StacksGPT
Sales & Leads

Appointment Lead Follow-Up with Twilio and Cal.com

Answer SMS enquiries with an AI scheduling agent that books through Cal.com, logs the chat in Airtable and follows up with leads who have not booked.

The Problem

Service businesses get enquiries by text at all hours. Replies are slow, bookings take several messages, and leads who never book are not followed up.

How This Template Solves It

A repair shop receives a text asking about a laptop repair. The agent replies, then books, reschedules or cancels in Cal.com and stores the conversation in Airtable. On a schedule, open enquiries without a booking get a polite follow-up, and anyone who replies STOP is left alone.

How It Works

  1. 1Twilio receives the customer's SMS and checks whether they asked to stop messages.
  2. 2Loads earlier chat history for the customer from Airtable.
  3. 3An AI agent talks with the customer and uses the Cal.com API to schedule, reschedule or cancel.
  4. 4Saves the reply to Airtable and responds by SMS.
  5. 5A scheduled run finds open enquiries with no appointment and no stop request, and sends an AI-written follow-up within limits you set.

What You Need

  • A Twilio account and phone number
  • A Cal.com account and API key
  • An Airtable base for customers and chat history
  • An OpenAI API key

What Stays Under Your Control

  • You set what the agent may answer in its prompt.
  • You decide how often and how many times to follow up.

Watch Out For

  • Follow the SMS consent and opt out rules in your country. Keep the STOP handling in place.
  • The example prompt is written for a fictional repair company. Rewrite it for your business.

Adapted from a community workflow template. Before publishing we removed credentials, account and file IDs, email addresses and sample data. The original author's setup notes are kept inside the workflow file.

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