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Daily

Text clients to confirm tomorrow's appointments

Clients with an appointment tomorrow get a text, and their YES or NO reply updates the event in your Google Calendar.

Runs
Daily
Apps
Google Calendar, Twilio
AI
Optional
Access
calendar.events; Twilio send + number config

Send this to your assistant

Create a ClickRuntime automation: every day at 5pm, text everyone with an appointment in my Google Calendar tomorrow, using the phone number in the event description; when they reply YES or NO, mark the event confirmed or cancelled.

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

Therapists, tutors and trainers who book clients straight into Google Calendar have no reminder system. No-shows cost them an hour each time, and a day-before call to everyone is a chore.

Texting each client from the calendar and updating the event when they reply shows at a glance who's confirmed and frees cancelled slots in time to offer them to someone else.

What you get out of it

  • Fewer no-shows

    A text the day before reminds clients and gives them an easy way to cancel.

  • Your calendar shows who's coming

    Event titles are updated with Confirmed or Cancelled.

  • Freed slots spotted early

    Cancellations show up the evening before.

  • No booking system needed

    It works from the calendar you already use.

How it works

What happens, step by step

  1. Every afternoon it lists tomorrow's events in your Google Calendar.

  2. It finds the client's phone number in each event's description.

  3. Each client gets a text asking them to reply YES or NO.

  4. When they reply, the event is marked Confirmed or Cancelled in your calendar.

Before it runs live

  • Connect Google Calendar
  • Connect Twilio

What you get

RunsDaily
Text clients to confirm tomorrow's appointmentstoday, 9:00Succeeded
SMS · ClientReminder: Physio – Sam Ortiz tomorrow at 09:30. Reply YES to confirm or NO to cancel.

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 Google Calendar and Twilio 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.
sms_appointment_confirmations_and_reminders.pyexample
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from twilio.rest import Client
import re
from datetime import datetime, timedelta, timezone
from clickruntime import on_trigger, on_event, credentials, http, state

FROM = "+15005550006"

def sms(to, body):
    return Client(credentials.secret("TWILIO_ACCOUNT_SID"), credentials.secret("TWILIO_AUTH_TOKEN")).messages.create(to=to, from_=FROM, body=body)
cal = lambda: build("calendar", "v3", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False).events()

@on_trigger
def run(event):
    start = (datetime.now(timezone.utc) + timedelta(days=1)).replace(hour=0, minute=0)
    items = cal().list(calendarId="primary", timeMin=start.isoformat(), timeMax=(start + timedelta(days=1)).isoformat(), singleEvents=True).execute()["items"]
    for e in items:
        for phone in re.findall(r"\+\d{8,15}", e.get("description", ""))[:1]:
            sms(phone, f"Reminder: {e['summary']} tomorrow at {e['start']['dateTime'][11:16]}. Reply YES to confirm or NO to cancel.")
            state.set(f"evt:{phone}", e["id"])
    return {"events": len(items)}

@on_event
def handle(event):
    f = event.json or {}
    eid, answer = state.get(f"evt:{f.get('From')}"), (f.get("Body") or "").strip().upper()
    if not eid or answer not in ("YES", "NO"):
        return {"skipped": True}
    label, colour = ("Confirmed", "10") if answer == "YES" else ("Cancelled", "11")
    summary = cal().get(calendarId="primary", eventId=eid).execute()["summary"]
    cal().patch(calendarId="primary", eventId=eid, body={"summary": f"[{label}] {summary}", "colorId": colour}).execute()
    return {"event": eid, "status": label}

FAQ

Common questions

Where should the phone number go?
In the event description, in international format, for example +447700900123.
What if they reply something else?
Replies other than YES or NO can be read by AI or left for you, and the event is left unchanged.
Does it change the event time?
No. It only updates the title and colour.
What permissions does it need?
calendar.events; Twilio send + number config. 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.

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