Same day, after closing (due list)Utility
noshow_v1Hi {{first_name}}, we missed you today. Hope everything’s OK! Would you like to rebook your {{service}}?
RebookNot now
SUPPORT USE CASE
Turn a missed appointment into a rebooking.
When someone misses or cancels an appointment, send a kind message offering a new time, before they drift away.
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9:41
Today
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Hi Sarah, we missed you today. Hope everything’s OK! Would you like to rebook your initial consult?
10:02 amRebookNot now
So sorry, my son was sick. Tuesday?
10:14 am ✓✓No problem at all. Tuesday 1pm with Bea?
10:15 amMessage
Bookings export · Tomorrow
Illustrative example. Names and details are made up.
FOR CLINICS AND PRACTICES
Fewer empty chairs, less phoning around.
Reminders go out from your booking export, and replies to confirm or reschedule arrive in one inbox.
- Team
- Support
- Starts from
- Google Sheets · Zapier
- Goal
- More missed appointments rebooked, and empty slots filled from cancellations.
- Meta category
- Utility
IN PRACTICE
Most no-shows aren’t rude; something came up. A kind message the same day with an easy way to rebook recovers many of them, and stops a regular from quietly drifting away.
THE JOURNEY
How it runs.
- Starts when
- Your end-of-day export lists no-shows or cancellations.
- Stops when
- Rebooked, reply received, opt-out, or two messages sent.
- Send A kind check-in with a link or offer to rebook.
- Route Replies go to reception.
- Second No reply after three days? One gentle reminder.
SHEET TRIGGERNew Sheet Row
SEND MESSAGEnoshow_v1
WAIT FOR REPLYTimeout: 3 days
NOTIFY MEOn reply
SEND MESSAGEnoshow_nudge_v1
END FLOWEnd Flow
Styled like ConvoHut’s flow builder. Every node is editable.
THE FULL PLAYBOOK
Everything you need to launch it.
The exact messages, the sheet, the build and the rules.
3 days later, if no replyUtility
noshow_nudge_v1Hi {{first_name}}, just checking: would you like a new time for your {{service}}?
Template names and wording are examples. Write in your own voice and submit templates to Meta for approval; Meta confirms the category.
No-show and cancellation recovery · example sheet
| A | B | C | D | E | |
|---|---|---|---|---|---|
| 1 | first_name | phone | service | staff | missed_date |
| 2 | Sophie | +61 4•• ••• | Colour | Bea | 29 Sep |
| 3 | Nick | +61 4•• ••• | Physio | Anna | 29 Sep |
| 4 | Lara | +61 4•• ••• | Lesson | Kim | 29 Sep |
Only the phone column is required. The highlighted row is the newest: adding it starts the journey. Example data only.
- TriggerNew Sheet Row
End-of-day no-show export.
- Send Messagenoshow_v1
- Wait for ReplyTimeout: 3 days
- Notify MeOn reply
Reception rebooks.
- Send Messagenoshow_nudge_v1
Timeout path only.
- End Flow
On reply
Reception offers specific times.
On timeout
One gentle nudge, then stop.
On opt-out
The contact leaves the journey straight away and is excluded from future marketing messages.
Mistakes to avoid
- An accusing tone.
- Waiting a week to reach out.
- Charging a fee in the first message.
The moment
A regular client didn’t turn up this morning.
No-shows usually get no follow-up at all. Many of those customers don’t come back.
Data you need
- First name
- WhatsApp number
- Missed appointment
- Service
- Booking link
Measure
- No-shows contacted
- Rebookings
- Replies
Good practice
- Be kind, not accusatory.
- Offer specific times.
- Follow up the same day.
Works for
Free PDF- Salons and beauty
- Clinics and allied health
- Driving and music lessons
- Personal training
No-show and cancellation recovery playbook
Journey, sample messages, setup checklist and metrics.
Download ↓FAQ
Questions.
Can I fill cancelled slots from a waitlist?
Yes. Send a campaign to your waitlist when a slot opens.
Should I charge a no-show fee in the message?
That’s your policy call. Keep the first message about rebooking.
Who owns the number and the data?
You do. ConvoHut connects to your own WhatsApp Business Account, and Meta bills messages to you with no ConvoHut markup.
RELATED
Often used together.
Support
Appointment confirmations and reminders
Confirm bookings and remind customers before appointments, with an easy way to confirm or reschedule by reply.
Google Sheets · Zapier · Contact importSee the journey →MarketingWin-back campaigns
Customers who haven’t bought or visited in a while usually haven’t left for good. A personal WhatsApp check-in brings many of them back.
Google Sheets · Shopify · ZapierSee the journey →SupportService due and recall reminders
Remind customers when a service, check-up or maintenance visit is due, with a link to book or a reply to arrange a time.
Google Sheets · ZapierSee the journey →IN THE APP
How this runs in ConvoHut.
A new row or form entry starts the journey, then replies decide the next step.
A journey running step by step
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