Daily Acuity cancellation rebooking with live availability

Every evening at 6pm on a cron trigger, sweep Acuity Scheduling for appointments canceled in the last 24 hours and try to bring each of those clients back with a warm, personalized rebooking email that offers real open slots on the practitioner's calendar.

Start by calling Acuity's List Appointments to fetch cancellations from the last 24 hours (use the canceled filter and a minDate roughly 24 hours ago). For each canceled appointment, capture the client's name, email, phone, the canceled datetime, the appointment type id, and the calendar id.

Before drafting anything, apply two skip rules per client. First, call List Appointments again scoped to that client's email and look for any new (non-canceled) appointment created in the last 24 hours; if one exists, they already rebooked and should be skipped. Second, count that client's canceled appointments in the last 60 days; if there are more than two, skip them so the practitioner can handle repeat cancellers directly.

For clients who pass both checks, resolve the appointment type name and duration by calling List Appointment Types and matching on the appointment type id. Then pull live openings for that same appointment type over the next 14 days: call Get Available Dates to find days with any availability in the current and next month (filtered to the 14-day window and the same calendar id), then call Get Available Times for each of the first few open dates until you have a handful of concrete slots to choose from.

From those live openings, pick two or three specific alternative time slots that feel like a natural spread (for example: tomorrow afternoon, later this week, and early next week) and use Gmail Create a Draft to write a warm, personalized rebooking email addressed to the client. Reference the appointment type they had booked and the day they canceled, acknowledge that things come up, and propose the two or three specific times you selected. Keep it short and human. Do not send the message; leave it as a draft in the practitioner's Gmail so they can review and personalize before hitting send.

Log every cancellation into a Google Sheets tab using Append Values. Each row should include the client name, client email, the canceled slot's datetime, the appointment type name, the suggested slots you offered, and a link to the Gmail draft so the practitioner can jump straight to it.

Finish by posting a short Slack summary via Send a Message to the practitioner's chosen channel or DM. The summary should include the total count of cancellations found in the last 24 hours, the number of drafts prepared, and how many clients were skipped (broken out by reason: already rebooked, or over the two-cancellation limit). Keep the message compact and skimmable.

Rules the workflow must always follow: never auto-send email, always leave it as a draft; skip clients who have already rebooked in the last 24 hours; skip clients with more than two cancellations in the last 60 days; only ever suggest time slots that came back from live Acuity availability (never invent times); and only pull availability for the exact appointment type the client originally booked.