If someone misses a meeting with you, you can send them a follow-up series with your scheduler link so they can rebook, and have the series cancel itself as soon as they book a new meeting.
To do this, you'll need:
A scheduler already created (Scheduler help article)
A series template with the follow-up messages you want (Series help article)
How to Cancel a Series From Your Scheduler's Automations
In the left sidebar, click Automation.
Click Schedulers.
Click the pencil icon on the scheduler you want to use.
Click the Automations tab.
In the Trigger Automations When Someone Signs Up section, click Create Automation.
Select Remove From Series.
Under Remove the Contact From, leave The series I choose selected.
Select your follow-up series template under Choose Series, for example "Missed Meeting Follow-Up".
Click Save Automation.
Every time someone books with that scheduler, VipeCloud checks whether they are in the series you chose and cancels it if they are.
Other options in this automation:
All series, except any I choose to keep running - Cancels every series the contact is in, except the ones you select.
Series Sent By - Limits which senders' series are canceled. Only Admins see this option.
Also delete the contact's open tasks from these series - Removes open tasks the canceled series created. It's checked by default.
How to Cancel a Series From the Series Template
In the left sidebar, click Automation.
Click Series.
Click the Templates tab.
Open the series template you use for missed meeting follow-ups.
Under Cancel unprocessed steps for contact(s) if, check Recipient booked a meeting on a scheduler.
Select the scheduler that should cancel the series.
Click Save Series Template.
With this setting, the series stops for a contact as soon as they book on the scheduler you selected.
Example Missed Meeting Follow-Up Series
Here's an example of a series you might use for rebooking:
Step 1 - Email: "Sorry we missed you," with a scheduler link to rebook.
Step 2 - Text the next day with a quick benefit reminder and the same link.
Step 3 - Email a few days later asking if you should keep the door open for them.
Use the link for the same scheduler you selected in the cancellation settings, or a booking won't cancel the series.
How to Start the Series for a No-Show
Open the contact record of the person who missed the meeting.
On the Series card, click the + button.
Select your missed meeting follow-up series template.
Click Preview Series.
Confirm Cancel unprocessed steps for contact(s) if recipient has booked a meeting on a scheduler is checked.
Click Start Series Now.
You can also start the series from the + button in the top navigation bar. Click Series, select the contact and the series template, and continue from the Preview Series step.
Key Notes
Both options have the same effect. Set up one of them for each follow-up series.
Only unprocessed steps are canceled. Steps that already sent stay in the contact's history.
Series automations on a scheduler require the Pro plan or higher.
Video Walkthrough
Use the timestamps below to jump to specific sections:
0:00 - Why cancel the follow-up series automatically
1:41 - What you need before you start
2:47 - Opening your scheduler's Automations tab
4:10 - Creating the Remove From Series automation
5:30 - Canceling a series from the series template
6:48 - Linking the scheduler in your series steps
8:03 - Starting the series for a no-show
9:03 - Starting the series from the + button