Can I use a different scheduling tool?

Yes — point the webhook trigger at any scheduling tool's webhook (Cal.com, Acuity, etc.).

Can I change the reminder window?

Yes, 24 hours is the default; edit the Set node to any window you want (e.g. 2 hours).

Customer OperationsStructurally Validated

Appointment Confirmation + Reminder

The moment a client books through Calendly, this automation adds it to Google Calendar and sends an instant confirmation email. A separate daily check scans for appointments coming up and sends a reminder 24 hours ahead — meaningfully cutting your no-show rate.

Automation flow

Step 1

Calendly Webhook

Fires the moment a new appointment is booked.

Step 2

Add to Calendar

A Google Calendar event is created automatically.

Step 3

Confirmation Email

The client gets an instant confirmation with the details.

Step 4

Daily Scan (09:00)

A scheduled check looks for upcoming appointments.

Step 5

24h Reminder

Clients due within 24 hours get a Telegram/email reminder.

Services used

CalendlyGoogle CalendarGmailTelegram

What you'll need

n8n (Cloud trial or self-hosted)
Calendly (free plan)
Google Calendar + Gmail
Telegram

This workflow has two independent triggers that both live in the same file.

What's included

Automatic reminders that cut no-shows
Works with Calendly's free plan
Reminder timing is easy to customize
Telegram or email reminder options

Estimate what this could save you

Times per week

Minutes each time

Your hourly value ($)

3.6 hours/month

≈ $108/month in your time

A rough estimate based on what you enter above — not a guarantee. Actual time saved depends on your process.

Works well with this automation

Patient Appointment Reminder

Calendly bookings become calendar events instantly, and patients get an SMS reminder 24 hours before their visit.

$19

Invoice Reminders & Tracking

Scans your invoice list daily and sends reminder emails for anything due soon or overdue, with a team summary.

$15

Appointment No-Show Follow-up

Every evening, cross-references today's calendar against check-ins and auto-emails no-shows a reschedule link.

$19

Save with the complete system: Customer Ops & Support Bundle

Instead of buying separately: $181 — System: $79

View system

Questions about this template

$15one-time

Secure checkout via Polar. Delivered by email instantly.

Structurally validated: automatically checked for valid n8n format before every deploy.

Difficulty: Medium
Setup time: ~20 min
Integrations: 4
Node count: 6
Format: .json + guide