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Missed-call text-back for new clients
Ten-person vet clinic · about 30 new clients a month from missed-call texts
- Task
- reach every new caller the team couldn't answer and improve appointment show rates
- Result
- practice manager believes they added 30 new clients a month as a direct result of the missed-call text; call and text reminders increased appointment show rate "significantly" over previous years (no % published)
- Tools
- Weave (missed-call auto-text, two-way texting, call and text appointment reminders)
- Setup
- turn on the missed-call auto-text so every unanswered caller gets a reply → continue the conversation by two-way text and offer a same-day slot → send call/text appointment reminders
Send this to your AI
A ready-to-send prompt built from this card. Your AI will ask a few questions about your business, then give you a beginner setup plan.
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Help me set this up for my business: "Missed-call text-back for new clients".
Example business: 10-employee veterinary clinic whose phone system couldn't keep up with call volume surges. Task: reach every new caller the team couldn't answer and improve appointment show rates.
Reported result: practice manager believes they added 30 new clients a month as a direct result of the missed-call text; call and text reminders increased appointment show rate…
Tools: Weave (missed-call auto-text, two-way texting, call and text appointment reminders)
Setup outline:
1. turn on the missed-call auto-text so every unanswered caller gets a reply → continue the conversation by…
Starter prompt from the guide (use it as a base):
Write a missed-call text for a veterinary clinic (under 300 characters): say sorry we missed you, ask what we can help with, offer to book a same-day visit, and give our scheduling link [LINK] and hours [HOURS]. Warm and plain.
First, ask me up to 5 questions about my business and tools. Then give me a beginner step-by-step setup plan, plus copy-paste prompts/templates I can use. Plain English, and tell me if any step needs a tech helper.
via autopilotbusiness.ai/use-case/king-city-veterinary-clinic-weave-missed-call-text-about-30-new-client/Step-by-step setup guide
> Cost: Paid. Weave starts at $199 a month (Base). Reminders, forms and recall sit in the Coordinate bundle ($149) and reviews in the Attract bundle ($149); some items are quoted separately. There is no free trial of the full platform.
Honest note: Rules, not AI. "About 30 new clients a month" is what the practice manager believes, not a counted figure, and the show-rate improvement from call and text reminders is "significant" with no percentage. The setup is genuinely simple, so it is cheap to try and measure.
Prerequisites
- A Weave account with your phone number and practice software connected (Weave onboards you).
- Weave admin access (some pages need Super Admin, Phones Manager or Payment Admin).
Step-by-step setup
Step 1. Turn on the missed-call text. Settings (gear, top right) → Messaging → Manage Auto-Messages → Create Auto-Message. Enter a Title, pick Location Access, choose Missed Call as the message type, set Filters (Call Type: Abandoned, Missed (No Voicemail), Missed (With Voicemail); Office Status: open or closed), choose Text Message, write the message with Dynamic Fields, then click Save Template and Create Auto-Message. Weave sends at most one auto-reply per caller per day and skips it if the caller is just confirming an appointment. Make one message for open hours and one for closed hours, and remove duplicates so no caller gets two texts.
Step 2. Offer a same-day slot by two-way text. When a caller replies, answer from Messages: tap + or open the thread, type your offer (for example two same-day times) and Send. Keep a rule for who watches replies during the morning surge.
Step 3. Add reminders. Settings → Messaging → Manage Auto-Messages → New Custom Auto-Message → Appointment Reminder, set timing (Weave suggests a text 7 days, a text 3 days and a voice call 1-2 days before), save.
Step 4. Measure. Add the Missed Call Text Conversion Widget to your dashboard to see appointments generated, and count new clients per month for a quarter before and after.
What success looks like
A missed call produces the text within moments and your reply continues the thread. After a month the conversion widget shows booked appointments from those texts.
Common issues & fixes
- No text: the call type must be one of your filters; abandoned calls need to be selected.
- Callers confused: make the text say who you are and what to do.
- The same caller twice in a day: Weave limits to one auto-reply per day.
Optional: Maintenance
- Monthly: read the conversion widget and adjust the wording.
Copy-paste prompt
Use this prompt to write the text. Paste your clinic name.
Write a missed-call text for a veterinary clinic (under 300 characters): say sorry we missed you, ask what we can help with, offer to book a same-day visit, and give our scheduling link [LINK] and hours [HOURS]. Warm and plain.Sources
- Case: Weave customer story (vendor PDF). Credit: the practice manager of a ten-person veterinary clinic (vendor-supplied).
- Weave Help: Create and Manage Missed Call Texts
- Weave Help: Best Practices for Missed Call Text Auto-Messages
- Weave Help: Create and Manage Appointment Reminders
- Weave plans
Industries: AI automation for Clinics & Healthcare Practices
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.