Learn How to Set Up & Send Automatic Texts + How to Get Started with Automated Texting Software
Many teams find it challenging to manage communication - especially at scale.
Think of all the missed voice messages, overwhelmed phone lines, unanswered phone calls, and unopened emails.
This is where text message automation provides a solution. You can deliver quick, personalized, and relevant messages directly to your contacts’ phones with automated text messages.
So if you want to learn:
- What automated text messaging is (5 different types of text message automation)
- 5 benefits of automated text messaging
- 4 ways to configure an automated SMS workflow, drip sequence or “Relay”
- 13 ways you can use automated text messaging (examples & templates)
- How to get started with an automated texting service
- Top 6 best automated texting software
- Answers to frequently asked text message automation questions
Then you’ll love the detailed strategies in my article.
Read on for more!
What are Automated Text Messages?
Automated text messages are pre-written, pre-designed SMS messages. You can send automated texts based on triggers, events, schedules, or manual actions. Automated text messages breakdown into 5 different types, including:
- Scheduled text messages
- Keyword-based autoresponders or auto-reply texts
- Recurring text messages
- Automated text message workflows (Relays)
- SMS drip campaigns
1. Scheduled text messages
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Scheduled text messages are timed text messages sent to one or many contacts in the future.
Depending on your SMS software, you can schedule texts manually or automatically and add pre-saved text message templates. Regardless, you choose when to deliver your text.
Scheduled text messages are the simplest form of text message automation because you often schedule them manually.
They work well for individual appointment reminders, one-off event notifications, simple payment requests, and more.
2. Recurring text messages
Recurring texts are scheduled, automated SMS messages. You can set these up to send daily, weekly, monthly, or at any other set interval.
Recurring text messages work best if you need to send the same type of reminder or notification regularly.
The most common uses for recurring texts include:
- Event or Class Reminders: Gyms, schools, or organizations running recurring classes or events use reminders about upcoming sessions.
- Renewal Notifications: Subscription-based services can send recurring texts reminding customers about upcoming renewals or expiring contracts.
- Daily or Weekly Updates: Teams receive daily or weekly updates via recurring texts. This helps employees stay informed about tasks, meetings, or announcements.
- Recurring Promotions: Businesses can send recurring promotional offers or updates to customers, ensuring ongoing engagement and encouraging repeat business.
- Maintenance Reminders: Businesses like auto repair shops use recurring texts to remind about routine maintenance.
3. Keyword-based autoresponder texts
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An autoresponder is a type of automatic text message. People also refer to an autoresponder as an auto-reply or auto-response text. Depending on your text message automation software, you can trigger an autoresponder in several different ways.
Platforms like MessageDesk make it possible to trigger an autoresponder text when:
- Someone texts “STOP”, “SUBSCRIBE”, “HELP”, “INFO”, “BOOKING” etc.
- Someone submits a form or starts a chat from your website
- An unknown contact texts your number for the first time
- Someone texts you beyond set working hours
- You miss an inbound call to your phone line
Businesses and organizations will often set up autoresponder texts for things like:
- Customer support: Autoresponders can respond to common customer inquiries automatically. For example, if a customer texts “HELP,” the autoresponder can provide links or instructions to solve common issues.
- Office hours and availability: Automated texting services like MessageDesk allow you to set a time frame with availability. When someone texts you outside of this availability they get a text message. This message sets expectations and offers other ways to connect.
- Lead Generation: Businesses often use autoresponder texts to capture new leads. When someone texts a keyword like “JOIN,” they get a welcome text message with the next steps.
- Order Confirmations: You can automatically confirm a customer’s order or booking with autoresponders. As soon as they place an order, they receive a text with details like the confirmation number and next steps.
- Appointment Confirmations: Autoresponders work well to confirm appointments. All a person needs to do is text CONFIRM to confirm their appointment.
- Marketing and Promotions: When customers text keywords like "20OFFSALE", they instantly receive a coupon code or offer details.
4. Automated text message workflows (Relays)
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Automated text message workflows are more advanced, pre-designed sequences. At MessageDesk, we call these Relays.
These sequences work like a relay race. They use multiple events and triggers to schedule messages and auto text reply at the right time. The goal of a relay-style workflow is to guide your message recipients through a specific process or journey.
Every automated text message Relay consists of three elements:
1. Trigger:
A trigger is a condition, event, or value that your texting platforms listen for in the background. When someone hits a trigger, the text platform then takes action.
Triggers often work alongside custom fields. When a custom field gets a value or the value updates, it can lead to an action.
2. Action:
An action is what your texting platform does when someone hits a trigger. An example action might be “send a text message”. Another example might be “send a notification to X user.”
The types of actions available will depend on your workflows and the texting service you choose to automate your texts with.
3. Message template:
A template is a pre-saved message. Templates help you save time because they keep you from composing the content twice.
Templates work especially well with triggers and actions. This is because you’re creating predefined workflows or Relay that many people will often experience.
A Relay also doesn’t always have to trigger sending a text message. You can use Relays to:
- Notify teammates of an event
- Post a notification
- Leave an internal comment
- And more
5. SMS drip campaigns
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SMS drip campaigns are a marketing-specific automated workflow. A drip campaign consists of a series of automated, pre-scheduled text messages. You send these messages to contacts in a series over a set period.
