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  3. No-Show Follow-Up Automation Using Assistable + GoHighLevel

No-Show Follow-Up Automation Using Assistable + GoHighLevel

Purpose

This SOP outlines the process for automatically contacting and rescheduling clients who miss their appointments in GoHighLevel (GHL) by using Assistable Voice AI. This system ensures missed appointments are proactively followed up and rebooked when possible.

Objectives

  • Reduce manual workload for staff

  • Improve rebooking rates and client retention

  • Maintain high calendar utilization

  • Ensure professional and immediate engagement with clients

  • Standardize tone and communication across all follow-ups

System Overview

The automation performs the following workflow:

  1. Detects when an appointment is marked No Show in GHL

  2. Triggers an automated AI voice call

  3. AI assistant asks for the reason and offers to reschedule

  4. Upon confirmation, availability is checked and appointment is booked

  5. Notes summarizing the call are saved to the contact record

The Bot ID of the No-Show Follow-Up assistant
  • 1761410251294x503266977517928450

Workflow snapshot link

Procedure

Step 1: Create the Assistant

  • Navigate to Assistable Dashboard → Create Assistant

  • Name it e.g., “No-Show Follow-Up Bot”

  • Insert the approved assistant prompt/script

  • Save and deploy

Step 2: Import Existing Assistant (Optional)

  • Select Import → Paste Bot ID

  • Confirm logic, calendar mapping, and tools migrated correctly

Step 3: Connect Calendar

  • Open Calendar Settings

  • Connect the GHL calendar where missed appointments occur

  • Validate correct calendar_id and time zone

Step 4: Add Required Tools

Navigate to: Tools → Add Tool
Add the following:

Tool Name Purpose
get_availability Query open time slots
book_appointment Reschedule when confirmed
create_note Write outcomes to contact record

Ensure all tools are saved and active.

Step 5: Configure Workflow in GoHighLevel

  1. Go to Automations → Create Workflow

  2. Trigger: Appointment Status → No Show

  3. Action: AI Call → Select the Assistable assistant

  4. Pass required parameters:

    • contact.name

    • appointment.date / appointment.time

    • calendar.name

    • contact.id

Step 6: Testing

  • Book a test appointment → Mark it manually as No Show

  • Verify:

    • AI calls the contact

    • Reschedule flow offers correct times

    • Calendar receives new booking

    • Contact record logs call notes

Step 7: Monitoring & Optimization

  • Review logs/notes for quality issues

  • Confirm accurate calendar mapping after any changes

  • Update assistant prompt if messaging requires refinement

 Best Practices

  • Maintain a warm, conversational tone in messaging

  • Clearly confirm times to prevent misinterpretation

  • Keep prompt logic simple and clean — avoid unnecessary tool calls

  • Ensure time zone alignment across platforms

 Troubleshooting Guide

Symptom Root Cause Resolution
AI does not call Workflow trigger incorrect Set trigger to No Show
Incorrect times offered Wrong calendar mapped Reconnect correct calendar_id
No call notes stored Missing create_note tool Add and enable tool
Echo / latency Device or browser issue Use Chrome with headset

 

 Expected Outcomes

Once implemented, the automation will:

  • Immediately detect and act on missed appointments

  • Increase rebookings and customer recovery

  • Log consistent, structured notes for every call

  • Improve operational efficiency and client experience

 
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