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Appointment Reminder SMS Campaign

Text every client 24h before their appointment, auto-escalate no-replies, and ping you in Slack on the stragglers.

Best forAgencyB2BServices
Agents11 required
Duration3-5 minutes to stage; runs across the reminder + escalation window

This recipe pulls tomorrow's appointments from your connected calendar (or Calendly), stitches in each client's name and phone from your CRM, and drafts a personalized reminder text that reads like your front desk wrote it. After you approve the batch, it sends the reminders, watches for confirmation replies for two hours, then escalates anyone who didn't confirm with a second, differently-worded text and a Slack ping so you can call the stragglers before the slot is lost. It honors quiet hours, opt-outs, and never auto-sends without your approval.

How it runs

Multi-agent orchestration — here's the flow, step by step.

01

Load reminder settings from memory and pull appointments due for a reminder from the connected calendar.

calendar scanner
01

Pull Calendly scheduled events and invitee phone/email when Calendly is the booking source; merge and dedupe with calendar events.

scheduling scanner
01

Resolve missing client phone numbers, preferred names, visit history, and do-not-text opt-out flags from the CRM.

crm scanner
02

Build a per-client context object: name, client-local appointment time, service, location, first-time vs returning, confirm keyword.

outreach personalizer
02

Draft two distinct SMS per client — the initial reminder and the escalation follow-up — under the segment budget with confirm/opt-out language.

message writer
02

Assemble the ordered send plan with scheduled send + escalation times and stage it as a review batch for owner approval.

workflow orchestrator
03

On approval, send the initial reminders one per client, honoring client-local quiet hours and logging each send status.

distributor
03

Poll inbound replies for the confirmation window and classify each as confirmed, reschedule/cancel, ambiguous, or no-reply.

data analyst
04

Take the no-reply set and drive the single escalation follow-up per client, then memorize the run's confirmation stats and opt-outs.

follow up reminder agent
04

Send the escalation follow-up text to unconfirmed clients, respecting quiet hours and the one-follow-up cap.

distributor
04

Post the owner alert to Slack: unconfirmed clients with times plus reschedule/cancel requests needing a callback.

slack channel operations agent
04

Assemble the final run report: send ledger, confirmation scoreboard, escalation ledger, excluded/opt-out list, and gap footer.

report formatter

Required Agents

11
  • calendar-scanner
  • scheduling-scanner
  • crm-scanner
  • outreach-personalizer
  • message-writer
  • workflow-orchestrator
  • distributor
  • data-analyst
  • follow-up-reminder-agent
  • slack-channel-operations-agent
  • report-formatter

Connections

Required

google-calendarhubspotslacktwilio

Optional

hubspotcalendlyslackgoogle-calendaroutlook

What it does

  • Pulls tomorrow's appointments from calendar or Calendly
  • Resolves client phone + name from your CRM
  • Personalized reminder text per client, in their timezone
  • Confirmation-reply tracking with a 2-hour window
  • Auto-escalation follow-up for no-replies
  • Slack alert to the owner on unconfirmed + reschedule requests
  • Quiet-hours and opt-out compliance
  • Staged review batch — never auto-sends unreviewed

Example prompt

Text all my clients who have appointments tomorrow to remind them, and let me know in Slack if anyone hasn't confirmed within a couple hours.

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