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Sync Cal.com no-show appointments with HighLevel CRM, WhatsApp, and Google Sheets

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Created by: iamvaar || iamvaar
iamvaar

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Last update 2 days ago

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Quick overview

This workflow receives Cal.com no-show webhook events, fetches full booking details, updates the matching contact in HighLevel (GoHighLevel), logs the no-show to Google Sheets, and sends a WhatsApp reschedule link when the no-show count is below a defined threshold.

How it works

  1. Receives a POST webhook from Cal.com when an appointment attendee is marked as a no-show.
  2. Fetches the full booking details from the Cal.com API and extracts the attendee’s name, email, phone, booking UID, and time slot.
  3. Checks a Google Sheets “NoShowLog” tab for the booking UID to prevent logging and processing the same no-show twice.
  4. Looks up the contact in HighLevel (GoHighLevel) by the attendee’s email and, if found, updates custom fields to set a no_show flag and increment the no_show_count.
  5. Logs the no-show event (timestamp, slot details, booking UID, contact details, and no-show count) as a new row in Google Sheets.
  6. If the no-show count is less than 3, sends a WhatsApp message to the contact with a Cal.com reschedule link that includes the booking UID.

Setup

  1. Create a Cal.com API credential in n8n and configure Cal.com to send no-show events to this workflow’s webhook URL at the /cal-noshow path.
  2. Add a Google Sheets OAuth2 credential, replace REPLACE_WITH_YOUR_GOOGLE_SHEET_ID, and ensure a sheet/tab named NoShowLog exists with a bookingUid column for duplicate checks.
  3. Add a HighLevel (GoHighLevel) OAuth2 credential and select the correct custom field IDs for no_show and no_show_count in your account.
  4. Add a WhatsApp Business Cloud credential, set the correct Phone Number ID, and ensure the HighLevel contact records include a valid phone number for messaging.