Let customers request appointments online — and cut no-shows with automatic reminders.
Customers request a time through your form and instantly get a confirmation. Before the appointment, WiloSync sends an automatic reminder. You confirm availability — this workflow does not check a live calendar.
Available on any paid plan — from $39/month. View plans
Every request comes to you first. Confirmations and reminders send from your own Gmail. Pause anytime.
Before
Booking happens over phone tag and DMs, reminders depend on someone remembering, and no-shows quietly cost you slots you could have filled.
After
Customers request a time online, get an instant confirmation, and receive a reminder before the appointment — without you making a single reminder call.
What you get
Requests come to you
Each new request emails you right away, so you stay in control of what actually goes on the calendar.
Automatic reminders
A reminder email (and optional SMS from your Twilio number) goes out before the appointment, which helps reduce no-shows without manual follow-up.
No phone tag
Customers request 24/7 from a link you share, and everyone gets a written confirmation instead of a missed voicemail.
How it works
- 1
Share your request form link with customers.
- 2
A customer submits their name, email, preferred date/time, and appointment type.
- 3
They get an instant confirmation from your Gmail and you get a new-request notification.
- 4
WiloSync sends the customer a reminder email a set number of hours before the appointment.
What your customer receives
Subject: Reminder: your appointment with Bright Smile Dental tomorrow
Hi Sam, This is a friendly reminder about your appointment tomorrow at 2:00 PM. If you need to change it, just reply to this email. See you soon, Bright Smile Dental
What you control
- The notification email for new requests
- How many hours before the appointment the reminder sends (default 24)
- The request form link you share
- The company name shown in confirmation and reminder emails
What you need
- A Google account for sending (Gmail) — connect once under Integrations
- Your company name set in Settings
About 5 minutes — no technical skills needed
Included in this workflow
- A public request form customers can submit anytime
- An instant confirmation email to the customer
- A new-request notification to you
- An automatic reminder email a set number of hours before the appointment
This is a premium workflow — it is not on the free plan. It collects appointment requests and sends confirmations and reminders; it does not check a live calendar for availability or create calendar events. You confirm availability. Two-way calendar sync is available as a custom build.
Available as a custom build
- Two-way Google / Outlook Calendar sync so only genuinely free slots are offered and bookings block your calendar
- Self-service rescheduling and cancellation links
- Taking a deposit or full payment at request time
- Pair with No-Show Recovery (email + optional SMS) when someone still misses the slot
Questions
Is this real calendar booking?+
Not on its own. Customers request a time and you confirm availability — the workflow does not read a live calendar or create calendar events. Two-way calendar sync, where only free slots are offered, is available as a custom build.
Will it double-book me?+
It cannot book you at all — it collects requests and notifies you, so nothing is confirmed until you say so.
When does the reminder go out?+
A set number of hours before the appointment (24 by default). You can change it to fit longer or same-day appointments.
Who do the emails come from?+
Confirmations and reminders send from your connected Gmail, so replies come to you.
Will this workflow stay updated?+
Yes. It runs as a shared workflow, so improvements roll out automatically while your notification email, reminder timing, and form link stay as you saved them.
Ready to put this premium workflow to work?
Creating your WiloSync account is free. This is a premium workflow — subscribe to activate it and connect your tools, or request a custom setup and we’ll set it up for you.
Available on any paid plan — from $39/month. View plans
Update policy & sample files
How updates work
WiloSync runs this as a shared workflow. When we improve reliability, fix bugs, or refine default email wording, those improvements roll out automatically — you never need to delete and recreate your automation. Your notification email, reminder timing, SMS settings, and form link stay as saved. Confirmation email copy may improve; appointment reminders are scheduled by WiloSync and sent through the shared n8n reminder webhook.
Sharing with your customers
Share your form link on your website, Google Business profile, WhatsApp status, Instagram/Facebook bio, and your email signature. Anyone who clicks it can request a time in seconds.