How to Send Automated Text Messages in 5 Steps

Knock knock — it’s your itinerary calling. And it wants to say STOP. It knows how much you use digital forms for onboarding and making appointments, but sending follow-up messages without using automated texts? That has to change. Because sending manual SMS messages to clients (for every touchpoint) takes up a lot of time and effort.

The good news? Sending automatic text messages doesn’t have to be a headache, especially when you work with the right tools.

Let’s dive into how you can save time on repeat text messages by sending automated texts. 

Types of automated text messages you can send

Automated messages let you stay in touch with customers without typing each text by hand. They work behind the scenes while you focus on other parts of your business. Here are three types of automated text messages you can send:

• Auto-replies send instant responses when someone texts you. These are perfect for responding to after-hours messages, appointment confirmation texts, and frequently asked questions.
• Scheduled messages send texts automatically at the date and time you choose. This is perfect for appointment reminders, birthday greetings, or sending follow-ups in your customer’s time zone.
• Text flows create a sequence of messages triggered by specific actions. They can help with tasks like onboarding contractors or guiding customers through a marketing campaign.

Your personal phone probably won’t support these texting features. To access them, you’ll need a dedicated business phone system.

How to send automated texts with OpenPhone

OpenPhone makes it easy to automate texting, whether through auto-replies, scheduled messages, or third-party app integrations. 

Here are the different ways it lets you send automated texts.

Send auto-replies during and after business hours

Let’s assume you’re using the web app to set this up ( OpenPhone is compatible with Apple iPhones and Samsung smartphones as well). Follow these three steps to add text auto-replies:

1. Log into OpenPhone and select Settings.
   
2. Select Workspace, then click Phone Numbers. Choose the number you want auto-replies on.
3. Navigate to the Auto-replies section to set up custom auto-replies based on any of these triggers during or after business hours: incoming message, missed call without a voicemail, and missed call with a voicemail. 

That’s it! You can edit or turn off auto-replies whenever you need. 

Schedule text messages 

Here’s how to schedule texts in OpenPhone in five steps:

1. Go to OpenPhone’s desktop or web app.
   
2. Find the conversation you want to schedule a text for and type your message.
   
3. Tap the Clock icon.
   
4. Choose whether to send the message if the recipient contacts you first or automatically unschedule it if they do.
   
5. Select the time you want to send your message.

Pro tip: Save the text messages you send often as text message templates (we call them “snippets”). This way, you can schedule them in just a few clicks.

Send automated texts with Zapier

Want to send texts automatically without writing a single line of code? You can do it by creating automated OpenPhone workflows in Zapier. 

Here’s how to set it up with Calendly:

1. Open Zapier and click Create Zap.
   
2. Select Calendly as the Trigger app and Invitee Created as the Trigger event.
   
3. Add an Action and select OpenPhone. Choose Create or Update Contact to save invitee details in OpenPhone.
   
4. Add another Action and tap OpenPhone. Choose Send a Message as the Action event.

Now, whenever someone books a meeting in Calendly, a new contact will be automatically created in OpenPhone, and they’ll receive a confirmation text — no manual work required!

Send automated texts with Make

Want to automatically text people when they fill out a Typeform? With OpenPhone’s Make integration, you can set up an automated workflow that captures responses, formats phone numbers, adds them to your contact list, and sends a text — all without lifting a finger.

Here’s how to set it up in just a few steps:

1. Log in to Make and create a new scenario.
   
2. Select Typeform as the first module. Choose Watch Responses as the trigger.
   
3. Add a Phone Number module and select Parse a phone number to format the submitted number correctly.
   
4. Add an OpenPhone module and tap Create a Contact to save the respondent’s details.
   
5. Add another OpenPhone module and choose Send a Text Message (SMS).

Send automated texts with more control using the OpenPhone API

If you need more flexibility, the OpenPhone API lets you automate texts your way. For example, you can:

• Send welcome texts: Automatically greet people when they fill out a form so they hear from you right away.
• Schedule appointment reminders: Reduce no-shows by sending automatic text reminders before meetings, calls, or appointments.
• Confirm bookings: Send a confirmation text the moment someone books a service.

