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AI agent for sales development representatives

Meeting No-Show Recovery Agent

More missed meetings are rebooked, with respectful limits on attempts

CommunicationSales
See how it worksGet access
Meeting No-Show Recovery Agent: what goes in, what the agent does and what you get

What it does

A booked meeting that does not happen is a lost opportunity, and most reps send one rebooking note and move on. After each missed meeting, this agent drafts a short, friendly note to rebook, with two times to choose. It watches for replies and, if there is none, tries a different channel on the next attempt, such as a call or a short text. It adapts the wording to the reason if known. It stops after the set number of tries or on an opt-out, and logs the outcome. The SDR approves each message. Edge case: the contact replies that they are on leave until next month, so the agent sets a reminder and pauses.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueYes, continueNoNo 1 STARTS WHEN Meeting marked no-show 2 USES A TOOL Load the contact, the meeting and past replies 3 DOES Draft a short rebooking note with two times 4 YOU APPROVE SDR approves the message 5 USES A TOOL Send and log 6 CHECKS THE RESULT Did the contact reply or rebook within 2 days? If not: change channel or message for the next attempt.Back to step 3. 7 DOES Handle replies: rebook, pause for leave or close 8 CHECKS THE RESULT Is the attempt limit reached? If not: draft the next attempt and send for approval.Back to step 3. 9 RESULT Meeting rebooked, paused or closed
Read the steps as a list
  1. Meeting marked no-show
  2. Load the contact, the meeting and past replies
  3. Draft a short rebooking note with two times
  4. SDR approves the messageThe agent waits here for your OK.
  5. Send and log
  6. Did the contact reply or rebook within 2 days?If not: change channel or message for the next attempt. Back to step 3.
  7. Handle replies: rebook, pause for leave or close
  8. Is the attempt limit reached?If not: draft the next attempt and send for approval. Back to step 3.
  9. Meeting rebooked, paused or closed

How it decides

The first attempt is email. If there is no reply in 2 days, the next attempt changes channel or message. It stops at the attempt limit.

  • Wait 2 days between attempts
  • Vary channel on each attempt
  • Stop after 3 attempts
  • Pause when the contact gives a return date

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Number of attempts (default 3)
  • Days between attempts
  • Channels allowed
  • Message tone

What keeps you in control

It always asks you first

  • SDR approves each message

Hard limits

  • Never contact after opt-out
  • Do not send without approval
  • Keep messages short and polite

It stops when

  • Done: meeting rebooked or lead closed
  • Stop: opt-out or attempt limit reached

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA prospect misses a Tuesday demo. The agent drafts an email with Thursday and Friday slots. No reply in two days, so the next attempt is a short call script and voicemail text. The prospect replies she is on leave until the 14th. The agent pauses, sets a reminder for the 14th, and drafts a note for then, which the SDR approves.

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