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How to Use SMS Autoresponders in Business [with Examples]

Text message auto responders

One powerful tool that has revolutionized communication is SMS. The addition of an autoresponder in SMS capability is another such revolution. These automated systems allow you to send instant replies to customer inquiries, notifications, and reminders, all without manual intervention. This blog will guide you through the best practices of using text autoresponders to streamline communication and improve customer experience within your organization.

What are Text Autoresponders?

Text autoresponders are automated systems that generate and dispatch text messages in reaction to specific triggers. These triggers may include keywords entered by customers, time-based events, or actions within a system. For example, a customer might send a keyword like "HELP" to a business's SMS number, prompting an automated response containing support information.

Here are some business scenarios where text autoresponders can be employed:

  • Appointment Reminders

  • Customer Support

  • Lead Generation

  • Order Status Updates

  • Event Reminders

  • Feedback Collection

  • Promotional/Marketing Campaigns

  • Subscription Updates

  • Welcome Messages

  • Abandoned Cart Reminders

Types of Text Message Autoresponders


Keyword-triggered responses

These autoresponders are activated when customers send specific keywords or phrases. They are commonly used for inquiries, support requests, or opt-in/opt-out actions.

Showing how to automate texts using Falkon SMS

Setting up Autoreply based on keywords in Falkon SMS is very easy:

  1. Define the keywords or phrases that will act as triggers for automated responses.

  2. Create new automation rules or workflows, associating each rule with one of the predetermined keywords.

  3. Specify each rule's desired automated action or response, such as sending a pre-composed message.

  4. Configure any additional settings or parameters required for the rule.

  5. Save and activate the rules.

  6. Once active, the system will monitor incoming messages or events for the specified keywords or triggers.

  7. When a trigger is detected, the system automatically executes the corresponding pre-configured action or response.

This allows automating repetitive or routine tasks based on specific textual cues or event triggers, enhancing efficiency and consistently handling common scenarios without manual intervention each time.

Time-based responses

These autoresponders are scheduled to send messages at predetermined times or intervals. They are often used for appointment reminders, event notifications, promotional campaigns, etc.

Showing how to schedule auto replies using Falkon SMS

With Falkon SMS, you can schedule text messages. It's similar to sending your regular messages—just an extra step. Add the date, time, and frequency of the messages.

SMS autoresponders are highly versatile and can be customized to suit various industries and use cases. For instance, healthcare providers use them for appointment reminders, e-commerce companies for order confirmations, and event organizers for ticket purchases and updates.

Benefits of Using Text Autoresponders


Enhanced customer experience

Text autoresponders provide instant and personalized responses to customer inquiries, improving satisfaction and loyalty.

Timesaving and efficiency

Automation reduces manual work and allows teams to focus on more strategic tasks, increasing productivity and efficiency.

Increased engagement

Timely and relevant responses via SMS can lead to higher engagement rates, quicker response time, better conversions, and improved brand perception.

Best Practices for Implementing Text Autoresponders

Set with a Clear Purpose

Define the purpose of each autoresponder to ensure messages align with your brand and goals. For example, different autoresponders can be used for support queries, order confirmations, and promotions.

An example of this can be something like this:


Personalize the auto-reply

Leverage customer data to personalize responses for a more tailored experience. Include the customer's name, relevant order details, or personalized offers whenever possible. 

Ensure the text is compliant

Ensure compliance with regulations like GDPR (General Data Protection Regulation) and TCPA (Telephone Consumer Protection Act) to protect customer privacy and avoid legal issues related to SMS communication.

A/B Test and Optimize Auto-Replies

Regularly A/B test and optimize your autoresponders to improve response rates and effectiveness. Experiment with different message formats, timing, and CTAs (Calls to Action) to find the best for your audience.

Integrate with other channels

Integrate text autoresponders with other communication channels (e.g., email, chatbots) for a seamless omnichannel experience. This ensures consistent messaging and enhances overall customer communication.

Monitor and Analyse KPIs

Monitor text marketing KPI metrics like response rates, click-through rates, and customer feedback to gauge the effectiveness of your autoresponders. Use this data to make data-driven improvements and optimizations over time.

Respect your customer's time and attention

Keep your messages to the point and include a clear call to action. Long messages often annoy recipients. It also pays to remember that phone screens are small, so viewing long text messages can become difficult.

So keep these points in mind while setting up a text autoresponder for communication.

Use Cases of SMS Autoresponders

Appointment Reminders

Healthcare providers can use autoresponders to send appointment reminders and confirmations, reducing no-show rates and improving patient satisfaction.

Order Confirmations

E-commerce companies can send automated order confirmations, shipment updates, and delivery notifications to keep customers informed throughout the purchase journey.

Event Notifications

Event organizers can use autoresponders for event reminders, ticket purchases, and updates, ensuring attendees have all the necessary information for a seamless experience.

Some Potential Challenges of Text Autoresponders

One common challenge with text autoresponders is the risk of overuse or misuse, leading to customer annoyance. To address this challenge:

  • Set Frequency Caps: Limit the number of autoresponder messages sent to each customer within a specified timeframe to avoid overwhelming them.

  • Provide Opt-Out Options: Give customers the option to opt out of receiving autoresponder messages or customize their preferences based on their communication preferences.


In conclusion, text autoresponders are powerful tools for streamlining communication, improving customer experience, and increasing organizational operational efficiency. By following SMS marketing best practices such as defining clear purposes, personalizing messages, ensuring compliance, and continuously optimizing performance, businesses can harness the full potential of text autoresponders to drive growth and success.

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