AI automation
Automated meeting-confirmation system
A show-rate machine built on n8n and Retell AI: every booking gets instant confirmations, a halfway reminder, and an AI confirmation call an hour before the meeting, with reschedules synced in real time.
The problem
No-shows quietly kill a calendar-driven business. A booking two weeks out is a promise easily forgotten, and manually chasing confirmations does not scale.
Reminder emails alone get ignored; what moves show rate is a real touch shortly before the meeting.
What we built
When a booking comes in via Cal.com, the system logs it, sends instant SMS and email confirmations, and follows up with a reminder at the halfway point. An hour before the meeting, an outbound voice agent calls to confirm attendance, offers to reschedule if they cannot make it, and falls back to SMS if they do not pick up.
The voice agent has live tools behind it: it can check calendar availability, reschedule, or cancel mid-call through n8n function webhooks. Two-way SMS capture and auto-syncing keep every reply and reschedule reflected in the booking sheet in real time. Eleven workflows in total, each documented on the canvas.
The result
Three touches before every meeting, zero manual chasing
3
touchpoints before each meeting
11
n8n workflows behind one goal
1 hr
before the meeting, the agent calls