Text new enquiries a booking link, then chase once
Texts each new Airtable enquiry your Cal.com booking link, sends one reminder if they still have not booked, then stops.
What it does
The integration steps this workflow runs, in the order it first runs them.
- 1AirtableList records
- 2Cal.comList bookings
- 3AirtableUpdate record
- 4TwilioSend sms
How it works
Everything the template sets up, and what to fill in before the first run.
Enquiries go cold while everyone waits for someone else to move first. This workflow closes that gap: every hour it reads your enquiry list in Airtable, texts anyone new your Cal.com booking link, and - if they still have not booked after a few days - sends exactly one reminder. After that it leaves them alone, permanently.
It never texts the same person twice. Before anything is sent it asks Cal.com whether that email address already has a booking; if it does, the enquiry is marked Booked and never looked at again. Anyone who has had their reminder is marked Reminded and skipped from then on. The row is marked before the text is sent, deliberately: a text that fails is a lost reminder, but a marker that fails to save would text that person on every run forever.
There is also a hard ceiling on how many texts one run may send, so a bad import or a duplicated table cannot turn into a phone bill. Whatever is left over is picked up on the next run.
Your Airtable table needs these columns, named exactly:
- Name - used to open the text; a blank one becomes "Hi there" - Phone - the mobile number to text, ideally in +15551234567 form - Email - how a Cal.com booking is recognised as theirs - Follow-up Status - written by this workflow: Link sent, Reminded or Booked - Follow-up Date - written by this workflow: the date that status was set
An enquiry with no usable mobile number, or no usable email address, is skipped and counted rather than texted at a guess - and it is left unmarked, so fixing the number is all it takes for the next run to pick it up. Mobile numbers are checked against the country you set in 'phoneRegion', which can be US, CA, GB or AU.
This workflow only ever reads bookings and sends texts. It never cancels, moves or creates a booking on anyone's behalf.
To set it up, fill in your Airtable base and table, your public Cal.com booking link, the Twilio number to text from, and the name your customers know you by. Then adjust 'daysToWaitBeforeReminder' and 'maxTextsPerRun' to taste. Every run ends with a short summary of what it sent and what it skipped.
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