The moment it happens
Follow up on canceled meetings automatically
When someone cancels a booked meeting, they get a friendly email inviting them to reschedule and you get an Asana task to follow up.
- Runs
- The moment it happens
- Apps
- Asana, Gmail
- AI
- Optional
- Access
- gmail.send; Asana write
Send this to your assistant
Create a ClickRuntime automation: when Calendly reports a cancellation, send the invitee a friendly reschedule email from my Gmail and create an Asana follow-up task due in two days.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
A consultant books discovery calls through Calendly. When a prospect cancels, the slot simply disappears from her calendar. Unless she notices and writes to them, the lead goes cold, and a cancellation that was really just a busy week turns into a lost client.
A prompt, personal note asking to find a new time catches people while they still intend to talk, and an Asana task makes sure she checks back if they do not reply.
What you get out of it
Cancellations stop being lost leads
Most people who cancel still want the meeting, just not at that time. A quick reschedule link brings many of them back.
The reply goes out while it matters
The email is sent minutes after the cancellation. A same-day note feels attentive, while one a week later feels like an afterthought.
A reminder if they go quiet
The Asana task due in two days means a non-reply gets a second look. Nobody has to remember which cancellations are still open.
Sent from your own address
The email comes from your Gmail, so replies land in your inbox like any other conversation. It reads as a note from you, not a system message.
How it works
What happens, step by step
Calendly tells ClickRuntime the moment an invitee cancels a meeting.
A short reschedule email is written, personalised with AI when available, otherwise from your template.
The email is sent to the invitee from your Gmail with your booking link.
An Asana task to follow up is created in your chosen project, due in two days.
Before it runs live
- Connect Asana
- Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
- Paste your automation's link into the other app's webhook settings
What you get
Build your own
Need it to work differently?
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 Asana and Gmail steps into one automation
Under the hood
The code that runs this automation
import base64
from datetime import date, timedelta
from email.mime.text import MIMEText
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_event, credentials, http, ai
BOOKING_URL = "https://calendly.com/your-link"
PROJECT_GID = "your-asana-project-gid"
@on_event
def handle(event):
p = (event.json or {}).get("payload", {})
name, email, reason = p.get("name", "there"), p.get("email"), (p.get("cancellation") or {}).get("reason", "")
text = f"Hi {name},\n\nSorry we missed each other. If you'd still like to talk, pick a new time here: {BOOKING_URL}\n"
try:
text = ai.generate(f"Write a short, warm reschedule email to {name}. Reason given: {reason[:300]}. Include {BOOKING_URL}.", max_output_tokens=200).text
except ai.AIError:
pass
msg = MIMEText(text)
msg["To"], msg["Subject"] = email, "Shall we find another time?"
gmail = build("gmail", "v1", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
gmail.users().messages().send(userId="me", body={"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}).execute()
due = (date.today() + timedelta(days=2)).isoformat()
http.post("https://app.asana.com/api/1.0/tasks", headers={"Authorization": f"Bearer {credentials.connection('asana', 'work')}"},
json={"data": {"name": f"Follow up: {name} canceled", "notes": f"{email}\nReason: {reason}", "projects": [PROJECT_GID], "due_on": due}})
return {"emailed": bool(email)}FAQ
Common questions
Does this need a paid Calendly plan?
What does the email say?
Who is the Asana task assigned to?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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