Auto text back for missed calls: simple setup for iPhone, Android, WhatsApp and VOIP lines featured image
How-to Guides

Auto text back for missed calls: simple setup for iPhone, Android, WhatsApp and VOIP lines

TrainAR Team 1 month ago 5 min read

Auto text back for missed calls: simple setup for iPhone, Android, WhatsApp and VOIP lines

Category: How-to Guides • Niche: Automations, operations

Engineer checking van phone as an auto text reply sends after a missed call

Who this is for

If you run a plumbing, electrical, HVAC or building firm and miss calls while you are on the tools or driving, this guide shows fast, legal ways to text back automatically. You will reduce lost leads, set expectations, and book more work without extra apps you do not need.

  • Solo and small teams who rely on mobiles.
  • Office-based teams using VOIP like Aircall, 3CX or RingCentral.
  • Trades using WhatsApp as a main contact channel.

What you can set up

Pick one or combine a few:

  • iPhone: Respond with Text and Focus modes send quick replies when you cannot pick up.
  • Android: Google Messages and third‑party autoresponder apps can send SMS after missed calls.
  • WhatsApp Business: Away and Greeting messages reply when you are busy or out of hours.
  • VOIP systems: Aircall, 3CX, RingCentral and others can trigger a missed‑call text via Zapier or built‑in features.

Helpful references:

Quick setup: iPhone

You can not send an SMS automatically after every missed call on iPhone natively, but you can make it easy to reply with one tap and set auto replies while driving or during a Focus.

Option A: Respond with Text (one‑tap replies)

  1. Open Settings → Phone → Respond with Text.
  2. Edit the three canned messages (e.g. “On a job, text me details and postcode. I will call back when free.”)
  3. When a call comes in you cannot take, tap Message on the call screen and choose a reply.

Option B: Driving Focus auto reply

  1. Settings → Focus → Driving.
  2. Turn on “While Driving” and set Auto‑Reply to “All Contacts”.
  3. Edit the message to include your booking link or WhatsApp.

Tip: Create a custom Work Focus with an Auto‑Reply for site hours.

Quick setup: Android

Options vary by phone brand, but two reliable routes are Google Messages and an SMS autoresponder app.

Option A: Google Messages quick replies

  • Open Messages → Settings → Suggestions → Quick responses. Edit to your wording.
  • When you miss a call, open the notification and tap Reply to send your saved message quickly.

Option B: SMS autoresponder app

  • Install a reputable app such as SMS Autoresponder or AutoResponder for WA for WhatsApp.
  • Set a rule: When call missed → send SMS to caller with your message.
  • Add a schedule so it only runs out of hours if that is what you want.

Note: Permissions are required. Test on a colleague’s number.

WhatsApp Business away message

If lots of customers message on WhatsApp:

  1. Install WhatsApp Business from the app store.
  2. Menu → Business Tools → Away message.
  3. Toggle On, set Schedule (Always, Custom hours, Outside of business hours).
  4. Choose Recipients (All or everyone not in address book).
  5. Write a friendly message and include next steps.

Good references and walkthroughs:

VOIP routes that text back

If you use a cloud phone system, you can text back every missed call automatically.

Aircall + Zapier example

  • Watch: “How to Send an SMS When You Get a Missed Call on Aircall” on YouTube by Salesmsg.
  • Outline:
    • Trigger: Aircall “missed_call”.
    • Action: Send SMS via Salesmsg or Twilio in Zapier.
    • Optional: Only fire during business hours.

HighLevel workflow demo

  • Useful for trades using Go High Level style CRMs.

Other VOIP options

  • 3CX, RingCentral and iPlum also support auto‑reply or Zapier style hooks. Check your provider docs.

Templates you can copy

Short and friendly works best. Keep it personal and do not over‑automate.

  • General missed call: “Hi it is [Your Company]. Sorry we missed you. Text your postcode, issue and best time. We will ring you back shortly.”
  • Driving: “I am driving. Please text the address and a photo if helpful. I will call as soon as I stop.”
  • Out of hours: “We are closed now. For emergencies call [number]. Otherwise reply with details and we will book you first thing.”
  • WhatsApp: “Thanks for your message. We are on site. Share postcode and photos here. We will reply within the hour.”

Troubleshooting

  • Messages do not send on iPhone: Only Driving or a Focus can auto‑reply. There is no native “missed call text back”. Use a VOIP line with Zapier if you need full automation.
  • Android app not working: Check battery optimisation settings and allow the app to run in background.
  • WhatsApp auto replies not firing: Ensure you are using WhatsApp Business, not personal WhatsApp, and that your schedule is correct.
  • Compliance: Keep messages helpful, identify your business, and include an opt‑out for marketing lists.

FAQ

Can my mobile network text back for me?

Some UK networks send you missed‑call alerts, but they are not the same as texting customers back. For example, O2 explains what their alerts do here: O2 missed call alerts.

Is WhatsApp Business allowed for trades?

Yes. It is heavily used by UK small businesses. See this overview: WhatsApp Business for small businesses.

Will this replace a receptionist?

No. It bridges the gap when you cannot pick up. You should still call back. The goal is to acknowledge, qualify and book faster.

What about GDPR?

Keep messages service‑focused and do not add people to marketing lists without consent. If you use third‑party tools like Twilio or Zapier, update your privacy notice.

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