The goal of a drip campaign is to nurture leads, engage customers, and guide them through a specific journey. This can include making a purchase, learning about a product, or retaining customer interest. All of this happens by delivering relevant content at the right intervals.
Drip campaigns work because they allow you to communicate consistently and strategically without manually sending messages every time.
“Drip” means sending messages one by one in a series. You space them out over time for consistent engagement and to avoid overwhelming recipients.
Marketers often use SMS drip campaigns in five different ways:
1. Nurture Leads
Drip campaigns help nurture new leads. You can send helpful content and encourage recipients to take action. This might include signing up for a free trial, booking a meeting, or making a purchase.
Example: A lead submits a form. They then receive a series of texts providing more information. These texts include info about the product, customer reviews, and a special offer to encourage a purchase.
2. Onboard new customers
You can also use SMS drip campaigns to onboard new customers. You can provide people with important information, tutorials, or product tips to help them activate.
Example: A new customer receives a welcome text message. Instructions then follow on how to use key features of a service. Later they get a message asking for feedback or offering customer support.
3. Re-engagement
Drip campaigns are also useful for re-engaging. You can reactivate inactive customers or leads who haven’t interacted with you for some time.
Example: A retail store sends a series of text messages. These texts contain exclusive discounts to customers who haven’t purchased in the last six months.
4. Promotional campaigns
A drip campaign can gradually introduce a special promotion or event. This can help build hype and encourage customers to take action.
Example: A business launches a new product or service. They use a drip campaign to send teasers, feature highlights, and a launch announcement over several days.
5. Event reminders and follow-ups:
Drip campaigns can help ensure that people stay informed about upcoming events or live webinars. You can send reminders and provide post-event follow-ups.
Example: Before a webinar, participants receive a confirmation message. They later get a reminder the day before, and a follow-up message after the event linking to the recording.
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5 Benefits of Automated Text Messaging
As you can see, there are many ways to automate text messages. But regardless of how you do it, text message automation often yields the following benefits:
1. High open, click, and response rates
One of the most compelling advantages of text messaging is its incredibly high engagement rate.
SMS open rates exceed 98%, far surpassing the roughly 20% open rates for emails. Most people read their text messages minutes after receiving them.
This gives you much more immediacy when it comes to reaching someone. That’s why text messaging is ideal for time-sensitive updates, promotions, and reminders.
2. Reduced call volume and increased time savings
Automated text messaging can significantly reduce the number of phone calls you need to handle.
In fact, businesses that use automated SMS report a reduction in phone calls by up to 50% - just look at Wayne Insurance.
The advantage here is that automated texts can handle tasks like answering common questions, confirming appointments, or providing updates. This frees you and your team to focus on more complex customer service needs.
3. Enhanced customer satisfaction and faster response times
People value fast, seamless communication. With automated text messaging, you can provide them with instant updates and responses, improving the overall experience.
It doesn’t matter if you’re confirming a booking, sending an order status, or providing follow-up information. The immediacy of SMS is what makes customers feel informed and supported across their journey with your brand.
4. Greater scalability and personalization
Automating your text messages enables you to scale your communication efforts across your team and organization.
You can send highly personalized text messages to hundreds or even thousands of customers simultaneously without manually inputting every message.
Templated text messages and personalization tags also help with scalability. Templates are pre-saved messages. They keep you from typing the same message repeatedly.
There’s nothing sweeter to a person than the sound of their name. Personalization tags allow you to auto-insert {{ FirstName }} and other contact information into a text message.
This scalability is particularly useful for large-scale marketing campaigns, event reminders, or appointment confirmations. You can reach a broader audience in more personalized ways with minimal effort.
5. Smoother operations and more efficiency
Automated text messaging improves operational efficiency by streamlining communication processes.
For example, AMS Healthcare Staffing drastically reduced the time spent managing conversations. They did this with automated text messages for employee communication.
Texting’s efficiency allows you and your team to handle a lot of communication more effectively. It reduces the need for manual follow-up and repetitive tasks.
4 ways to configure an automated SMS workflow, drip sequence, or “Relay”
1. Trigger or event-based text messages
You can initiate workflows based on specific actions. These can include signing up for a service, making a purchase, or scheduling an appointment.
For example, let’s say a customer schedules an appointment. You can send them an automated confirmation text immediately after they book. You can then follow your first message up with additional reminders at set intervals leading up to the appointment.
2. Sequential text messages
Sequential workflows consist of multiple messages sent at pre-set intervals or based on actions taken by the recipient.
For example, a lead nurturing campaign might send a welcome message. After that message comes more educational content and then a promotional offer, all automatically.
3. Conditional logic
Workflows often include conditional logic. This means you can change the text message depending on the recipient's responses or actions.
Let’s say a customer responds "Yes" to a confirmation autoresponder text message. They might then receive a follow-up thank-you message. A "No" response could trigger a rescheduling option.
4. Time-based automation
You can also schedule messages to send at specific times or intervals. For example, you send reminders 24 hours before an appointment or follow-ups 3 days after a purchase.
13 Ways You Can Use Text Message Automation (Examples & Templates)
Automated text messaging is clearly an effective tool. But it is also highly versatile.
Businesses and organizations across many industries use text message automation.
Below are some of the most common ways I see MessageDesk customers use SMS automation. I’ve also included some text message templates with these examples for inspiration.
✨ Related: Check out my list of 100+ text message templates for more inspiration.
