# Reduce meeting no-shows with Gemini and WhatsApp: n8n workflow

> Started by an arriving email, and works across Email and Twilio. It hands the judgement calls to Gemini.

Source: https://millionrounds.com/workflow/reduce-meeting-no-shows-with-gemini-and-whatsapp (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Scheduling](https://millionrounds.com/workflows?category=Scheduling#library)

# Reduce meeting no-shows with Gemini and WhatsApp

Started by an arriving email, and works across Email and Twilio. It hands the judgement calls to Gemini. 14 steps, 2 branches, 3 loops or waits: a working afternoon to understand properly.

Medium Calls a model: Gemini

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Freduce-meeting-no-shows-with-gemini-and-whatsapp)

**14 steps** Medium: a working afternoon

**2** Branches: places the flow splits

**3** Loops or waits

**2** Services it connects to

## The flow

Model 4 Logic 6 Service 4

The steps in the order they run, from what starts it.

- 1 **Structured Output Parser** Output Parser Structured *Model*
- 2 **Calculator** Tool Calculator *Model*
- 3 **Notification received** Email Read Imap *Service*
- 4 **LLM model** Lm Chat Google Gemini *Model*
- 5 **extract from email** Agent *Model*
- 6 **Check if More Info is Needed** If *Logic*
- 7 **Calculate Waiting Time** Code *Logic*
- 8 **Send Clarification request** Email Send *Service*
- 9 **When to send** If *Logic*
- 10 **Wait to send 1h before meeting** Wait *Logic*
- 11 **Wait to send 24h before meeting** Wait *Logic*
- 12 **Wait to send 1h before meeting after 24h** Wait *Logic*
- 13 **Send Reminder Email** Email Send *Service*
- 14 **Send WhatsApp Reminder** Twilio *Service*

## How it's built

- **Starts on:** An arriving email
- **Steps:** 14, with 2 branches, 3 loops or waits
- **Size:** Medium: a working afternoon
- **Connects to:** Email, Twilio
- **Model:** Gemini

## Questions

What does it need to run?

An n8n account, plus your own Email and Twilio accounts, and a key for Gemini. You connect your own accounts after importing it; none are included.

What starts it?

It starts on an arriving email.

Does it use AI?

Yes. It calls Gemini. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Plan an afternoon. 14 steps is enough that you should read each one before running it.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 14 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Freduce-meeting-no-shows-with-gemini-and-whatsapp)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Email](https://millionrounds.com/workflows?service=Email#library)[Twilio](https://millionrounds.com/workflows?service=Twilio#library)

## Workflows like it

Also scheduling, with the same services where possible, closest in size first.

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- [**Analyze legal contracts with OpenAI and Slack** 14 steps · calls a model · Email, Google Calendar](https://millionrounds.com/workflow/analyze-legal-contracts-with-openai-and-slack)
- [**Create consulting client onboarding tasks with OpenAI** 14 steps · calls a model · Email, Google Calendar](https://millionrounds.com/workflow/create-consulting-client-onboarding-tasks-with-openai)
- [**Smart email responder workflow with Gemini and Gmail** 14 steps · calls a model · Email, Gmail](https://millionrounds.com/workflow/smart-email-responder-workflow-with-gemini-and-gmail)
- [**AI Restaurant Booking Agent with ElevenLabs** 14 steps · Email, Google Calendar](https://millionrounds.com/workflow/ai-restaurant-booking-agent-with-elevenlabs)
- [**Book and confirm clinic appointments with WhatsApp** 14 steps · Gmail, Google Calendar](https://millionrounds.com/workflow/book-and-confirm-clinic-appointments-with-whatsapp)