Auto-Follow-Up for Canceled Meetings
When a Calendly meeting is canceled, it drafts a personalized follow-up email with a video link via Gmail and creates an Asana task for...
What it does
When you cancel a meeting, this agent automatically drafts a personalized follow-up email via Gmail with a video link and creates an Asana task so your team never misses the chance to reconnect. It uses Calendly details and OpenAI to ensure every no-show gets a friendly reminder without manual effort from you.
Step by step
- Configure a Calendly webhook to POST events specifically for 'event_cancelled' or 'event_no_show'.
- Map the incoming JSON payload fields such as event title, start time, and participant email to variables in your automation tool.
- Construct the Gmail API request with a fixed HTML body template that includes the static video URL placeholder.
Where the LLM does the work
- Generate a polite and concise email subject line based on the specific meeting topic extracted from the webhook payload.
- Draft the email body text to acknowledge the cancellation while maintaining a professional tone suitable for business clients.
- Personalize the greeting by extracting the participant's name from the event details rather than using a generic salutation.
Watch out for
LLM outputs may vary in length and tone, so add system prompts to enforce strict character limits for email clients.
Gmail API scopes must include full access to send mail, otherwise the automation will fail with a permission error.
Asana tasks might be created without assignees if the webhook data lacks team member details, so set a default owner in your workflow.
Tools that fit
The agent brief
Everything your agent needs, including the gotchas. Copy it and go.
You are helping me build the following AI agent workflow. ## Goal Auto-Follow-Up for Canceled Meetings: When a Calendly meeting is canceled, it drafts a personalized follow-up email with a video link via Gmail and creates an Asana task for... ## Specification - What it does: When you cancel a meeting, this agent automatically drafts a personalized follow-up email via Gmail with a video link and creates an Asana task so your team never misses the chance to reconnect. It uses Calendly details and OpenAI to ensure every no-show gets a friendly reminder without manual effort from you. - Trigger: Triggered by an event (Event · on meeting cancellation) - Autonomy: Fully hands-off - Expected setup effort: about an afternoon - Tools/services involved: - Calendly: Detect canceled meetings via webhook - OpenAI: Generate personalized follow-up email text - Gmail: Send the automated follow-up message - Asana: Create task for manual team follow-up ## Known pitfalls, handle each one explicitly in your implementation 1. LLM outputs may vary in length and tone, so add system prompts to enforce strict character limits for email clients. 2. Gmail API scopes must include full access to send mail, otherwise the automation will fail with a permission error. 3. Asana tasks might be created without assignees if the webhook data lacks team member details, so set a default owner in your workflow. ## Reference implementation https://n8n.io/workflows/6386 (workflow template) Fetch and inspect this before building. If it matches my stack, adapt it; if not, rebuild the pattern with my tools. ## Process requirements 1. Before building: ask me which of the listed tools I actually use and what my platform is (n8n / Make / code / other). Do not assume. 2. Adapt the pattern to my answers; do not force the reference stack. 3. Address every pitfall above; tell me how you handled each. 4. Provide a test plan I can run before letting this touch real data. 5. Ask before any step that sends messages, modifies data, or spends money. Source: https://usecasesforagents.com/use-case/auto-follow-up-for-canceled-meetings/ via usecasesforagents.com
Frequently asked questions
Can I use a different Calendar than Calendly?
Yes. Calendly is only the example calendar in this recipe. The same flow works with Cal.com, Eventbrite and Google Calendar. Swap the calendar connection and keep the rest of the setup as written.
Want this running in your business?
This is what I do. I design and build AI agents like this one, and keep them running. If you want it set up for your team instead of doing it yourself, get in touch.
Who it's for
Built for sales teams who want the prep work done before they pick up the phone.