Calendly Whatsapp Automation
Automatically confirm new bookings, send friendly reminders, and reduce no‑shows with a simple ActiveCampaign + D7 WhatsApp API workflow.
Why This Workflow Matters
This workflow makes it easy to keep every new appointment on track. The moment someone books a meeting, they receive a clear WhatsApp confirmation and a reminder before the call. You stay organized, your clients feel informed, and your no‑show rate drops without extra manual work. It’s a simple way to deliver a professional experience at scale.
How The Automation Works
1. Trigger: Event booked
Whenever someone books a meeting through Calendly, this workflow starts automatically.
2. ActiveCampaign Actions: Tag appointment_set, webhook
ActiveCampaign tags the contact with “appointment_set” so you can track bookings. At the same time, it triggers a webhook that sends the booking details to D7 WhatsApp API.
3. WhatsApp Message Sent:
The contact instantly receives a WhatsApp message:
“Your meeting is confirmed for {{date_time}}. Reply RESCHEDULE if needed.”
This confirms the booking and gives them a clear way to reschedule.
4. Follow-Up Steps: Reminder 1 hour before
One hour before the meeting, the workflow sends a reminder so the appointment stays top of mind.
5. Goal / KPI: No-show reduction
By confirming bookings and reminding people at the right time, this workflow helps reduce missed appointments and keeps your calendar productive.
Automation Table
| Step | What Happens | Why It Matters |
|---|---|---|
| 1 | A new meeting is booked in Calendly (Event booked). | Every scheduled appointment automatically enters your workflow without manual input. |
| 2 | The contact is tagged in ActiveCampaign with appointment_set. | You can easily segment and track all contacts who have an upcoming appointment. |
| 3 | ActiveCampaign fires a webhook to D7 WhatsApp API. | This securely passes booking data so WhatsApp messages are triggered instantly. |
| 4 | A WhatsApp confirmation is sent: “Your meeting is confirmed for {{date_time}}. Reply RESCHEDULE if needed.” | Customers get immediate confirmation and a simple way to request changes. |
| 5 | The contact keeps the message in WhatsApp as a reference. | Important details are easy to find, reducing confusion and missed calls. |
| 6 | One hour before the meeting, an automated WhatsApp reminder is sent. | Timely reminders keep the meeting top of mind and reduce forgetfulness. |
| 7 | The customer either joins on time or replies “RESCHEDULE” if needed. | You maintain control of your calendar while staying flexible for the customer. |
| 8 | Over time, fewer appointments are missed, supporting the goal of no-show reduction. | Your team spends more time on actual meetings and less time on wasted slots. |
Whatsapp Message Variations
Original:
“Your meeting is confirmed for {{date_time}}. Reply RESCHEDULE if needed.”
Template-friendly variations:
- “Your meeting is confirmed for {{date_time}}. To change the time, reply with RESCHEDULE.”
- “Thanks for booking! Your meeting is scheduled for {{date_time}}. Reply RESCHEDULE if you need a new time.”
- “Confirmation: your appointment is set for {{date_time}}. Need to change it? Reply RESCHEDULE.”
Who This Workflow is For
This workflow is ideal for any business that relies on scheduled meetings and wants to reduce no-shows, such as:
- Coaches and consultants (business, career, life, fitness) booking 1:1 or group sessions.
- Agencies and freelancers scheduling sales calls, discovery calls, and project check-ins.
- Healthcare and wellness providers offering online consultations or follow-up calls.
- Education and training providers scheduling demo sessions, interviews, or onboarding calls.
- Financial and legal services coordinating advisory, review, or consultation meetings.
- SaaS and product teams booking demos, onboarding sessions, or account reviews.
If you book time through Calendly and want more people to actually show up, this automation fits your use case.
