Missed meetings. No-shows. Follow-up emails that slip through the cracks.
It’s a common frustration—and one that costs time, energy, and sometimes even business.
That’s exactly why we built a fully automated meeting confirmation and reminder system—one that sends personalised emails, watches for replies, and follows up with SMS reminders, all with a human feel, and no manual effort.
In the video below, we walk through the full setup from start to finish. If you’re short on time, keep reading for a written breakdown of the entire process.
Watch the full tutorial here:
What the System Does
Here’s what this automation handles for you:
- Sends a personalised email immediately after someone fills out a booking form
- Checks for replies and updates the meeting status
- Sends an SMS reminder two days before the meeting
All powered by AI—so the messages feel human, not robotic.
Tools You’ll Need
To build this system, you’ll need the following tools:
- Google Forms (for collecting meeting info)
- Google Sheets (for storing and managing data)
- Make.com (to connect everything together
- OpenAI (ChatGPT) (for generating personalised email & SMS content)
- Twilio (for sending SMS messages)
System Overview
This system is built in three connected automation flows inside Make.com. Each one plays a specific role in helping you handle bookings and reminders without lifting a finger.
1. Initiate: Send Confirmation Email
This is the starting point. When someone submits your meeting request form, this flow kicks in.
What it does:
- Detects a new form submission in Google Sheet
- Sends the meeting details to OpenAI, which generates a personalized confirmation email
- Uses Gmail to send the email to the user
- Updates the Google Sheet with two new status fields:
- Email Response Status: No Response
- Meeting Status: Awaiting Confirmation
What to set up:
- Google Form with required fields: Email, Name, Phone, Company
- A second section in the form for: Meeting Date, Time, Topic, and optional Notes
- Under Google Form settings, ensure the email collection option is set to “Responder input”
- In Google Sheets, add three columns:
- Email Response Status
- Meeting Status
- SMS Status
2. Watcher: Email Reply Checker
This automation watches your inbox for replies and uses AI to determine whether someone has confirmed, cancelled, or sent something unrelated.
What it does:
- Monitors incoming emails via Gmail
- Checks each reply against entries in the Google Sheet
- If a match is found, the reply content is passed to OpenAI for classification
- Based on the response:
- Updates the status to Confirmed or Cancelled
- Or leaves the meeting as “Awaiting Confirmation” but marks the email as seen
Why it’s useful:
- You don’t need to manually read or tag replies
- The system intelligently understands short messages like “Sounds good” or “Can’t make it anymore”
Pro tip: This is where the system really shines. Even vague or casual replies are read and interpreted correctly, giving you confidence that nothing slips through the cracks.
3. Reminder: SMS Confirmation Flow
This runs once daily and checks for meetings happening in two days that haven’t been cancelled or confirmed via reply.
What it does
- Searches the Google Sheet for any meetings happening in exactly two days
- Filters out rows where:
- Meeting Status = Cancelled, or
- SMS Status is already filled
- Uses OpenAI to
- Clean and convert the phone number to E.164 format (+61 for Australia)
- Write a friendly, human-sounding SMS reminder
- Sends the message using Twilio
- Updates the sheet with SMS Status: Reminder message sent
Important note on phone numbers:
Twilio requires numbers in E.164 format. If a user enters 0488 353 840, the system uses OpenAI to intelligently convert it to +61488353840—or returns Invalid number if it can’t be fixed.
Tips Before You Start
Before diving in, here are a few things to double-check:
Twilio Setup
- You’ll need a Twilio account and a phone number with SMS capabilities
- For Australian users, this costs around $6 USD/month
- Twilio may require you to complete a short form to explain how the number will be used (e.g., for appointment reminders)
OpenAI Access
- You’ll need an API key from OpenAI
- Head to platform.openai.com, create a new secret key, and plug it into Make.com
Gmail Integration
- Ensure your Gmail account is connected to Make
- When prompted, approve the required permissions and select the correct sender address
Make.com Structure
- Use modular flows so each part of the system is easy to test, reuse, or scale
- Keep everything documented—especially field names in Google Sheets to avoid breaking references
Sheet Hygiene
- Use data validation where possible
- Consider freezing the top row and colour-coding status columns to make it easy to manage over time
Want Help Setting It Up?
If you’d like help implementing this in your business—or want to adapt it to suit your workflow—AI Wise can help. Get in touch with us for a free consultation.
