How to mark, follow up and prevent no-shows in Calendly
Calendly has tools for no-shows built in: you can mark one, send an automatic rebooking email, and send reminders that make no-shows less likely. Here's how each works and which plans have them.
1. Mark a no-show
This works on every Calendly plan, including Free.
- Go to the Calendar page.
- Find the meeting and open its Details.
- Select Mark no-show and confirm.
- The button appears only after the meeting's start time.
- You can undo it if you change your mind.
- For group events, mark each person separately.
- No-show status is included in Calendly's meetings CSV export, so you can see who misses often.
- People marked as no-shows don't get your usual after-meeting emails, like thank-yous or surveys.
2. Follow up automatically
On the Standard plan or higher, Calendly's Automations (called Workflows in older help articles) can email a client the moment you mark them a no-show, asking them to book a new time.
- Open Automations in Calendly.
- Create a new automation from the no-show template, or start from scratch and choose the No-show marked trigger.
- Write a short, friendly message with your booking link.
- Apply it to the event types you want and save.
Keep the tone kind. Most no-shows are a mix-up, not rudeness, and an easy way back gets more rebookings than a stern note.
3. Prevent no-shows before they happen
- Reminders. On paid plans, use an Automation with the Before event starts trigger to send email or text reminders. Calendly suggests at least two, for example 24 hours and 30 minutes before.
- Reconfirmations. Ask clients to confirm they're still coming, so you hear early when they aren't.
- Easy rescheduling. Put cancel and reschedule links in your confirmation and reminders. A client who can move their time in two taps is less likely to just not show up.
- Payment when booking. On the Standard plan and above, an event type can require payment through Stripe or PayPal. Calendly doesn't charge no-show fees or handle refunds, so put your rules in the payment terms and apply them yourself.
- A clear policy. Say how much notice you need. See how to add a cancellation policy in Calendly.
Turn early notice into a filled slot
Every reminder that leads to a cancellation gives you the time back, but only if someone books it. A no-show can't be refilled, so getting that cancellation early really matters. If you're often fully booked, a waitlist can offer the freed time to people who already asked for one.
Questions? Email support@waitlistping.com or see Support.