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On a schedule

Get tomorrow's meetings with likely no-shows flagged

Each evening you see tomorrow's meetings, with invitees who cancelled or rescheduled before flagged.

Runs
On a schedule
Apps
Calendly
AI
Not needed
Access
PAT (read)

Send this to your assistant

Create a ClickRuntime automation: every evening at 6pm, email me tomorrow's Calendly meetings and flag any invitee who has cancelled, rescheduled or not shown up before.

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

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

Why use it

Why teams use this automation

Anyone who takes many Calendly calls knows the Sunday-evening feeling of not being sure what is coming on Monday. The calendar shows names and times but nothing about who tends to disappear. Some invitees have cancelled twice before, others never showed up last time, and a host who prepares carefully for a meeting that does not happen has lost an hour that could have gone to someone reliable.

The afternoon before, ClickRuntime lists tomorrow's Calendly events and checks each invitee's email against its stored record of earlier cancellations and no-shows. It then emails you a list of the next day's calls, with a flag beside anyone who has a history of missing meetings. Even though the title mentions AI, the flagging is done with stored history.

Freelancers, consultants and sales reps who handle many first calls will find it most useful.

What you get out of it

  • Prep time goes to the calls that will happen

    Knowing who might not appear lets you spend your preparation on the reliable meetings. A flag against a repeat no-show saves an hour of research for a call that may stay empty.

  • Likely no-shows get a nudge

    A short confirmation message to a flagged invitee the day before often brings them back or surfaces a cancellation early. That lets you offer the slot to someone else. Hosts who run lots of discovery calls feel this most, because the weekly schedule is rarely in their head.

  • The week feels predictable

    A clear list of tomorrow's calls ends the Sunday guessing about what is coming. You can plan travel, breaks and deep work around actual commitments. A written history also lets a team agree on a fair rule for repeated misses.

  • Patterns in behavior become data

    Because past cancellations and no-shows are remembered by email address, repeat offenders are known rather than half-remembered. Policies such as asking for a deposit become easier to justify. Those hours can go to proposals, follow-ups and the customers who show up.

  • Fewer wasted hours across the quarter

    Each avoided empty meeting saves the preparation and waiting time. Across dozens of calls, that adds up to days reclaimed for billable or revenue-producing work. Reliable clients get the best of your attention.

How it works

What happens, step by step

  1. Every evening at 6, ClickRuntime looks up tomorrow's Calendly meetings.

  2. It checks each invitee against its record of people who have cancelled, rescheduled or not shown up before.

  3. You get one email listing tomorrow's meetings in time order, with a warning next to anyone who has changed or missed a meeting before, and how many times.

Before it runs live

  • Connect Calendly

What you get

RunsOn a schedule
Get tomorrow's meetings with likely no-shows flaggedtoday, 9:00Succeeded
Email · Tomorrow: 4 meetings10:00 Product demo – Jordan Park ⚠ changed or missed 2x before 13:30 Intro call – Sam Lee

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

  • Run it at a different time, more or less often, or only on weekdays
  • Add an AI step, for example to summarize, sort or draft a reply
  • 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_meeting_reminder_to_invitee_s_host.pyexample
from datetime import datetime, timedelta, timezone
from clickruntime import on_trigger, credentials, http, state, notify

API = "https://api.calendly.com"

@on_trigger
def run(event):
    h = {"Authorization": f"Bearer {credentials.secret('CALENDLY_TOKEN')}"}
    me = http.get(f"{API}/users/me", headers=h).json()["resource"]["uri"]
    day = datetime.now(timezone.utc).replace(hour=0, minute=0, second=0, microsecond=0) + timedelta(days=1)
    events = http.get(f"{API}/scheduled_events", headers=h, params={
        "user": me, "status": "active", "sort": "start_time:asc",
        "min_start_time": day.isoformat(), "max_start_time": (day + timedelta(days=1)).isoformat(),
    }).json()["collection"]
    history = state.get("flaky") or {}  # email -> times they cancelled, rescheduled or no-showed
    lines = []
    for ev in events:
        uuid = ev["uri"].rsplit("/", 1)[-1]
        for inv in http.get(f"{API}/scheduled_events/{uuid}/invitees", headers=h).json()["collection"]:
            if inv.get("rescheduled") or inv.get("old_invitee"):
                history[inv["email"]] = history.get(inv["email"], 0) + 1
            flag = f"  ⚠ changed or missed {history[inv['email']]}x before" if history.get(inv["email"]) else ""
            lines.append(f"{ev['start_time'][11:16]}  {ev['name']} – {inv['name']}{flag}")
    state.set("flaky", history)
    notify.email_me(f"Tomorrow: {len(lines)} meetings", "\n".join(lines) or "Nothing booked tomorrow.")
    return {"meetings": len(lines)}

FAQ

Common questions

How does it know who has missed meetings before?
It keeps a record in state, keyed by invitee email, of past cancellations and no-shows seen by the workflow. The record grows over time, so the flags become more useful the longer it runs. It cannot see history from before it started.
Is any AI involved in the reminder?
The flagging comes from stored history rather than a language model. If you want an AI-written summary of the day or a suggested confirmation message for flagged invitees, that can be added using ClickRuntime's built-in AI. Ask your AI assistant.
When is the list sent?
It runs on a schedule you choose, typically in the afternoon or evening before, and lists tomorrow's events. Choose a time late enough to include recent bookings but early enough to send confirmations to invitees who look unreliable.
What permissions does it need?
PAT (read). Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run each time it runs (on a schedule). Checks that find nothing to do and stop right away aren't counted.
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.

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