Patient Appointment Reminder
The moment a patient books through Calendly, this automation adds it to Google Calendar and sends a confirmation email. A daily scan then finds appointments happening in the next 24 hours and texts a reminder — cutting no-shows without front-desk phone calls.
Automation flow
Booking Webhook
Fires the moment a patient books through Calendly.
Add to Calendar
The appointment is added to Google Calendar.
Confirmation Email
The patient gets an instant confirmation.
Daily Scan (08:00)
Checks for appointments in the next 24 hours.
SMS Reminder
Patients get a text reminder via Twilio.
How it works
- 1A new Calendly booking triggers the workflow, creating a calendar event and sending a confirmation email.
- 2Every morning at 8am, a scan checks for appointments happening in the next 23-25 hours.
- 3Each matching patient gets an SMS reminder.
Services used
What you'll need
- An n8n Cloud or self-hosted account
- A Calendly account (free plan works)
- A Google account (Calendar)
- A Twilio account for SMS (pay-per-text; ~$0.0079/SMS in the US) — US business SMS requires A2P 10DLC registration with Twilio before sending at volume; complete this first or messages may be filtered
*This template automates scheduling and reminders only. It is not built to store or transmit regulated PHI — review your own HIPAA compliance obligations before putting real patient health data through any of these fields.*
What's included
- Cuts no-shows with automatic SMS reminders
- Works with Calendly's free plan
- Confirmation email sent instantly on booking
- Administrative/scheduling only — no PHI storage
Estimate what this could save you
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.
Make it yours
- Swap SMS for email-only if you'd rather avoid Twilio/A2P registration to start.
- Add a second reminder 2 hours before the appointment for high-no-show practices.
- Replace Calendly with any other booking tool that exposes a webhook (Acuity, SimplePractice's API, etc.).
Works well with this automation
Appointment Confirmation + Reminder
Adds Calendly bookings straight to your calendar, confirms instantly, and reminds clients 24 hours before.
Appointment No-Show Follow-up
Every evening, cross-references today's calendar against check-ins and auto-emails no-shows a reschedule link.
Candidate Interview Scheduler
Finds the first open slot on the interviewer's calendar within a candidate's availability window and books it automatically.
Save with the complete system: Healthcare & Wellness Bundle
Instead of buying separately: $151 — System: $69
Questions about this template
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