The moment it happens

Get a rebooking email draft when someone cancels

When a meeting is cancelled, a friendly rebooking email based on their reason is waiting for you to send.

Runs: The moment it happens
Apps: Calendly
AI: Yes, uses the built-in AI allowance
Access: PAT

Send this to your assistant

Create a ClickRuntime automation: when a Calendly meeting is cancelled, write a friendly email inviting them to rebook that mentions their reason and includes my booking link, and email me the draft.

Paste it into your assistant. It tells you what it will send or change before it runs live.

Add to ChatGPT Add to Claude

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A recruiter, a coach or a sales rep gets a Calendly cancellation notice and has two options, both poor. They can send nothing and let a warm prospect drift away, or they can write a fresh rebooking email for every cancellation, which takes ten minutes of context-switching each time. Most people do neither promptly, and the cancelled meeting quietly becomes a lost deal or a candidate who never comes back.

When someone cancels in Calendly, the event arrives at ClickRuntime at once. Its built-in AI reads the cancellation reason, the invitee name and your booking link, and writes a short, polite rebooking note in a human tone. The draft is emailed to you, not to the invitee, so you can adjust a line and send it from your own address.

Anyone whose meetings are the first step of revenue, hiring or client work will notice the difference. No separate AI key is needed.

What you get out of it

Cancellations turn into second chances
A rebooking note that goes out the same hour reaches the person while the meeting is still on their mind. Many cancellations are scheduling accidents, and a friendly prompt with a new link is often all it takes to recover them.
Your voice stays in control
The AI writes a draft that lands in your inbox instead of being sent automatically. You read it, change a sentence if you like and send it yourself, so nothing goes out under your name that you have not seen.
The reason for canceling shapes the reply
A draft that responds to what the person actually said, such as a sick child or a clash with a deadline, feels considerate and not templated. That sensitivity matters when the relationship is still new.
Ten minutes of writing becomes ten seconds
Opening a blank email, finding the booking link and choosing a tone is slow work. Reviewing a ready draft is quick, which means follow-ups happen on busy days too. Consistency like that is hard to keep by hand during a busy week.
Pipeline leaks are plugged consistently
Every cancellation gets the same prompt attention, including on days when you would otherwise forget. Over a quarter, that consistency can recover a noticeable share of meetings that would have vanished without trace.

How it works

What happens, step by step

When someone cancels a Calendly meeting, ClickRuntime hears about it straight away.
AI reads the reason they gave and writes a short, warm email that acknowledges it and invites them to pick a new time, with your booking link included.
The draft is emailed to you with the invitee's address in the subject, ready for you to check and send.

Before it runs live

Connect Calendly
Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens

Get a rebooking email draft when someone cancelsjust nowSucceeded

Email · Draft for sam@northwind.com: rebook Product demoHi Sam, no problem at all – sorry the week got away from you. When things settle, you can pick a new time here: calendly.com/acme/demo

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.

Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

Act only on the items that match your own rules, and skip the rest
Change what the AI looks for, or how it writes the result
Add another app, for example also send it to Slack
Combine it with other Calendly steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.

ai_cancellation_follow_up_draft.pyexample

from clickruntime import on_event, credentials, http, ai, notify

@on_event
def handle(event):
    body = event.json or {}
    p = body.get("payload", {})
    if body.get("event") != "invitee.canceled" or p.get("rescheduled"):
        return {"skipped": True}
    h = {"Authorization": f"Bearer {credentials.secret('CALENDLY_TOKEN')}"}
    et = http.get(p["scheduled_event"]["event_type"], headers=h).json()["resource"]
    reason = (p.get("cancellation") or {}).get("reason") or "no reason given"
    draft = ai.generate(
        f"Name: {p['name']}\nMeeting: {et['name']}\nReason: {reason}\nBooking link: {et['scheduling_url']}",
        system="Write a short, warm email inviting them to rebook. Acknowledge their reason. Plain text, no subject.",
        max_output_tokens=300,
    ).text
    notify.email_me(f"Draft for {p['email']}: rebook {et['name']}", draft)
    return {"drafted": True}

FAQ

Common questions

Does it send the email to the invitee automatically?

No. The draft goes to you, the owner, so you can review and send it. That keeps a human in the loop for anything that reaches a prospect or candidate, and lets you drop the message if the cancellation needs a phone call instead.

What information does the AI use to write the draft?

It uses what Calendly provides about the cancellation, such as the invitee name, the event type and the reason if one was entered, along with your booking link. If no reason was given, the draft stays general and friendly.

Can I set the tone of the note?

Yes. You can tell your AI assistant to make the draft more formal, shorter or warmer, or to follow your usual sign-off, and the change is shown for approval. Tone instructions apply to every draft the workflow produces afterward.

What permissions does it need?

PAT. Nothing else in your accounts is used.

Does it need AI?

Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly AI allowance.

How many runs does it use?

One run for each event the app sends.

Can I change how it works?

Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

The moment it happens