Most booking systems do the same thing.
Someone picks a time on your calendar. They get a generic confirmation email. Something like:
“Thanks for scheduling. I’ll be in touch soon.”
Technically correct.
But not very helpful.
And definitely not personal.
It’s not that you don’t want to make it personal.
It’s just… by the time a new lead hits your calendar, you’re already behind on five other things. You want to greet them like a real person. You also don’t want to rewrite the same email 12 times a month.
So here’s what I set up instead — and how you can copy it in 30 minutes.
What I noticed
People were showing up to calls excited, but unprepared.
They’d say things like:
“I know I wrote something in the form, but I forgot what it was.”
“I’m not totally sure what I need help with, I just know I’m overwhelmed.”
“I booked this after a late-night spiral and now I don’t remember why.”
Totally normal. Also: totally fixable.
Most of the time, they’d left clear notes in the booking form. They just needed a nudge. Something that reminded them, “Hey — I saw what you shared, and I’ve been thinking about it.”
What I built (and why it matters)
I built a simple automation that sends a tailored confirmation email after someone books a call.
Not a generic message.
Not a big pitch.
Just a thoughtful reply that:
Confirms the call
Acknowledges what they shared in the form
Prepares them for what we’ll walk through together
Includes the link again (because we all forget)
Invites them to bring examples or questions
Here’s the kicker:
It’s fully automated and still sounds like me.
The client books → I get a webhook trigger → their notes feed into GPT through Make.com → GPT drafts a warm, customized email → it gets sent (or saved as a draft for review).
Total time to set up? About 30 minutes.
Total time it’s saved me? Honestly, hard to calculate.
But it’s not just about time. It’s about presence.
Because now every client hears from me within minutes of booking.
They feel seen.
They show up ready.
And I don’t lose 20 minutes spinning on how to start the email.
How to set this up
If you’re using Cal.com or Calendly, you’re halfway there. Most scheduling tools support webhooks — which is just a fancy way of saying “send this data to another app when something happens.”
Here’s the step-by-step setup:
1. Create a webhook trigger in Make.com
Choose “Custom Webhook” as your module
Name it something you’ll recognize later
Copy the webhook URL it gives you
2. Add that webhook to your booking tool
In Cal.com: Settings → Webhooks → Add New
Paste in the URL
Choose the “booking created” trigger
3. Feed the webhook data into GPT
Use OpenAI’s “Chat Completion” module
Set up the prompt with guardrails (I’ll share mine below)
Include examples so it knows how to respond
4. Add a delay (optional but smart)
Add a “sleep” module to wait a few minutes before sending
Mimics human response time
5. Send the email
Map the name, notes, and link from the webhook
Use the GPT output as the body
Choose to send or save as a draft
That’s it.
No extra platforms.
No fancy tools.
Just a clean, practical workflow that gives you back energy and improves the client experience from day one.
Want to swipe my exact prompt?
Here’s a simplified version of what I use:
System Role: You are a thoughtful assistant at an AI automation agency who writes warm, tailored confirmation emails for coaches, consultants, and service providers.
Task: Write a short plain-text email confirming a booked discovery call. Reference any notes provided in the form. Invite the client to bring examples or questions. Avoid fluff, corporate-speak, or overly formal phrasing. Use a calm, human tone.
Edge Case: If no notes are provided, don’t mention it — just focus on the call being a space to learn more.
Example Input:
Full Name: Michael Scott
Notes: My team is burnt out and doing too many manual tasks
Link: [insert meeting link]Example Output:
Hi Michael,
Thanks for booking a time to connect. I saw your note about your team feeling burnt out from too many manual tasks. On our call, we’ll take a closer look at what they’re managing and explore how automation can help lighten the load.
Here’s the link for our call: [link]
Feel free to bring any recent examples or tools you're using — looking forward to the conversation.
— Tam
Once you’ve got one good example, test it. Then add another. Each round helps the AI learn how you sound, not just how to write a generic email.
Why this matters more than it seems
This isn’t about looking fancy or impressing leads.
It’s about creating continuity between the moment someone says “I think I need help” — and the moment you show up ready to serve.
It’s about preserving your energy without sacrificing care.
And it’s about building a business that still feels like you, even as you start to automate.
That’s the whole point.
Try this for yourself
I’ve packaged this automation into a Make.com blueprint you can use right away.
It includes:
The exact modules I used
My GPT prompt (editable)
Notes on edge cases and tone
👉 Grab the blueprint here
👉 Learn how to import Make.com blueprints to your own account
P.S. If you're still writing “Hey thanks for booking, I’ll be in touch soon” — no shade. That’s where most people start.
But there’s a softer, smarter way to do this.
And it doesn’t take hours. Just a little intention, and a system that respects your time and theirs.
Let me know if you want to build yours.
I’ll walk you through it.
— Tam
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