1. Daily operations
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Automated text messaging streamlines communication for out-of-office updates, weather-related closures, holiday hours, and text alerts.
When you're away, out-of-office autoresponders keep people informed, reducing frustration.
Out-of-office automated text
- TRIGGER: When away/out-of-office
- ACTION: Send automated text
- TEMPLATE:
Hello, {{ FirstName }}. We’re currently out of the office but we’ll be back during normal business hours. Our current business hours are Monday through Friday, 9 am – 5 pm. For urgent matters, please contact [Alternate Contact].
New voicemail received send automated text
- TRIGGER: When new voicemail received
- ACTION: Send automatic text reply
- TEMPLATE:
Hi {{ FirstName }}, thanks for your voicemail. Our team will review and get back to you shortly. If you need immediate assistance, feel free to reply to this text or call us at [Phone Number]. Thank you!
Unknown contact send automatic text
Operationally, you can also trigger a text to send when a message comes from an unknown contact. This is a great way to automatically de-anonymize and enrich your contact information.
- TRIGGER: Contact texts your phone line and contact info = unknown
- ACTION: Send automatic text message
- TEMPLATE:
👋 Hi! Thanks for reaching out to [Organization] Can I ask who you are and how I can help you today? If you’re looking to book an estimate, just respond with ESTIMATE.
2. Outage or system downtime
Another common way people use automated text messages is for outages and system downtime notifications. When a system fails or experiences problems, you can trigger a text message to send to an IT manager, developer, or someone else.
IT system outage automated text
- TRIGGER: System fails
- ACTION: Send automatic text message
- TEMPLATE
🚨 Alert: [System/Service Name] is currently down as of [Time]. Please check the system and respond with updates. For more details, visit [Link to Monitoring Dashboard].
Scheduled maintenance automatic text
- TRIGGER: Manually scheduled text
- ACTION: Send text message
- TEMPLATE
⚠️ NOTICE: Scheduled maintenance will be performed on {{ Date }} from {{ Time }} to {{ Time }}. During this period, [specific system/service] won’t be available. We apologize for any disruption caused and appreciate your understanding.
3. Hours of operation or availability
You can also automate holiday hours and availability announcements. This helps people know when and where to reach you during non-standard business times.
Holiday hours automated text
- TRIGGER: Person texts autoresponder keyword “HOURS”
- ACTION: Send automatic text
- TEMPLATE:
🎄 Hey {{ FirstName }}, thanks for texting HOURS. We’ll be closed on Monday in observance of the holiday. For emergencies please call {{ OrganizationPhoneNumber }}.
4. Send a text message broadcast with a keyword autoresponder
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You can use mass text message broadcasts and autoresponders together in MessageDesk. You start this automation by composing a text message and also setting up an autoresponder.
The trigger is sending the broadcast and getting your contacts to respond with your keyword autoresponder. This can help you see who responds or “enrolls” in the autoresponder sequence.
Ultimately you get a more segmented list and a better understanding of who didn’t respond.
Mass text broadcast with an autoresponder
- TRIGGER: Schedule broadcast
- ACTION: Send text message
- TEMPLATE:
Hey {{ FirstName }}, we want to make sure everyone’s shift availability is up-to-date for the holidays. YES or NO if you have submitted your time off requests. Thanks!
Automatic text reply to broadcast
- TRIGGER: Contact texted“NO” autoresponder keyword
- ACTION: Send text message
- TEMPLATE:
Thanks for responding, it looks like you have submitted all of your time-off requests. Visit this link to submit your requests. [Link]
5. Appointment reminders, confirmations, and follow-ups
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Missed appointments cost time and revenue. That’s why 63% of businesses now use SMS for appointment reminders and confirmations.
Automated appointment reminders help reduce no-shows. They ensure that people get reminders well in advance.
Appointment reminder and confirmation automated text
Automating reminders can save valuable time and reduce no-shows.
- TRIGGER: Appointment scheduled = true and X minutes, hours, days from schedule
- ACTION: Send auto-reply text
- TEMPLATE:
👋 Hi {{ FirstName }}! Just a friendly reminder that your appointment with [Company] is scheduled for [Date] at [Time]. Reply YES to confirm or NO to reschedule. Looking forward to seeing you! 😊
📅 Your appointment is tomorrow at [Time]! If you need to make any changes, just click this link or reply to this message. [Link] We’re here to help!
6. Customer service and support
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You can enhance customer service with instant text support messages. Texts are a great way to reduce wait times and minimize the load on your customer service team.
Why keep people on hold or waiting for email replies? You can manage expectations and quickly resolve issues through SMS instead.
Automated customer service text
- TRIGGER: Customer creates a ticket in your support system
- ACTION: Send automatic text
- TEMPLATE:
Hi {{ FirstName }}, thanks for reaching out! We’ve received your inquiry and are looking into it now. We’ll get back to you within the next 30 minutes. ⏳
In fact, ACE Sanitation used automated text reminders to significantly reduce service calls from customers asking for updates. They sent weekly reminders to ensure customers put their trash out on time. This led to fewer missed pickups and a drastic reduction in phone inquiries.
🚛 Reminder: Trash pickup is tomorrow morning! Please have your bins out by 7 AM. Thanks for helping us keep things running smoothly! 💚
7. Automated billing and payment reminders
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Automated billing reminders and payment links via SMS make it easy for customers to pay their invoices on time. This leads to faster collections and reduced outstanding accounts receivable.
