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
Each integration step this workflow runs, in order, what it is for, and the conditions and loops that decide when it runs.
- 1Google SheetsGet column valuesReads the booking ids already on the 'Reminder log' tab so nobody is reminded twice, and stops the run if that fails.
- 2Cal.comList bookingsReads your upcoming bookings and keeps those starting tomorrow, with the client's name, email, time zone and the appointment name.
For each
booking- 3AnthropicGenerate model responseAsks the AI for a short warm reminder that greets the client by first name and names only the appointment and your business, never a time or price.
- 4ElevenLabsText to speechSpeaks the checked script in the voice you chose and returns the audio file that goes out as the attachment.
- 5GmailSendSends each client the reminder text, their start time in their own time zone and the voice note as an audio attachment.
- 6Google SheetsAppend rowRecords the booking id, appointment, client address and start time on the 'Reminder log' tab once the email has gone out.
- 3
How it works
What happens on each run, in plain English.
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.
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