Categories / Reviews & Reputation
Podium Glenbrook Heating: missed-call texts; Google reviews +25%; 700+ calls/30 days
A family-owned HVAC shop texts every missed caller instantly, turns simple requests into next-day jobs, and grew Google reviews 25%.
- Task
- ensure every unanswered ring gets an instant text reply and unify calls/texts on one platform
- Result
- Google reviews +25%; 700+ calls in last 30 days handled in unified inbox; simple requests convert to next-day appointments; mornings start with work already queued
- Tools
- Podium Phones (missed-call texts)
- unified inbox for calls+texts
- Setup
- switch phones to Podium → enable missed-call auto-texts → handle replies in one inbox → convert simple requests to next-day appointments overnight
Step-by-step setup guide + copy-paste prompt
Honest note: the missed-call text is a rule-based auto-reply, not generative AI. It works because the reply is instant. Add Podium's AI Employee later if you want AI to carry on the conversation.
Prerequisites
- Podium Phones on your business number, and admin access to Podium Settings.
Step-by-step setup
Step 1. Turn on the missed-call text. In Podium go to More (left sidebar) → Settings → Phones → Call Experience → click your Podium number → scroll to Voicemail Options → click the Edit (pencil) icon.
Step 2. Pick the option. Choose Voicemail + Text Prompt (Podium recommends it): callers can leave a voicemail and get an automatic text once they hang up. Text Prompt Only sends the text without a voicemail.
Step 3. Write the text prompt. Enter the message (see the prompt below) and click Save.
Step 4. Set after-hours behaviour. In the same phone settings, turn on After Hours Routing. Choose where after-hours calls go: call group, phone menu, specific phones, a number or voicemail. Then set a separate After Hours Text Prompt Message such as "We're closed. Text us what you need and we'll book you first thing."
Step 5. Work replies from one inbox. Replies, calls, voicemails and recordings land in the Podium inbox on the customer's conversation, so anyone in the office can pick it up and see what was already said.
Step 6. Queue tomorrow's work. Each evening, turn overnight texts into next-day appointments so the morning starts with a full board.
Copy-paste prompt
Write 3 versions (friendly, brief, urgent-service) of an automatic text sent to someone whose call to {{company}}, a {{trade}} company, was just missed.
Under 160 characters each. Ask what they need and their address or ZIP code. Mention that we can usually book the next day. No emojis, no links.Sources
- Podium: Glenbrook Heating brings calls and texts into one inbox. Credit: Glenbrook Heating & Air Conditioning's owner.
- Podium Help: Configuring Your Voicemail
- Podium Help: Configuring Phone Settings (after-hours routing)
Industries: AI automation for Home Services & Contractors
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