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Meeting no-show SMS with a reschedule link 15 minutes after the start time

One of 565 written HubSpot workflow specs, by a collective of independent HubSpot consultants.

Professional

Seat pricing: Professional edition. To build it, a GTM Seat or an Ops Seat (an Ops Seat cannot create marketing emails or sequences). Per-hub plans: Marketing Hub Professional.

Contact11 stepsUpdated for HubSpot seat pricing
OutcomeFifteen minutes after a meeting was due to start, a contact marked as a no-show gets one SMS with the rep's booking link, while the missed slot is still fresh.
Workflow mapmessaging-024
Meeting start is known and status pending leads to Delay until start plus 15 minutes. Delay until start plus 15 minutes leads to Show status. Show status leads to Attended: End; Pending: Ask owner then wait 15 minutes; No show: SMS opt-in and marketing contact and US number. Ask owner then wait 15 minutes leads to No show: SMS opt-in and marketing contact and US number. SMS opt-in and marketing contact and US number leads to Yes: Send reschedule SMS and stamp dates; No: Send reschedule email. Attended Pending No show No show Yes No Meeting start is known and status pending Delay until start plus 15 minutes Show status End Ask owner then wait 15 minutes SMS opt-in and marketing contact and US number Send reschedule SMS and stamp dates Send reschedule email
Meeting start is known and status pending leads to Delay until start plus 15 minutes. Delay until start plus 15 minutes leads to Show status. Show status leads to Attended: End; Pending: Ask owner then wait 15 minutes; No show: SMS opt-in and marketing contact and US number. Ask owner then wait 15 minutes leads to No show: SMS opt-in and marketing contact and US number. SMS opt-in and marketing contact and US number leads to Yes: Send reschedule SMS and stamp dates; No: Send reschedule email. Attended Pending No show No show Yes No Meeting start is known and status pending Delay until start plus 15 minutes Show status End Ask owner then wait 15 minutes SMS opt-in and marketing contact and US number Send reschedule SMS and stamp dates Send reschedule email

When to use it, when not to

Use it

  • Use it for booked demos and consultations where a no-show usually means a clash, not a lost deal, and a quick text recovers the slot.
  • Use it together with sales-ops-014, which enrolls the no-show in a follow-up sequence. The SMS comes first, the sequence follows.
Read more on when to use itShow less

Skip it

  • Do not use it for numbers outside the US. Native Marketing SMS only reaches US numbers that start with +1 and contain 11 digits. For other countries, replace the send with the app action in messaging-018.
  • Do not send on a guess. This spec sends only when the rep, or your meeting tool, has marked the meeting as a no-show. An attendee who receives "we missed you" loses trust in every later message.
Read more on when to skip itShow less

The rest of this spec

Prerequisites · 9 items

Every property with its label, internal name, type and options, plus the assets the workflow needs.

Enrollment · 4 parts

The trigger, the criteria as ticked in the UI, the re-enrollment rule and the suppression list.

Steps · 11 numbered actions

Each action in order with its parameters, branches and delays.

Known pitfalls · 6

Traps seen in production, each with what breaks and what to do instead.

Test plan and UAT script · 8 cases, 3 variants

How to prove it works in a test portal, one case per branch, and a sign-off sheet.

Files · PDF, Markdown, JSON, CSV

The properties JSON creates the fields in one call. The workflow JSON documents the build.

Install · 1 click, switched off

The installer creates the properties and the workflow, switched off, then opens a task for what it cannot create. Nothing is deleted, enabled or enrolled.

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More in SMS and WhatsApp

25 specs in this section

See all 25 This category, 39 EUR
FreeAppointment reminder by SMS 24 hours before a booked meeting, opted-in contacts onlyContact10 steps SMS outside the US or without the add-on: an app action (Aircall, Sakari, Salesmsg, Dialpad) in place of Send SMS messageContact12 steps Capture SMS consent from a form checkbox into the SMS subscription type with a legal basisContact8 steps Frequency cap: stamp the last SMS and last WhatsApp sent on the contact and block a second send within seven daysContact11 steps

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