Text callers back when you miss a call
Set up a workflow that texts anyone whose call you couldn't answer, so they don't move on to someone else.
When you're in a session and can't pick up, a quick text ("Sorry I missed you, I'll call back after 3") keeps the caller with you. A small workflow does this automatically for every missed call.
Before you start
- Time: about 10 minutes.
- You'll need: a Flourivate phone number that's approved for texting. See Get a phone number for your practice and Register your business for texting.
- Good to know: there's no separate missed-call setting in Phone System. You set this up as a workflow.
Using the AI receptionist?
If your AI phone receptionist answers your line, calls aren't "missed", so this workflow won't fire. It's for numbers that ring you or your browser first.
Steps
- Go to Workflows > Templates, search Missed Call, and click Use This Template on Missed Call Text-Back. It opens with three steps: Call Details, Sorry We Missed You and Alert Team.
- Click Call Details (the trigger). Under Filters, find the Call Status row and choose No Answer. Add Busy too if you want to text people who got a busy line.
- Optional: under Enrollment Conditions, set Enrollment Frequency Limit so someone who calls three times in a row gets one text, not three.
- Click Sorry We Missed You. Check the From Number and rewrite the Message. Start with your business name and include an opt-out line, for example: "Maple Coaching: Sorry I missed your call! I'm with a client and will call you back today. Or reply here. Reply STOP to opt out."
- Click Alert Team. This sends you an in-app notice ("Missed call from {{contact.phone}}. Text-back sent."). Change Notify or Notify Via if you want it somewhere else, or delete the step.
- Click Save, then switch Inactive to Active.
Pick the call statuses before you turn it on
The template's Call Status filter starts empty. If you leave it empty, every call (including ones you answered) can trigger a text.
Building it from scratch instead
Create a workflow with the Call Details trigger, add a Call Status filter set to No Answer, then add a Send SMS step with Send To set to This contact. It's the same as the template without the team alert.
Check it worked
- Call your Flourivate number from a mobile you own and let it ring out. Within a minute or two you get the text.
- The workflow's Execution Logs tab shows the run.
If something's off
- Every caller gets a text, even when you answered: the Call Status filter is empty or includes Completed. Set it to No Answer only.
- No text arrives: check the workflow is Active, your number is approved for texting, and the caller's number is a mobile. Landlines can't receive texts.
- The text shows as failed: see Find out why a text didn't send.
- The caller got two texts: another workflow also texts missed callers. Turn one off.
- The caller replied and you can't find it: replies land in Conversations on that contact.