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Leads & sales

Missed-call text-back automation

Missed-call text-back automation notices when a call to the business goes unanswered and sends the caller a short reply with a way to book. It also records the call against the contact, so the team can see who rang and what happened next.

An example of how the studio would build it. No live services are connected.

From a missed call to a booked conversation.

  1. Step 01

    Call missed

    Twilio reports a call that rang out, went to voicemail or arrived outside opening hours.

  2. Step 02

    Caller checked

    Skip withheld numbers, excluded contacts and anyone who has already had a reply in the set period.

  3. Step 03

    Reply sent

    Send one friendly text or WhatsApp Business message that apologises and offers a Calendly booking link.

  4. Step 04

    Call logged

    Find or create the contact in the CRM by phone number, then record the missed call and the reply.

  5. Step 05

    Booking linked

    When the caller books through Calendly, attach the appointment to the same contact and close the follow-up.

The result

No enquiry goes cold because nobody could pick up.

Each number receives at most one automatic reply in a set period, however many times it rings. When the caller replies, a person takes over the conversation.

Before we connect it.

Where this is useful

Useful for small teams who are often on site, with a customer or closed when the phone rings. A sensible first version sends one text with a Calendly link during set hours and logs every missed call for a person to review.

What we need to connect

  1. 01A phone number on a platform such as Twilio that reports call status, or a phone system that can forward missed-call events.
  2. 02The reply wording, a Calendly booking link and the hours when automatic replies are appropriate.
  3. 03A CRM or contact list where calls can be matched to existing customers by phone number.

What needs careful handling

Some numbers cannot receive texts, and some callers are suppliers, spam or customers already mid-job. Limit replies to one per number in a set period and respect opt-outs. WhatsApp Business only allows approved templates to start a conversation, so check its consent and template rules before making it the default channel.

Questions people ask.

Will every caller get a text, even if they rang by mistake?

Only callers who meet the rules you set. Withheld numbers, contacts you exclude and repeat calls within a short period can be skipped, and the message can include a simple way to opt out.

Can this work with my existing phone number?

It depends on how calls reach you today. Some providers can forward call events or route the number through a service like Twilio, while others need the number moved or a new number added. We check what your provider supports before recommending a route.

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