ACE Sanitation also saw a reduction in accounts receivable. They lowered their AR by 80% after setting up text-based payment reminders.
What was the key to their success? Using instructive calls to action (CTAs) in their messages. These calls to action told people exactly how to pay, reducing confusion.
This is where phrases like “Pay Now” can help. The easier it is for a customer to pay an invoice, the more likely you are to get paid on time.
Automated billing reminder texts
- TRIGGER: Invoice past-due X minutes, hours, days
- ACTION: Send automatic text
- TEMPLATE:
💵 Hi {{ FirstName }}, your invoice of [Amount] is due on [Date]. Please click here to pay: [PaymentLink] 💳. Thank you!
📲 Quick reminder: Your payment for [Service/Product] is due tomorrow. Pay now to avoid late fees: [PaymentLink].
8. Marketing and promotions
SMS marketing is an excellent way to send timely promotional offers. They’re great for engaging potential customers over time with discounts, sales, or special events.
Automated promotional text messages
- TRIGGER: Customer = true and last purchase = more than 90 days ago
- ACTION: Send automatic promotional text
- TEMPLATE:
🎉 Big news, [FirstName]! For this week only, enjoy 20% off all [Product/Service] at [Company]. Shop now: [Link] 🛒
🚨 Flash Sale Alert! Get [Discount] off your order today with code [Code]. Hurry—the offer ends at midnight! ⏰ [Link]
Using automated SMS marketing campaigns containing personalized offers and updates worked for Mathnasium. One of their tutoring centers saw their customer engagement rates jump from 50% to 75%.
🧠 Boost your child’s math skills! Enroll this week and get 10% off your first month at Mathnasium. Sign up here: [Link] 📚
9. Lead generation
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Integrating automated texts with a website form or chatbot can help you generate leads and start more text conversations.
When visitors fill out a form or interact with a chatbot on your website, you can instantly send an automated text. This helps you engage leads and nurture them right from the moment they express interest.
- TRIGGER: Someone submits a form or starts a chat on your website
- ACTION: Send automatic text
- TEMPLATE:
👋 Hi {{ FirstName }}, I saw you just submitted a request for an in-person estimate for [Product/Service]. Have any questions we can answer right now? We’re here to help! 😊
🚀 Hi [FirstName]! Thanks for chatting with us on our website. If you’d like more information, reply to this text and we’ll be happy to help! 😊
😊 Hi {{ FirstName }}, thank you for requesting more info from [Company]. We’ll reach out soon! In the meantime, check out our FAQ: [Link].
- TRIGGER: No response in X timeframe
- ACTION: Send automatic text in X minutes, hours, or days
- TEMPLATE:
Just following up! If you have any questions, feel free to text us here. We’re happy to help! 😊
Wayne Insurance improved its customer service. They accomplished this with automated texts and integrations with their website. This allowed claims reps to quickly follow up on inquiries and reduce call volume by 50%.
Automated SMS made it easier for customers to get quick responses. It also enabled reps to manage more conversations without constant phone calls.
Thanks for reaching out to Wayne Insurance! We’ve received your claim inquiry and will update you shortly. In the meantime, you can reply to this message with any questions.
10. Lead nurturing
Automated SMS drip campaigns are a powerful marketing tool for nurturing leads. These campaigns consist of a series of text messages. Each message educates and guides prospects through the sales funnel, assisting in the conversion to a customer.
Drip campaigns ensure that leads receive the right information at the right time, without manual follow-up.
Automated lead nurturing texts
- TRIGGER: Lead marked as “cold” in CRM
- ACTION: Send automatic text
- TEMPLATE:
👋 Hi {{ FirstName }}, I saw you reached out a while back regarding service from Organization], but it looks like we never closed the loop on this. Let us know if you have questions. In the meantime, here’s a quick overview of how we can help: [Link].
💡 Did you know? [Company] has helped businesses like yours achieve [Benefit]. Here’s how: [Link].
11. Event RSVPs and updates
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Hosting a webinar, in-store event, or community gathering? Then managing RSVPs and keeping attendees updated is crucial.
Text message automation helps you streamline this process. You can send invitations to guests or provide last-minute event details. Automated texts help you provide a smooth experience for everyone.
Text message automation also makes it easy to track RSVPs. You can set up an automated response system where attendees RSVP with a single text response.
Event RSVP and reminder texts
- TRIGGER: Some texts the keyword “RSVP” to your phone line
- ACTION: Send autoresponder text
- TEMPLATE:
🎉 You’re in! We’ve got your spot saved. Click the link for more details and to add our event to your calendar: [Link].
Hi, {{ FirstName }}! You’ve joined the event update text group. As a reminder, doors open at 3 pm on Friday. For more info visit [LINK]. We can’t wait to see you!
📅 Don’t miss out! Our [Event Name] is happening on [Date]. Reply YES to confirm your spot!
⏰ Reminder! [Event Name] is tomorrow at [Time]. Don’t forget to bring your [specific item]! We can’t wait to see you!
Automated event follow-up texts
After the event, automated texts can help you gather feedback or keep the conversation going.
Consider sending a follow-up message. You can thank attendees for coming and encourage them to provide feedback or participate in future events.