How to send automated texts from your personal phone

Automating texts on a personal phone isn’t as simple as it should be. iPhones require a Shortcuts workaround, while Android’s scheduling features are basic and lack integrations with business tools.

Here’s how to set up automated texts on your phone:

iPhone

If you want to send a text message automatically on your iPhone, you need to create a personal automation in the Shortcuts app:

1. Open the Shortcuts app, tap Automation, and tap + to create a new automation.
   
2. Select a Personal Automation, such as Time of Day, and tap Next.
   
3. Tap Send Message, type your message, and add the recipient.
4. Tap Next, then review your automation settings. If you want to confirm before sending, enable Run After Confirmation (or select Run Immediately for fully automatic sending).
5. Tap Done to save.

Note: If you only want the message to be sent once, you’ll need to manually turn off or delete the automation afterward. Otherwise, it’ll repeat based on the trigger you set.

Android devices

If you’re using an Android phone, you can schedule text messages through the Google Messages or Samsung Messages app. Here’s how:

Google Messages

1. Open the app and type your message.
2. Press and hold the Send button. 
3. Select a date and time, then select Next and Send.

Samsung Messages

1. Open the app and choose a contact.
2. Enter your message and tap the + button. 
3. Tap Schedule message, set the date and time, then tap Done.
4. Select Send to confirm.

Examples of automated text messaging for small businesses

Here are a few use cases (and templates) that will keep conversations flowing while freeing up your time to work on more important tasks:

Sending appointment confirmation texts

Reduce no-shows by automatically reminding people about upcoming appointments. A simple confirmation message makes sure they have all the details they need.

“Hi [First Name], just a quick reminder about your appointment on [Date] at [Time]. Reply ‘C’ to confirm, or let us know if you need to reschedule. See you soon!”

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Following up on missed calls

If you miss a call, sending an automated out-of-office text reassures the caller that their message matters and lets them know when to expect a response.

“Hey [First Name], sorry we missed your call! We’ll get back to you as soon as possible. If this is urgent, reply here, and we’ll prioritize your message.”

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Sending payment reminders

Avoid late payments by scheduling gentle reminders before due dates. This keeps your cash flow steady and reduces the need for follow-ups.

“Hi [First Name], just a reminder that your payment of [Amount] is due on [Due Date]. Let us know if you have any questions. You can pay online here: [Payment Link]. Thanks!”

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Sending recurring service reminders

For businesses that provide routine services like home maintenance or cleaning, automated reminders help clients stay on schedule without your team needing to spend time calling them.

“Hey [First Name], it’s time for your next [Service] appointment! Let’s get you scheduled — reply with a time that works best for you, or book here: [Booking Link].”

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Recruiting and hiring updates

Keep job candidates informed throughout your hiring process by automating status updates, interview reminders, and follow-ups.

“Hi [First Name], thanks for applying for the [Position] role! We’ve received your application and will be in touch soon with next steps. Let us know if you have any questions in the meantime!”

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Make automatic messages a breeze with OpenPhone

Automatic text messages are easy to use and even easier to set up with VoIP texting. Growing teams can use shortcuts to streamline their workflow, save time, and reach customers effortlessly.

Setting up your business phone with OpenPhone is the first part of the process. Just port your number (or get a local number or toll-free number), connect to WiFi, and start sending auto-texts to your customers. 

With OpenPhone, you can get a shared SMS inbox to keep all your conversations organized in one place. No more jumping between text threads — your team can collaborate, respond faster, and never miss an important message. You can even tap into AI-suggested text responses to speed up replies, leverage the SMS API for advanced automations, and send group texts without creating a messy group chat.

And by the way — pricing starts at just $15 per month. What’s not to love?

See for yourself why scaling teams use OpenPhone. Sign up for a free trial today.

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