Stop Losing Leads: Set Up Missed Call Text Back in Minutes

When someone calls your business, it usually means they’re ready to talk now. But if you miss that call and don’t respond quickly, odds are they’ll move on to the next option in their search results. That’s lost revenue, plain and simple.

This is where missed call text back comes in. Instead of letting a lead slip away, GoHighLevel helps you instantly reply with a text even while you’re on another call, in a meeting, or off the clock. It’s a small automation that delivers a huge perception: “Hey, we see you. We’ll be with you shortly.”

For local service businesses, coaches, agencies, medspas, or any team that books appointments this tool is a no-brainer. It keeps the line warm and the conversation open. Better yet, it works on autopilot. Set it once, and you’re covered 24/7.

Setting up missed call text back in GoHighLevel is simple, but getting it right matters. Below is a complete step-by-step guide to enable, customize, and test it, plus how to prevent spamming clients with follow-up messages.

• Go to the left-hand sidebar, look all the way to the bottom.

1.1 Click on the gear icon ⚙️ labeled “Settings.”

• You’ll now be in the main Settings dashboard, where you can access:
  • Business Info
  • Billing
  • My Staff
  • and more.

Step 2.0 – Open Phone Numbers Settings

2.1 In the Settings menu, click on “Phone Numbers.”

• This takes you to the section that controls number behavior.

2.2 Click the “Advanced Settings” tab at the top of this screen.

2.3 Click “Voicemail & Missed Call Text Back” tab.

3.1 Use the slider to adjust the “Incoming Call Timeout.”

• A 10–20 second timeout is typically a good range.

3.2 Check the box for “Enable Missed Call Text Back.”

• This activates the feature.

4.1 Click “Customize” next to the checkbox.

4.2 Write the message that will be sent after a missed call.

• Add placeholders like {{contact.first_name}} if the caller is recognized in your CRM.

4.3 Select a phone number from the dropdown to use for the test message.

• “Send Test” to preview your message.

4.5 If everything looks good, hit “Save.”

Optional: Use a Workflow to Avoid Message Spam
You can create a custom Workflow using the “Missed Call” trigger to gain more control:

• Add a Wait Step of 20 minutes before sending an SMS
• Use If/Else filters to send only on the first call
• Tag contacts after the first SMS so they don’t receive multiple messages

This way, you avoid sending repeat texts to people who call several times in a short span.

Want to make your missed call text back work smarter? These quick tips will help you get the most from this small but powerful automation:

Keep It Human
Don’t sound like a robot. Your auto-text should feel like it’s coming from a real person, not a system. Something like, “Sorry we missed your call, can I help via text?” is simple, helpful, and conversational.

Use Contact Tags to Manage Repeats
Set up a workflow that adds a tag like “First Missed Call” when the first message goes out. Then filter future automations based on that tag to avoid texting someone multiple times in a row.

Test with a Real Phone
Use your actual mobile number to test how the message looks on the client’s end. Check spacing, tone, and whether the dynamic values (like {{contact.first_name}}) populate correctly.

Watch Your Wait Times
A short 20-minute wait filter in a workflow can go a long way toward preventing over-texting, especially for callers who dial more than once in a short period.

Use Dynamic Text—But Carefully
Only use placeholders if you’re confident the contact already exists in your system. If not, you might end up sending messages with blanks like “Hi , sorry we missed you.”

Think about this: every missed call is a missed shot at revenue. But when you follow up instantly with a simple text, you shift that loss into a potential win. That’s the power of this feature it keeps your pipeline warm, even when you’re not available.

For local businesses or solo operators, it’s like having a digital receptionist who never sleeps. For agencies managing multiple clients, it’s an easy value-add that improves response rates without adding staff.

It’s not just about answering faster it’s about looking professional, responsive, and reliable. Clients are more likely to stay engaged when they get a fast reply, even if it’s automated.

This small tweak in your call handling process helps you close more conversations, book more appointments, and lose fewer leads—all without lifting a finger once it’s set up.

Once your missed call text back is live, you’ll start noticing small wins that add up fast. Fewer calls falling through the cracks. More replies. And a stronger sense of reliability in your brand—even when you’re not by the phone.

Expect to see:

• More SMS replies that reopen conversations you might’ve lost
• Fewer voicemails and more direct texting from leads
• A subtle but steady boost in booked appointments
• Higher engagement from cold or first-time callers
• Less pressure on your team to manually follow up every missed ring

You’re not just saving time you’re protecting your sales pipeline. And in a business where speed and visibility matter, that’s a serious edge.

If you’re not using missed call text back yet, you’re leaving easy wins on the table. It’s one of those GHL features that takes five minutes to set up and keeps paying off day after day.

You stay in the loop with leads. They get a fast response. And your business looks more professional and more attentive without adding more work.

Don’t overthink it. Just activate it, tweak the message, and let it run. You can always optimize it later with workflows and filters.

Have you tried missed call text back yet? Drop a comment and let me know how it’s working for your team.