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n8n workflow Beginner Single-firm

Consult No-Show Killer for Law Firms

A quarter of booked consults never show. This workflow sends confirmations and reminders that drop no-shows from about 25% to 5%, so your calendar fills instead of leaking. Free n8n workflow, yours to keep.

10-minute setupWorks with your booking toolReplaces paid Calendly + Lawmatics tiers
Download it — no email needed

Import it into n8n

  1. Open the link above and copy the workflow JSON (on n8n.io, use the Copy button; on GitHub, use Raw).
  2. In n8n, open the workflows list, choose Import from URL or Clipboard, and paste it in.
  3. Open each node flagged with a warning and connect your own credentials — none of ours are in the file.
  4. Run it once manually before you activate it, and check the output is what you expect.

How it works

  1. Receives a booking event via a webhook endpoint from Calendly or another scheduling tool.
  2. Normalizes the incoming payload, extracts contact and appointment details, and stops if the event is a cancellation/reschedule or is missing required information.
  3. Builds the confirmation, 24-hour reminder, 1-hour reminder, and post-start reschedule messages and calculates the exact send times using n8n variables.
  4. Runs the confirmation SMS through the Bar-Compliance Guardrail workflow and, if approved, sends the SMS with Twilio and sends a confirmation email via SMTP.
  5. Waits until 24 hours before the appointment, re-checks compliance, then sends the 24-hour reminder by Twilio SMS and SMTP email.
  6. Waits until 1 hour before the appointment, re-checks compliance, then sends the 1-hour reminder by Twilio SMS and SMTP email.

Compliance: never touches your legal work

This automation only handles operational steps — sending, routing, and moving data. It doesn’t draft, analyze, or make any legal judgment, consistent with ABA Opinion 512.

What’s inside

  • The n8n workflow fileImport one JSON file. On booking it fires a confirmation, a 24-hour reminder, and a 1-hour reminder.
  • SMS + email reminder templatesEditable, firm-approved copy that goes out on both channels so the reminder actually lands.
  • Auto-reschedule linkA missed consult triggers a one-tap reschedule link instead of a dead end.
  • 10-minute deploy guide + LoomConnect your calendar and phone number. No developer needed.

✓ Works great when

  • You book consults but a chunk never show up
  • You already use a booking tool like Calendly or your PM calendar
  • You want reminders to go out automatically, not when a staffer remembers

✗ What breaks at scale

  • You want reminders triggered straight from your case-management system
  • You need routing to the right attorney and no-show reporting over time
  • You want the reschedule flow tied into intake and CRM tagging

Frequently asked

What platform does this run on?

It runs on n8n, a free open-source automation tool you host yourself. Import one workflow file and connect your calendar and phone number. Nothing is locked to us.

Does it work with my booking tool?

It works with common booking tools and calendars, including Calendly and your practice-management calendar. If a booking creates a calendar event, the workflow can trigger on it.

Is automated reminder texting compliant for a law firm?

Yes. This is operational messaging, not legal work. It sends appointment reminders and a reschedule link. It never gives legal advice or discusses the matter. You approve every word of the template.

Can you set this up for me?

Yes. The free version is yours to deploy. If you want it wired into your case system with reporting, that is a Quick-Win Build, typically $5k to $15k over 2 to 3 weeks.

Want the version built for your firm?

Done-for-You Build.

The free workflow sends the reminders. When you want it triggered from your case-management system, routed by attorney, and reported on, that is a Quick-Win Build. We wire it into your stack and hand it back tested.

$5k-$15k typical range2-3 weeks typical timeline

What you get

  • Reminders triggered from your case-management system on booking
  • No-show reporting so you can see the recovery over time
  • Reschedule flow tied into intake and CRM tagging
  • Routing to the right attorney by matter type
The 60-Day Build Guarantee. We agree on one success metric before we start, write it into the SOW, and build to hit it. If we miss, we keep working for free until we do. Or refund your project fee minus third-party costs. You keep everything we built.