- TRIGGER: Event attendance = true
- ACTION: Schedule automatic text for X minutes, hours, days
- TEMPLATE:
🙌 Thanks for attending [Event Name]! We hope you had a great time. Let us know how we did by completing this short survey: [Link].
🎉 Thanks for coming! Don’t forget to check out our upcoming events at [Link]. We look forward to seeing you again!
12. Sales follow-ups
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Automated text messages give salespeople an alternative way to nurture leads. This third channel can help get a response if email or phone calls aren’t working.
Sending a text works particularly well when:
- Someone completes or misses a scheduled meeting with you
- You want to share product information or promotions and special offers
- Shoppers need an automated shopping cart reminder
- You want to send an automatic sales receipt messages
The goal with texting is to keep your prospects engaged. Automated texts help them move closer to making a purchase.
Automated sales follow-up texts
- TRIGGER: Form or chat submitted on website
- ACTION: Send auto text reply
- TEMPLATE:
👋 Hi {{ FirstName }}, I saw you just submit a request for an in-person estimate for [Product/Service]. Have any questions we can answer right now? We’re here to help! 😊
Sales meeting missed follow-up automatic text
- TRIGGER: Meeting missed
- ACTION: Send automatic text
- TEMPLATE:
👋 Hi {{ FirstName }} [Rep] from [Organization here! Looks like we had a meeting booked for today but we missed each other. No worries! I know things can get busy. To rebook a meeting use this link [INSERT LINK] or just respond to this text.
Abandoned cart automated text message
- TRIGGER: Cart inactive with items added for X time
- ACTION: Send automatic text reply
- TEMPLATE:
📦 Limited time offer! Complete your purchase today and get [Discount]. Shop now: [Link]
13. Feedback and review collection
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Collecting feedback and reviews helps you improve your products or services and build trust.
Automated text messages for businesses can make this process seamless. Texting gives you an easier way to gather insights and increase positive reviews on platforms like Google.
Automated feedback and review collection texts
- TRIGGER: Form submission collecting feedback
- ACTION: Send automatic text reply
- TEMPLATE:
🌟 Hi {{ FirstName }}, I saw you recently left us some feedback regarding your experience and it seems like things are going great, which is awesome! Interested in leaving us an honest review on [Review Site/Link]? It only takes 5min. To sweeten the deal, I'm happy to send you a $25 gift card once the review is live. 🙏
American Housekeeping uses automated text messages to increase on-time payments and collect more Google reviews.
Sending post-service review requests via text helped them increase their online presence. It also helps them build trust with new customers.
🧽 Thanks for choosing American Housekeeping! Happy with today’s cleaning? Let us know how we did here: [Link]. Your feedback means a lot! 🧹
How to Get Started with an Automated Texting Service
Implementing automated text messaging requires a few essential steps to ensure smooth operations and compliance with carrier regulations.
Here’s how to get started.
1. Choose the Right Automated Texting Software
Your first step to implementing automated text messaging is selecting automated texting software.
For starters, you’ll need a business texting service to set up automated texts as a business or organization.
When choosing between platforms, consider the following features:
- Shared Team SMS Inbox: This feature is important for teams with multiple users. A shared team SMS inbox helps you and your team route, organize, assign, and manage every text conversation in one place.
- Mass Text Broadcasts: Planning to send large-scale promotional campaigns? You’ll want a platform that can send text message broadcasts to hundreds or thousands of contacts at once.
- Automation Features: Look for platforms that allow you to save templates and create automated text workflows.
- Integrations: These depend on your automation needs and workflows. Regardless, you’ll want to consider integrations with services like Zapier, CRMs, and email marketing platforms.
2. Configure your SMS phone number(s)
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You chose a business texting service. The next step is configuring your phone line(s) for text messaging. For this, you have a few options. It just depends on whether you’re setting up a new phone line or using an existing one:
Option 1: Get a new number for texting
Just starting your business? Don’t have an existing phone number for SMS? Many SMS platforms (like MessageDesk) can provide you with a new, dedicated number for texting.
You can select a local 10-digit phone number (10DLC) with an area code of your choice or use a toll-free 800 number.
Option 2: Text-enable an existing business landline or VoIP number
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Already have a phone line? With services like MessageDesk, you can text-enable your existing business landline or VoIP number. You don’t even need to disrupt your current voice-calling service or functionality.
You get to keep whatever phone number everyone knows you by for calls and text messaging.
You'll need to submit a number hosting request to text-enable an existing phone line. This process grants SMS platforms like MessageDesk access to your phone line’s texting capabilities.
At MessageDesk, we streamline this process for you. We handle the paperwork and submit the necessary forms to carriers. All you have to do is provide us with the right information with a form submission
Start-fo-finish, the process typically takes 3–5 business days. We then let you know when your phone line is ready for text messaging.
Option 3: Port your mobile phone number to a VoIP provider
If you want to use your mobile phone number for business texting, you’ll need to port it to a VoIP provider like RingCentral. This allows the number to handle both voice calls and texts while working with a different texting provider.
3. Register with carriers as a “verified sender”
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You chose your provider and configured your phone line(s). To start sending automated texts legally and reliably, you need to register your phone number with telecom carriers.
The industry calls this process A2P 10DLC carrier registration. But we refer to it as becoming a “verified SMS sender.”
Working with a texting service like MessageDesk is the best way to become a verified SMS sender.
