An n8n flow that watches for demo no-shows and runs a personalized recovery sequence: a same-day reschedule email with two pre-picked time slots, a follow-up two days later referencing a relevant resource, and a soft-close after a week. Reclaims roughly 25-35% of no-shows in most sales orgs. No human SDR effort.

What you’ll need

n8n with HubSpot, Gmail, and Calendar integrations enabled
HubSpot Meetings or Chili Piper for the original booking
A scheduling link per AE or SDR
Claude API key for personalization
Three approved email templates per stage of the recovery sequence

Setup

Detect no-shows. Configure HubSpot to mark a meeting as no-show if the contact didn’t join within 5 minutes (a HubSpot workflow or a calendar-watcher node in n8n can do this).
Import the flow. Pull demo-no-show-recovery.n8n.json. The flow listens for the no-show event, then walks the contact through a three-step sequence with conditional exits.
Personalize with Claude. The first email is generated by Claude using the contact’s company snapshot, the form fill that led to the demo, and the AE’s voice. Cap at 80 words.
Set exits. If the contact reschedules, books on the calendar link, or replies to any email, exit the flow. If they hit reply-stop or unsubscribe, exit and tag.
Test with three real no-shows. Send to internal AEs first, then to live no-shows on a small segment.

How it works

The flow is event-driven. When HubSpot fires a meeting_no_show event, n8n pulls the contact, the AE owner, the meeting context, and the original form submission. It branches: if the contact has a previous successful meeting with the company in the last 90 days, the tone shifts to “we missed you” rather than “let’s get you scheduled.” Otherwise, it runs the standard sequence.

Each email is sent from the AE’s Gmail (delegated send), not a marketing automation domain. This matters for deliverability and reply rates. Claude personalizes the opener line by referencing the form fill or the company’s recent news, but the body is the approved template.

Replies route back to the AE with HubSpot’s reply tracking. The flow stops the moment a human takes over.

Watch-outs

Sender reputation. Sending from the AE’s domain is the right move for replies but a wrong move if your AEs forget to authenticate. SPF, DKIM, DMARC must be set.
Personalization dial. Over-personalized emails feel creepy. The opener should reference one specific thing, not three.
No-show definition. If you don’t have a clean no-show signal, the flow sends to people who arrived late. Tighten the detection logic before turning the flow on.

Stack

n8n — orchestration and conditional sequencing
HubSpot — contact, meeting, and reply state
Gmail — delegated send from the AE’s address
Claude — opener-line personalization