Recover Missed Demos with Calendly, Zoom & AI-Generated Follow-ups

Created by

Connor Provines

Last update

Last update 16 hours ago

One-Line Description

Automatically detects missed Zoom demos booked via Calendly and triggers AI-powered follow-up sequences.

Detailed Description

What it does:

When a prospect books a demo through Calendly but fails to join the Zoom meeting, this workflow automatically detects the no-show, generates personalized recovery messages using AI, updates your database, and notifies your sales team—all within minutes of the meeting ending. It bridges Calendly, Zoom, and your follow-up channels to ensure no lead falls through the cracks.

Who it's for:

Sales teams running high-volume demo calendars who lose 20-40% of booked meetings to no-shows
Customer success managers conducting onboarding calls where attendance tracking matters
SDRs and BDRs who need immediate alerts when prospects miss scheduled meetings
Revenue operations teams seeking to improve demo-to-opportunity conversion rates through faster follow-up

Key Features:

Real-time no-show detection - Automatically checks Zoom participant lists against expected attendees within seconds of meeting end
AI-generated recovery messaging - Creates contextual, empathetic follow-up emails and LinkedIn messages tailored to each no-show scenario
Instant team notifications - Sends formatted Slack alerts with attendee details and suggested next actions so reps can manually follow up if needed
Attendance tracking database - Maintains a searchable record of all bookings and attendance status for reporting and analysis
Multi-channel follow-up orchestration - Coordinates email, Slack notifications, and optional CRM updates from a single automation
Selective event filtering - Processes only specific Calendly event types so you control which meetings trigger the workflow

How it works:

Booking capture: Calendly webhook fires when a demo is scheduled, extracting Zoom meeting details and attendee information
Meeting monitoring: When the Zoom meeting ends, a second webhook triggers attendance verification by pulling the participant list from Zoom's API
No-show identification: Workflow cross-references the expected attendee email with actual Zoom participants to confirm whether they attended
Automated response: For confirmed no-shows, AI generates personalized recovery messages while the system updates your database and notifies your team via Slack
Optional integrations: Simultaneously updates CRM deal stages or triggers additional follow-up sequences based on your configuration

Setup Requirements

Prerequisites:

Calendly account (any paid plan) with webhook access and Personal Access Token
Zoom account (Pro or higher) with Server-to-Server OAuth app credentials for API access
OpenAI API key for AI-generated follow-up message creation
Slack workspace with OAuth permissions to post messages (optional but recommended)
n8n Data Table created with columns: meeting_id, email, status (built-in n8n feature, no external database needed)
Email sending service configured in n8n (SMTP, Gmail, SendGrid, etc.) if enabling automated email sending
CRM API access (HubSpot, Salesforce, Pipedrive, etc.) if enabling deal updates (optional)

Note: Zoom API has rate limits (varies by plan); this workflow makes 1-2 API calls per meeting end event.

Estimated Setup Time:

45-60 minutes including Zoom app creation, Calendly webhook configuration, and Data Table setup

Installation Notes

Critical setup steps:

Zoom webhook validation: You must complete Zoom's webhook endpoint validation process before receiving real events. The workflow includes a dedicated validation path—run it once after creating your Zoom app.
Calendly webhook creation: Use the "Manual Setup Trigger" path in the workflow to programmatically create your Calendly webhook subscription. This only needs to run once.
Event type filtering: Replace the placeholder YOUR_CALENDLY_EVENT_TYPE_URI with your specific demo event type URI from Calendly to avoid processing all meeting types.
Test with a real meeting: Book a test demo, join briefly with a different email than the booking email, then leave. The workflow should detect the "no-show" for the booking email.

Common pitfalls to avoid:

Forgetting to enable the disabled "Send Recovery Email" node after testing (it's disabled by default to prevent accidental sends during setup)
Not configuring Zoom Server-to-Server OAuth correctly (requires Account ID, Client ID, and Client Secret—not JWT credentials)
Using a personal Calendly account instead of an organization account (webhooks require organization-level access)
Overlooking the Data Table creation step—the workflow will fail without this internal database

Testing recommendations:

Start with Slack notifications only (leave email sending disabled) to verify the workflow logic
Use your own email as a test booking to safely generate AI messages without sending to real prospects
Check the Data Table after each test to confirm booking records are being created and updated correctly

Customization Options

Easy modifications:

Swap email for SMS: Replace the email node with Twilio SMS to send text message follow-ups instead
Add delays: Insert "Wait" nodes to schedule follow-ups hours or days later rather than immediately
Change AI tone: Modify the OpenAI prompt to match your brand voice (casual, formal, humorous, etc.)
Multi-step sequences: Duplicate the AI and email nodes to create a 3-touch follow-up cadence over several days
Different CRM platforms: The HubSpot node can be swapped for Salesforce, Pipedrive, or any CRM n8n supports

Extension possibilities:

Add Google Sheets logging for executive dashboard reporting on no-show rates
Integrate with Calendly's rescheduling API to automatically send rebooking links
Connect to Loom or Vidyard APIs to attach pre-recorded demo videos in follow-up emails
Create a "second chance" discount workflow that offers incentives for rescheduling
Build a predictive model by exporting no-show data to analyze patterns (time of day, lead source, etc.)

Use Case Examples

SaaS sales team: A B2B software company runs 40+ demos per week. When prospects no-show, this workflow immediately notifies the assigned rep in Slack with a pre-written LinkedIn message, sends an empathetic recovery email offering a Loom recording alternative, and flags the deal in HubSpot for manual outreach within 2 hours.
Agency onboarding: A marketing agency conducts discovery calls with new clients. If a client misses their scheduled kickoff meeting, the workflow logs the no-show, updates the client status in their CRM, and sends a friendly rescheduling email with three alternative time slots—all before the account manager even notices.
Customer success: A customer onboarding team tracks training session attendance. When users don't join their scheduled implementation calls, the workflow automatically sends a resource-rich email with documentation links, notifies the CSM team channel, and schedules a follow-up task in their project management tool.