We help you complete the registration process and ensure your texts comply with regulations. The goal is to prevent spam and phishing scams. It’s also essential for achieving high text message delivery rates.
Here’s how to get started:
Step 1: Submit and validate your business information
Platforms like MessageDesk guide you through this process. You just need to submit business information, including:
- Business Identification: Your EIN or tax identification number.
- Business Address: The official address registered with your business.
- Contact Information: Primary contact details, including name, phone number, email, and website.
- Messaging Purpose and Examples: Describe why and how your business uses SMS and provide sample messages.
- Opt-In and Opt-Out Processes: Carriers require that you explain how customers opt-in to receive messages and how they can opt-out.
- Message Volume and Content: Carriers need to understand the type and frequency of the messages you want to send.
Note: Your business information must match your official tax records. Mismatches can lead to registration delays.
Step 2: Publish a carrier-compliant texting policy on your website
Carriers require you to publish a public SMS privacy policy on your website. In your privacy policy you must do the following:
- Clearly state what personal information you collect.
- Explain how you use and protect the collected information.
- Provide details on how people can opt out of receiving text messages.
Having this privacy policy publicly available on your website is crucial for gaining carrier approval. Without it, you can’t send text messages.
4. Organize and segment your text subscriber and contact lists
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You text-enabled your phone line and you’re now a verified SMS sender. Next, it's time to get your contact lists in order.
Already using an email marketing service or email marketing automation tool like Constant Contact or Mailchimp?
Then you’ll want to make sure your contact and text subscriber lists are ready to use.
Many business texting services like MessageDesk make this easy. You can sync contact information between these platforms via third-party integrations like Zapier.
This makes it possible to sync email campaigns and automation workflows with your SMS auto reply text messages.
MessageDesk also makes it easy to import a .csv file with a list of more than 500 subscribers or contacts at a time.
Segmenting and personalizing messages also produce more engagement and yield more responses. The more segmented the group, the more direct and personalized you can make your messages.
Grouping contacts based on their goals or similarities is one option. You can also group contacts by behavior or demographic information.
- Behavior Segmentation: Send specific messages based on actions like product purchases, event registrations, or service inquiries.
- Demographic Segmentation: Customize offers and messages based on customer age, location, or other demographic data.
Example: A clothing retailer might send a different promotion to repeat customers than they would to first-time buyers. By targeting specific segments, you make your texts more relevant and appealing.
5. Integrate your texting software with Zapier, CRMs, and other tools
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Integrations help you make the most of automated text messaging. Integrating your SMS platform with other tools and systems helps you manage customer data and relationships.
Automation platforms like Zapier and other customer relationship management (CRM) software can help you streamline this process. They help you sync data, and trigger messages based on interactions in real time.
Why Integrate with Zapier?
Zapier is a powerful automation tool. It can connect your business texting software with over 5,000 other apps. This includes CRMs, email marketing tools, e-commerce platforms, and more.
With automated workflows (known as Zaps), you can pass data between your apps and trigger texts on specific events.
Here are a few examples of what you can do with Zapier:
- Trigger SMS with your CRM: Automatically send a text message when creating contacts in Salesforce, HubSpot, or Zoho.
- Send appointment reminders from calendar bookings: Do you use a scheduling tool like Google Calendar or Calendly? If so, you can set up Zaps that trigger appointment reminders via SMS.
- Follow up on form submissions: Automatically send a message when someone submits a form on your website. Use form builders like Typeform or Google Forms.
Example workflow:
- Trigger: A new lead fills out a form on your website.
- Action: Zapier sends the lead’s information to your CRM, like HubSpot.
- Template: An SMS message sends automatically to the lead. You thank them for their interest and offer more information or a discount.
Why Integrate with CRM Software?
Integrating your SMS automation directly with your CRM software allows for more personalized and targeted communication.
Syncing customer data between your CRM and SMS platform allows you to create highly customized messages. These messages can reference specific details like past purchases, preferences, or behaviors.
Benefits of CRM Integration:
- Centralized Data: You get to store all customer interactions in one place. This makes it easier for you to track engagement and provide consistent service.
- Personalized Messaging: Use customer data from your CRM to tailor SMS messages. Send personalized offers, reminders, or follow-up texts based on their activity or status in the sales funnel.
- Automated Follow-ups: Set automated follow-ups based on customer actions in your CRM. Send a text reminder after a sales call or a thank-you message after a purchase.
Example workflow with CRM:
- Trigger: A customer purchases your product or service. You then record their information in your CRM (e.g., Salesforce, Zoho, Hubspot).
- Action: The CRM triggers your SMS platform to send an auto text message thanking them and requesting a review.
- Result: The customer receives a personalized SMS: "Hi [FirstName], thank you for your recent purchase of [Product]! We'd love to hear your feedback. Leave a review here: [Link]."
Bonus: Examples of SMS integrations with other software
- Google Sheets: Automatically send a text when a row is added or updated in a Google Sheet.
- Shopify: Trigger SMS order updates when a new order is placed in your Shopify store.
- Eventbrite: Send reminder messages to event attendees registered through Eventbrite.
- Mailchimp: After an email sign-up, trigger an SMS welcome series to new subscribers.
- Webhooks: Send an SMS when receiving a webhook.
- Phrase: When a text message contains a certain phrase, send an automatic text reply.
Top 6 Best Automated Texting Software
Below I’ve compiled a list of some of the best automated text message services and software.
