This is a starting point where the event time and limit settings will define your chances for a good show up rate.

"Bend it while it's hot!"

Limit booking availability to 2–3 days ahead to create urgency, keep the leads warm and increase the likelihood of attendance.

Leads who book 5–7 days in advance often cool off, which may lead them not to show up without cancelling the call. By creating a shorter booking window, you build urgency, reduce “cool-off” time, and keep your calendar filled with motivated prospects.

Enable "Auto extend available days" feature option to automatically open new availability when current slots are fully booked. This ensures you don’t lose opportunities while keeping the sense of urgency intact.

Longer meeting duration can reject a lead and impact your show up rate.

Leads often interpret longer meetings (e.g. 45–60 minutes) as a bigger time investment and the longer the duration of the meeting is set, it is harder for a lead to fit it into a busy day, especially across time zones or during working hours.

Additionally, when a meeting looks lengthy, some leads interpret it as a sales pitch or high-pressure session.
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This perception creates friction as some of them will postpone, some will reschedule, and others will simply not attend.

In contrast, shorter calls feel easier to say yes to, as they are psychologically framed as a quick conversation, not a full meeting.

You can easily balance that out by combining event Duration with time Buffer after the event.

This way 45 minutes feels manageable and respectful of the lead’s time, while you have 60 minutes available if the lead is qualified and engaged.

If you handle markets on multiple continents and time zones, always use 12-hour time format (AM/PM) to avoid confusion.

For example, if hosts have availability set in Europe time zone, a lead from USA may get confused. A 3 AM slot might look like 3 PM to someone unfamiliar with 24-hour time, which is a common cause of missed calls due to booking at wrong times.

This feature ensures your hosts do not get last minute booking and make sure it's set to only necessary time your hosts need to prepare before the call.

Additionally, make sure it's aligned with the Date range set above, meaning, if the date range is set shorter, make sure a lead can book a call on the same day.

With this approach, you'll be giving leads a chance to book with your team when their motivation is high.

When enabled, leads with an upcoming scheduled call for this event cannot book again. This way, you'll be preventing leads to book new call instead of rescheduling the existing one, which will reduce chances of no-show on one of the calls.

By allowing unqualified/less motivated leads to book calls with your team may result in higher no-show or high call cancellation.

With iClosed Disqualification feature, you will maximize potential of every slot, making your team more efficient and helping them meet with the most qualified and motivated leads.

Disqualification strategies that you can utilize here are:

When a lead books a call, they’re still in decision mode!

The gap between booking and the meeting is where momentum can fade, but will be bridged with multi-channel communication to ensure the relationship stays active.

We offer option for emails to be sent from Host email address (recommended) and no-reply@iclosed.io (fallback option in case you don't have Gmail)

A confirmation email isn’t just another message, but the most critical email in the entire booking process.

It’s often the first interaction a lead has with your team, making it essential for maximizing your show-up rate.

Below is the recommended format, including all dynamic variables you can pull from the iClosed template builder:

But there's a lot more about the Confirmation email than a template - feel free to check out our Confirmation Email Best Practices here.

Reminders add a human touch, checking attendance, answering questions, and confirming seriousness. We advise setting up to maximum of 2-3 email reminders for events available to be scheduled within 24 hours and combine with SMS touchpoints.

Otherwise you may have your invitees overwhelmed with number of emails.

iClosed offers two features for sending email and SMS reminders:

SMS reminders enhance show up rate, they provides immediacy as people see text messages almost instantly.
Ideal for short reminders, 2-3 touchpoints ( 1–3 hours before the call) along with 2-3 emails.

In the event notification SMS reminders, you can set up one template with multiple reminders to be sent at different times - make sure to create generic template that can be used multiple times.

SMS service we use is a short-code and will be sent from iClosed No-Reply.

SMS Reminders comes at additional cost and require setting up your ​SMS Credits Wallet (learn more about SMS pricing here) which is why it's important to keep them as short as possible to prevent additional costs (One message segment goes up to ~160 characters).

Workflow automation emails are here for additional level of reminder customization that will be sent out from iClosed "no reply" domain.

Here're the triggers available:

Here's a blueprint of reminder sequences as per following scenario:

After a lead successfully books a call, they’re redirected to a confirmation page.

This is usually your custom "thank you for booking a call" page where an invitee may find additional resources and meeting expectations.

The confirmation page code that you can find in Event setup - Confirmation page reassures them that the booking was successful, allowing them to immediately add event to their calendar which will help in boosting your show up rate.

As mentioned already in Step 3 - Call Reminders Blueprint, call outreach one day before the call or the morning of the call start date is a good practice.

The best defense mechanism for tackling no-shows is iClosed Multi-Booking feature.

It's fully automated, and your team always has a reliable backup plan to minimize no-shows by turning odds in your favor, by allowing leads to book two or three calls on the same time slot.

Repeated no-shows from certain ad campaigns or locations may indicate a quality issue or time zone confusion, both fixable with better routing and communication.

Without outcomes, your analytics can’t reflect true performance which is why every closer should log call outcomes after each meeting, whether it’s a show, no-show, cancellation, or closed deal on AI Scheduler → Scheduled calls → Past calls page.

With call outcomes added, iClosed Analytics will be able to show you who’s not showing up most often, so you can adjust lead qualification forms or add new disqualification filters by inspecting:

After reviewing which leads are more likely to show up vs. the ones which frequently cancel or no-show, switch to analyzing of the website and ad campaign tracking.

Try to understand lead psychology and who is your ICP (ideal customer profile). Leads want to feel that the meeting is worth their time.

Connect iClosed and Meta to send Call outcomes via Zapier or Make to funnel leads who were closed in order to further optimize campaigns.

This way, you will be optimizing Meta campaigns based on behavioral quality signals, not “lead count”.