No-show Recovery Agent
Tell a cancellation from a no-show, check how often the meeting has fallen through on the deal, and get a rebooking note that responds to what happened without blaming the buyer.
- Trigger: a meeting is cancelled or missed
- AI steps: classify what happened and count the pattern, then draft the rebooking note
- Output: the rebooking draft emailed to the deal owner, never to the buyer
Agent breakdown
A blueprint to adapt, not a fixed recipe. Set the trigger, thresholds, and methodology that fit your team, and each step builds on the last, using the conversation and CRM context you already capture.
Run on a cancellation or no-show
When a meeting is cancelled or missed, the agent starts the recovery workflow. It covers both meetings cancelled in advance and meetings where nobody joined, so the next steps can respond differently to each situation.
- Trigger: A meeting is cancelled or missed
- Includes: Meetings cancelled in advance and meetings where nobody joined
Pull the meeting and its history
Next, the agent pulls the meeting attendees, its status, and its reschedule history. This shows what happened to the current meeting and how many times it has already been moved.
- Fields: Attendees and status
- History: Past reschedules
Tell a cancellation from a no-show
The agent checks the meeting status, attendees, and history to decide whether it was cancelled in advance or simply missed. It also counts how often this has happened on the deal and describes the pattern without judging the buyer.
Decide whether the meeting was cancelled in advance or simply missed.
Input: the meeting attendees, status, and history of past reschedules.
- Classify the meeting as cancelled in advance or a no-show where nobody joined.
- Count how often this has happened on the deal.
- Describe the pattern factually, including whether the meeting has been moved or missed before.
Rules: use only the meeting record and its history. Do not infer the buyer's intent or make a judgement about the pattern.
Return the classification, the count, and a short description of the pattern.
Draft the rebooking message
Using the classification and meeting history, the agent drafts a rebooking note that fits what happened. It refers to the cancellation or missed meeting without blame, offers two concrete times, and keeps the message under eighty words.
Draft a rebooking note based on whether the meeting was cancelled in advance or missed, how often this has happened on the deal, and the pattern from the meeting history.
- Briefly refer to what happened before suggesting a new meeting.
- Make the wording fit whether the meeting was cancelled in advance or nobody joined.
- Offer two concrete times to rebook.
Rules: never open with an apology or a guilt line. Do not judge the buyer or invent a reason that is not supported by the meeting record. Keep the note under eighty words.
Return the rebooking note, ready for the rep to edit and send.
Send the draft to the deal owner
Once the draft is ready, the agent emails it to the deal owner. The rep can edit the wording and send it themselves, while nothing goes to the buyer automatically.
- Recipient: The deal owner
- Next action: The rep edits and sends the note themselves
- Sends externally: Never
A rebooking draft in the deal owner's inbox after every cancellation or no-show
Get a short rebooking draft that reflects whether the meeting was cancelled or missed, accounts for the previous reschedule pattern, and offers two concrete times. The draft stays internal until you have edited it and chosen to send it.
- For reps: Review the wording, adjust it if needed, and send the note to the buyer yourself.
AI Agents that pair well
Same data, different jobs. Run them together for a fuller picture.
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