1. MessageDesk
Best automated texting software for teams
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MessageDesk works best for small to medium-sized businesses (SMBs) with teams. It helps them to streamline communication across multiple departments.
It works particularly well for industries that rely on frequent customer interactions. This includes logistics, customer service, healthcare, staffing, recruitment, and HR.
Need to manage, assign, and automate text conversations as a team using a shared inbox? If the answer is yes, then MessageDesk is the best automated texting service for you.
MessageDesk overview:
MessageDesk is a powerful shared team inbox for texting. It simplifies and helps you automate customer interactions via SMS messaging. It also enables teams to manage conversations, schedule text messages, and automate text responses from one, user-friendly inbox.
With MessageDesk, you can centralize your communication to more efficiently track, manage, and respond to customer inquiries.
Specifically, MessageDesk works well for:
- Appointment reminders
- Sales follow-ups
- Text message-based support and service
- Logistics and dispatching
- Recruitment and staffing
- Reviews and feedback collection
- And more.
MessageDesk features:
- Shared Team SMS Inbox: MessageDesk centralizes all text message conversations into one shared team SMS inbox.
- Website Chatbot: Install MessageDesk’s website chatbot on any site or landing page to start text conversations automatically.
- Text-Enable Existing Numbers: MessageDesk makes it easy to use your current phone number for sending and receiving texts.
- Bulk Text Messaging: Unlike Google Voice, MessageDesk makes it possible to send personalized bulk text messages to many recipients.
- Scheduled Text Messages: Send scheduled text messages at optimal times for timely communication with contacts.
- Message Templates: Use pre-saved text message templates for common customer service responses to save time.
- Automated Messages: Schedule texts and automate SMS messages for reviews, reminders, updates, and notifications.
- MMS Support: Send and receive images and media.
- Contact Management: Organize and segment contacts for targeted messaging.
- Compliance: MessageDesk ensures compliance with A2P 10DLC carrier regulations and improves your message delivery rates.
2. SimpleTexting
Best automated text message service for simple SMS marketing campaigns
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If you’re looking for an easy-to-use automation platform for SMS marketing then SimpleTexting is for you. It strikes a great balance between mass texting for promotions and automation like keyword autoresponders.
SimpleTexting’s platform is particularly useful for industries like retail, restaurants, non-profits, and e-commerce.
SimpleTexting overview:
SimpleTexting is a comprehensive SMS marketing software.
It enables you to send personalized messages and automated text message responses with ease.
Looking to engage customers, remind them of appointments, or run simple marketing campaigns? SimpleTexting provides the tools to make all of it happen.
Like MessageDesk, SimpleTexting also supports team collaboration and an inbox. But this feature is less developed.
SimpleTexting features:
- Two-Way Messaging: Use SimpleTexting to engage in real-time conversations with your customer base through SMS.
- Mass Texting: Send personalized bulk text messages to large groups of contacts.
- Automation: Set up auto reply texts in SimpleTexting for reminders, follow-ups, and drip campaigns.
- Custom Integrations: Seamlessly integrate with popular marketing apps like Mailchimp and ConstantContact.
- AI-Powered Message Generator: Use AI to craft and customize text messages quickly.
- Unlimited Keywords and Contacts: Create unlimited SMS keywords and manage extensive contact lists with SimpleTexting.
- Compliance Tools: SimpleTexing’s built-in A2P 10DLC compliance tools keep your SMS marketing campaigns compliant.
- Rollover Credits: Unused SMS credits roll over to the next month.
3. Textedly
Best affordable and user-friendly automated texting service
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Customers know Textedly for its pricing and simplicity. It’s an excellent choice if you’re looking for a budget-friendly, easy-to-use automated texting software.
Textedly is especially useful as a straightforward tool for sending mass texts and managing campaigns.
It works well for businesses across various sectors. These include retail, restaurants, e-commerce, and service-based companies.
Need an easy solution for sending automated bulk messages, promotional campaigns, appointment reminders, or customer reviews? If yes, then Textedly might work for you.
Textedly overview:
Textedly is a robust SMS and MMS marketing platform that helps you engage with your customers through text messaging.
It offers features like mass texting and two-way SMS conversations as well as advanced analytics and picture messaging.
People recommend Textedly for its user-friendly interface and scalability. You can manage large contact lists, automate campaigns, and integrate popular apps like Zapier and Mailchimp.
Textedly is great if you need cost-effective SMS marketing that increases customer engagement and drives sales.
Textedly features:
- Mass Texting: Send bulk SMS messages to large contact lists with just a few clicks in Textedly.
- Two-Way SMS: Engage in one-on-one conversations with your subscribers directly from Textedly.
- MMS Messaging: Send and receive MMS picture messages, including images, GIFs, and short videos.
- Automated Messages: Set up SMS drip campaigns, auto-replies, and scheduled texts.
- Comprehensive Analytics: Track the performance of your campaigns with real-time data and reports in Textedly.
- Unlimited Contacts: Textedly lets you add as many contacts as you need without any restrictions.
- Integrations: Connect with over 3,000 apps, including Zapier, Salesforce, and Mailchimp.
- Email Capture: Easily collect and manage email addresses alongside phone numbers to grow your marketing list.
- Voice Services: Convert toll-free or long-code numbers into voice call centers.
- Text-to-Pay: Facilitate transactions directly through text messages, speeding up payment processes.
