The Discovery Call No Show Rescheduling workflow automatically activates when a scheduled discovery call is missed or cancelled.
Its purpose is to quickly re-engage the candidate and encourage them to reschedule the conversation.
Missing a discovery call does not necessarily mean a lead has lost interest. Often, candidates simply get distracted or something unexpected comes up. This workflow ensures those opportunities are not lost.
When This Workflow Runs
This workflow is triggered when the appointment status for a discovery call is marked as either:
No Show
Cancelled
Once the system detects this change, the rescheduling workflow begins automatically.
Step 1 – Locate the Candidate Opportunity
The workflow first checks whether the contact has an active opportunity in the pipeline.
This ensures the automation is connected to the correct candidate record.
If no opportunity is found, the workflow stops.
If an opportunity exists, the workflow continues.
Step 2 – Update the Opportunity Stage
When a discovery call is missed or cancelled, the opportunity stage is updated to reflect the new status.
Examples include stages such as:
Discovery Call No Show
Cancelled Call
This keeps the pipeline accurate and helps consultants quickly identify which candidates need follow-up.
Step 3 – Stop Reminder Workflows
If the contact was previously enrolled in the Discovery Call Show-Up Maximizer workflow, the system removes them from that sequence.
This prevents additional reminder messages from being sent for a meeting that has already passed.
Step 4 – Confirm the Reason for the Trigger
The workflow checks whether the automation was triggered by a No Show event.
If the trigger condition is confirmed, the rescheduling sequence begins.
Step 5 – Send Rescheduling Email
The first step of the rescheduling sequence is an email encouraging the candidate to book another time.
This message typically:
acknowledges that the call was missed
reassures the candidate that rescheduling is easy
provides a calendar link to select a new time
The tone is intentionally supportive and non-judgmental.
Step 6 – Send SMS Follow-Up
Shortly after the email is sent, the system sends a text message reminding the candidate that they can easily reschedule.
Text messages increase the likelihood that the candidate sees the message quickly.
Step 7 – Follow-Up Reminder
If the candidate does not reschedule immediately, the system waits one day before sending another follow-up email.
This message serves as a gentle reminder and again provides the scheduling link.
Step 8 – Additional SMS Reminder
A second SMS message is sent to provide one more opportunity for the candidate to reconnect.
This ensures the lead has multiple opportunities to reschedule without requiring manual outreach.
Why This Workflow Is Important
Missed appointments are common in any consulting or advisory process.
Without automation, it is easy for these opportunities to fall through the cracks.
This workflow helps consultants:
✔ recover missed opportunities
✔ maintain engagement with interested leads
✔ automate follow-up after no-shows
✔ keep the opportunity pipeline accurate
Even a small number of recovered calls can significantly increase conversion rates.
🪄 Best Practices: The tone of rescheduling messages should remain positive and supportive.
Candidates should feel encouraged to reconnect rather than pressured.
Many leads who miss their first call still move forward once they reschedule.