voiceId', and put the name clients know you by in 'businessName'. The workflow runs at 09:00 daily and treats bookings 15 to 39 hours away as tomorrow's; if you move the run time, move that window in the 'remindFromHours' and 'remindToHours' steps by the same amount.
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