Missed call text back

Missed Call Text Back for Med Spas

A missed call text back sends an automatic text to a prospective client when you cannot pick up. For a med spa, the goal is one thing: turn the missed call into a booked consult.

By Adrien Harrison, OpsJuice · Updated October 2026 · 7 min read

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What a missed call text back does for a med spa

New clients often call two or three places and book whoever answers first or replies first. Your front desk is with a client, on another line, or closed. A text sent right after the missed call keeps you in the running.

Podium describes its version this way: "Automatically text missed or after-hours calls, keeping the customer from going somewhere else." Other booking and phone tools offer something similar.

Five texts to copy

Replace the items in brackets. Each names the business, offers a reply option, and ends with an opt-out. All are within 160 characters, the limit Twilio documents for one standard text. They assume a business name up to 25 characters and a link up to 35 characters; the count under each text uses those lengths.

1. New client inquiry

[Business]: sorry we missed you. Book a consult here: [link] or reply with a time. Reply STOP to opt out.

149 characters with the placeholders filled at their maximum length

2. After hours

[Business]: we're closed for the night. Reply with your name and question and we'll text back when we open. STOP to opt out.

139 characters with the placeholders filled at their maximum length

3. Team is with a client

[Business]: we're with a client. Reply 1 for a callback today or 2 to book a consult: [link] Reply STOP to opt out.

159 characters with the placeholders filled at their maximum length

4. Caller likely asking about price

[Business]: pricing depends on your goals, so we start with a short consult. Reply YES for open times. STOP to opt out.

134 characters with the placeholders filled at their maximum length

5. Caller may be an existing client

[Business]: sorry we missed you. Calling about an appointment? Reply CHANGE to move it or NEW to ask something else. STOP to opt out.

148 characters with the placeholders filled at their maximum length

The booking link flow

The call is missed. The system texts within moments.
The caller either taps the link or replies with a time.
If they tap, they land on the consult booking page and pick a slot.
If they reply, a person on your team answers during opening hours.
If they reply STOP, the system stops texting them.

Test the link on your own phone before it goes live. A link that opens a slow page or your home page loses the booking.

Consent and privacy notes

This is general information, not legal advice.

Name your business in every text, and include a way to opt out. Honor STOP every time. The FCC's 2024 order covers how consumers can withdraw consent to calls and texts.
HHS publishes guidance on marketing under the HIPAA Privacy Rule. Whether HIPAA applies to your clinic depends on how your business is set up, so ask your lawyer or compliance advisor.
Keep the automatic text to booking and general questions. Leave treatments, prices and health details for the conversation that follows.
If a client replies with health details, answer in the channel and manner your compliance advisor approves.

How to set it up

In HighLevel

HighLevel is a CRM and phone platform. From its Missed Call Text Back help page:

In your sub-account, click Settings in the bottom-left corner.
Click Phone System, then the Voice tab.
Open Voicemail and Missed Call Text Back, then click Missed Call Text Back in the side panel.
Select the checkbox to enable it, then click Customize.
Write your message in the Enter message field, send a test, and click Save.

The page says a call counts as missed once it goes unanswered past your incoming call timeout, and it recommends 10 to 20 seconds. It also says every missed call triggers a text, including repeat calls from the same person, and suggests adding a wait step of about 20 minutes in Workflows to avoid repeats. At least one number must be verified for SMS (A2P 10DLC for local numbers, or toll-free verification), or the texts fail.

In Boulevard

Boulevard is booking software. We did not find a Boulevard setting that texts back a missed call. Its AI Receptionist FAQ says that when AI Receptionist is on, it answers all incoming calls, so there are no missed calls to follow up on. The closest setting is an after-hours reply to texts. From Boulevard's After-hours response texts help page:

Go to Client Notifications, then Auto-responses.
Select After-hours response.
Customize the after-hours text. It sends based on the hours in Manage Location, then Details, then Location Hours.

A dedicated phone number is required, usage rates apply, and a client gets only one after-hours reply in a 12 hour window. Location hours must be set up first. This replies to texts, not to missed calls, so text 2 above fits it best.

On any other platform

Ask your phone, texting or booking vendor:

Does it text callers who hang up while ringing, or only callers who reach voicemail?
Can I edit the message, add my business name and a booking link?
Where do replies land, and who gets notified?
Does it stop texting anyone who replies STOP?
Can it send different texts during opening hours and after hours?

Podium's Phones page is one published example of the feature. If your vendor has a help page that answers those questions, follow that page over any general guide, including this one.

Mistakes that waste the text

Naming a treatment in the first text.
A booking link that opens your home page.
No one assigned to read replies on Monday morning.
Going over 160 characters with a long name or link, or adding emojis. Twilio says that splits the text or shrinks the limit to 70.
Texting someone after they said STOP.

Questions med spa owners ask

What is a missed call text back for a med spa?

It is an automatic text sent to someone whose call to your med spa went unanswered. It gives them a quick way to book a consult or ask a question without waiting for a callback.

Should the text mention a treatment?

We suggest not mentioning treatments in the automatic text. Anyone can call a business line, and a text that names a treatment says something about the person who received it. Keep the first text to booking and general questions.

Does HIPAA apply to a missed call text?

It can, depending on whether your business is a HIPAA covered entity, which is a question for your lawyer or compliance advisor. HHS publishes guidance on marketing communications that explains when authorization is needed. Keep the automatic text free of health details either way.

Do I need consent to text a caller?

Texting rules apply to automated texts. Name your business, give an opt-out such as 'Reply STOP', and honor opt-outs. The FCC's 2024 order covers how people can withdraw consent. Ask a lawyer how it applies to your clinic.

What should the booking link do?

It should open directly to the consult booking page, not your home page. One tap from the text to a time slot is the whole point of the text.

About the author

Adrien Harrison is the founder of OpsJuice. On our assessment page he describes OpsJuice as an operations shop for trades and home service businesses, and says he builds and runs these automations in his own companies first. Before OpsJuice he worked in startup mentorship and accelerator programs.

Sources

Vendor menus change. Each setup section above names the help page it came from; if a label does not match your screen, that page is the current version.