Follow Up on Demo No-Shows Automatically
Every hour, WebRun checks Calendly for meetings that started and were never joined by the prospect, logs a No-Show activity on the matching HubSpot deal, and saves a warm re-engagement email as a Gmail draft so you can follow up the moment you see it.
How can I automatically handle demo no-shows and keep those deals moving?
Every hour, WebRun checks Calendly for booked demos where the prospect never joined, logs a No-Show activity on the matching HubSpot deal, and saves a warm re-engagement email as a Gmail draft — so you can follow up immediately rather than letting the deal go cold.
- No-show deals logged in HubSpot within the hour, not end of day
- Re-engagement draft ready before the prospect's memory of the meeting fades
- No missed demo slips through without a follow-up attempt
Built for sales development reps · account executives · SaaS sales teams · B2B companies
What does WebRun do on every run?
The exact actions WebRun takes, in order — in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
calendly.comin a real browser with your saved login — no setup, no API keys. -
1
Calendly — detect missed meetings
calendly.com
WebRun opens Calendly to detect missed meetings. - Open Calendly Scheduled Events and filter to meetings that ended in the past hour
- Identify events where the invitee did not join (no activity recorded or host-only session)
- Capture the invitee name, email, event type, and scheduled time
Done when Every no-show from the past hour has been identified with invitee details.
-
2
HubSpot — log no-show on the deal
hubspot.com
WebRun opens HubSpot to log no-show on the deal. - Find the matching contact and associated deal in HubSpot by the invitee email
- Log a 'No-Show' activity note with the meeting date and event type
- Move the deal stage to 'No-Show Follow-Up' if a follow-up stage is configured
Done when A No-Show activity is logged on the HubSpot deal and the stage is updated.
-
3
Gmail — draft a re-engagement email
gmail.com
WebRun opens Gmail to draft a re-engagement email. - Draft a short, warm re-engagement email acknowledging the missed call and offering to reschedule
- Include the original meeting time and a Calendly link for easy rebooking
- Save as draft — do not send until you review and approve
Done when A re-engagement draft is saved in Gmail for each no-show, ready for your approval.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it email the prospect automatically?
No. Every re-engagement message is saved as a Gmail draft. You review the tone and the context before anything goes out.
What if the prospect was just a few minutes late?
WebRun applies a 10-minute grace window — meetings where the invitee joined late are not counted as no-shows. You can adjust this threshold.
Does it work with Google Meet or Zoom links inside Calendly?
Yes. It reads the Calendly event data, not the video platform, so it works regardless of which meeting tool you use.
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