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GHL Booking Confirmation & Reminder Workflow (SMS + Email)

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A complete GoHighLevel workflow for appointment booking confirmations and reminders via SMS and email to reduce no-shows, including timing sequence and copy examples.

ghlworkflowssmsbookingno-show-prevention
Agent trigger phrases: booking reminder workflow ghl · reduce no shows go high level · appointment confirmation sms sequence · ghl booking flow automation · appointment reminder text messages · how to prevent no shows with automation

GHL Booking Confirmation & Reminder Workflow

Trigger

  • Appointment Status: Confirmed
  • Calendar: Discovery Call calendar

SMS + Email Sequence

Immediately after booking:

  • SMS 1: "Booked! Your Google Meet with [Scott] is all set for [appointment date/time]. This reflects your time zone. [Google Meet Link]"
  • Email 1: Booking confirmation with appointment details, Google Meet link, and reply-yes CTA

2 minutes after booking:

  • SMS 2: "Hey [first name], Scott here again. Just double checking you've got the Google Meet on your calendar so nothing slips through the cracks."

24 hours before appointment:

  • SMS 3: "Hey [first name], we have a call tomorrow. See you then."
  • Email 2: Reminder with meeting link

1 hour before appointment:

  • SMS 4: "See you on the meet in an hour. Just sent the link to your email in case you can't find it."
  • Email 3: 1-hour reminder with link

5 minutes before appointment:

  • SMS 5: "I'll send it over in 5 minutes as well in case you want to join on your phone. Here it is as well: [link]"

At appointment time:

  • SMS 6: "Talk to you in 10 if possible. Joining on laptop/computer is better. Here's a link to join on your phone if you need to: [link]"
  • SMS 7: "I'm on the meet whenever you're ready. Here's a link if you want to join on phone too: [link]"

Key Configuration Notes

  • Use {{appointment.startTime}} for dynamic time display
  • Use {{contact.first_name}} for personalization
  • From name should match the person taking the call (e.g., Scott)
  • Set up SMTP with Gmail app passwords (not GHL native) for email sending
  • CRITICAL: Add wait nodes back before publishing — removing them for testing caused a real prospect to get ALL messages instantly ("nuked")
  • Use custom values for the Google Meet link and rebooking calendar link
  • Gate SMS sends within business hours (8am-5pm)

Email Configuration

  • From Email: Use shared email (e.g., hello@ironautomations.com) with aliases
  • Gmail SMTP with app passwords
  • Variables: {{appointment.user.first_name}}, {{appointment.user.email}}

Testing Protocol

  1. Create test contact
  2. Book appointment on calendar
  3. Verify SMS and email delivery
  4. Check custom values resolve correctly
  5. Always coordinate with team — if someone books a real lead while you're testing without wait nodes, they get blasted
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