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Daily

Email clients a reminder the day before their appointment

Every client with an appointment tomorrow gets a reminder email with the time, the place and how to reschedule.

Runs
Daily
Apps
Gmail, Google Calendar
AI
Optional
Access
Calendar read; Gmail gmail.send

Send this to your assistant

Create a ClickRuntime automation: every day at 9am, email each client who has an appointment tomorrow a reminder with the time, the place and how to reschedule.

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

A physiotherapist books clients straight into Google Calendar. A few times a week someone simply does not turn up, and the empty slot cannot be filled at short notice. Reminder texts would help, but sending them by hand every evening is one more task at the end of a long day.

This automation reads tomorrow's appointments each morning and emails every client a short reminder from your own Gmail, including how to move the booking if they cannot make it.

What you get out of it

  • Fewer missed appointments

    A reminder the day before gives people a chance to remember, plan their travel or tell you they cannot come.

  • Cancellations arrive in time to refill

    Clients who need to reschedule do it a day ahead instead of not showing up, so the slot can go to someone on your waiting list.

  • Sent from your own address

    Reminders come from your Gmail, so clients can simply reply with questions and the conversation stays with you.

  • Your calendar stays the only system

    Keep booking appointments the way you already do. The reminders read from the calendar, so there is no booking tool to switch to.

How it works

What happens, step by step

  1. Every morning at 9am ClickRuntime reads tomorrow's events from your Google Calendar.

  2. It picks out appointments that have a client added as a guest.

  3. Each client gets a reminder email with the time, the location and how to reschedule.

  4. Each appointment gets one reminder, sent from your own Gmail.

Before it runs live

  • Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
  • Connect Google Calendar

What you get

RunsDaily
Email clients a reminder the day before their appointmenttoday, 9:00Succeeded
Email · Client reminderReminder: Physio session tomorrow. Your appointment is at 10:30 at 14 Harbour Rd. Reply to this email to move it.

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
  • 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 Gmail and Google Calendar 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.
appointment_reminder_emails_to_clients.pyexample
import base64
from datetime import datetime, timedelta, timezone
from email.mime.text import MIMEText
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials

DOMAIN = "northwind.example"
RESCHEDULE = "Reply to this email or call 555-0100 to move your appointment."

@on_trigger
def run(event):
    creds = Credentials(credentials.connection("google", "work"))
    cal = build("calendar", "v3", credentials=creds, cache_discovery=False)
    gmail = build("gmail", "v1", credentials=creds, cache_discovery=False)
    start = (datetime.now(timezone.utc) + timedelta(days=1)).replace(hour=0, minute=0, second=0, microsecond=0)
    events = cal.events().list(calendarId="primary", timeMin=start.isoformat(), timeMax=(start + timedelta(days=1)).isoformat(),
                               singleEvents=True).execute().get("items", [])
    sent = 0
    for ev in events:
        when = ev["start"].get("dateTime", ev["start"].get("date"))
        for guest in [a["email"] for a in ev.get("attendees", []) if not a["email"].endswith("@" + DOMAIN)]:
            body = f"A reminder of your appointment tomorrow at {when[11:16]}.\nPlace: {ev.get('location', 'see invite')}\n{RESCHEDULE}"
            mime = MIMEText(body); mime["To"] = guest; mime["Subject"] = f"Reminder: {ev.get('summary', 'your appointment')} tomorrow"
            gmail.users().messages().send(userId="me", body={"raw": base64.urlsafe_b64encode(mime.as_bytes()).decode()}).execute()
            sent += 1
    return {"reminders": sent}

FAQ

Common questions

How does it know the client's email?
From the guest on the calendar event. If you add clients as guests when booking, their address is picked up automatically.
Can the reminder include directions or forms?
Yes. Any fixed text, such as parking details or a link to an intake form, can be added to every reminder.
Will internal meetings get reminders?
Only events with a guest from outside your own domain get an email, so team meetings are skipped.
What permissions does it need?
Calendar read; Gmail gmail.send. Nothing else in your accounts is used.
Does it need AI?
No, but you can ask for an AI step (for example a summary). It then uses ClickRuntime's built-in AI allowance.
How many runs does it use?
One run each time it runs (daily). 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.

Set up “Email clients a reminder the day before their appointment” from your assistant

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