4. SlickText
Best comprehensive yet user-friendly SMS marketing platform
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SlickText is great for engaging customers through SMS marketing, loyalty programs, and promotional campaigns. Retail, restaurants, and e-commerce often use SlickText.
With SlickText you can easily build customer lists, drive engagement, and automate sending text messages..
SlickText also allows for automated message text, personalized campaigns, and easy integration with other software.
SlickText overview:
SlickText is another comprehensive SMS marketing platform. It can help you grow your audience and engage with contacts through text messaging campaigns.
The platform offers a wide array of tools. You get text message automation, list growth options, detailed analytics, and various integrations with Shopify, HubSpot, Mailchimp, etc.
With SlickText, you can easily manage your SMS marketing efforts. It's easy to send mass texts and set up automated workflows alongside mobile coupons and loyalty rewards programs.
SlickText features:
- Mass Texting: Send broadcast text messages to large groups of subscribers using personalization and segmentation options in SlickText.
- Two-Way Messaging: Engage in personalized conversations with subscribers directly through SlickText.
- Automated Workflows: Create complex SMS sequences that trigger based on subscriber behavior or actions.
- List Segmentation: Segment your audience based on custom fields, behavior, and demographics.
- Loyalty Programs: Build and manage customer loyalty programs to increase retention and engagement.
- Mobile Coupons: Create and send fully customizable, POS-compatible mobile coupons.
- Text-to-Win Contests: Run text-to-win contests to engage your audience and grow your subscriber list.
- Detailed Analytics: Monitor campaign performance with dashboards that track metrics like click-through rates and opt-in statistics.
- Seamless Integrations: Connect with over 15 native integrations and 4,000 more through Zapier to streamline your workflows.
5. EZ Texting
Best auto text app for integrating with other tools and software
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EZ Texting offers cost-effective, easy-to-use text messaging campaigns for marketing, customer engagement, and internal communication.
EZ Texting simplifies mass texting, two-way communication, and automated text messaging. It’s great for industries like retail, hospitality, healthcare, and education.
If you want to run promotions, send reminders, or manage employee notifications EZ Texting might be best for you.
EZ Texting Overview:
EZ Texting is a leading SMS marketing that helps you connect with your audience through text messaging campaigns.
It supports a variety of text messaging needs including mass texts, two-way texting, and automation.
EZ Texting also comes with a team inbox for coordinated responses. You can use AI Compose for efficient message creation and set up QR codes for easy customer engagement.
The platform is easy to use. With EZ Texting you get powerful automation tools and customer support available seven days a week.
EZ Texting features:
- Mass Texting: Send bulk messages to large groups of contacts quickly and efficiently.
- Two-Way Texting: Engage in real-time conversations with customers through SMS.
- Automation & Campaigns: Set up drip campaigns, recurring texts, and automated replies to streamline communication.
- MMS Messaging with Shutterstock Integration: Access millions of royalty-free images for multimedia messaging.
- Contact Management: Import, customize, and segment contacts to deliver personalized messages.
- Integrations & API: Seamlessly connect with tools like Mailchimp, Constant Contact, and more, or use the API for custom integrations.
- QR Code Generator: Generate unique QR codes to drive traffic to websites, forms, or promotions.
- Analytics & Reporting: Track campaign performance with real-time reporting on clicks, bounce rates, and opt-outs.
- Team Inbox: A multi-seat inbox that enables collaboration and fast response times within your team.
6. Twilio
Best automation platform for developers and tech-savvy businesses
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Twilio is a highly flexible developer-centric communications platform. It offers powerful APIs for building customized messaging solutions on multiple communication channels like SMS, MMS, and WhatsApp.
It's ideal if you need to scale and integrate automated texts into your own applications or platforms.
Twilio overview:
Twilio is a cloud communications platform that allows you to connect with customers via programmable messaging, voice, and video.
Twilio offers a suite of developer-friendly APIs. Each enables you to send and receive SMS, MMS, and other types of messages across 180+ countries.
Twilio’s built its platform for scalability. It makes it possible for businesses to deliver billions of messages with high reliability.
It also supports a variety of use cases. These include marketing promotions, customer support, and transactional alerts. These features make Twilio a versatile solution. It’s the best choice if you’re a large enterprise looking to engage with customers across multiple channels.
Twilio features:
- Programmable Messaging API: Send SMS, MMS, and WhatsApp messages via a single API.
- Global Reach: Use Twilio to deliver messages across 180+ countries with localized senders and compliance tools.
- Scalability: Supports large-scale message delivery with a robust infrastructure.
- Cross-Channel Messaging: Engage customers through SMS, MMS, chat, Facebook Messenger, WhatsApp, and more using Twilio.
- Customizable Solutions: Twilio’s extensive APIs allow you to tailor messaging experiences and integrate them into your existing applications.
- Real-Time Analytics: Monitor and troubleshoot message delivery and engagement in real-time with Twilio.
- Developer Resources: Twilio offers comprehensive documentation, quick-start guides, and SDKs for building custom solutions.
Answers to Frequently Asked Text Message Automation Questions
Below are answers to frequently asked text message automation questions.
Can you reply to automated text messages?
In most cases, yes - you can reply to automated text messages. An exception is that some automated text messages are sent from short-code phone numbers. Texts from their numbers often state “do not reply” because they aren’t configured for two-way texting.
Can you set up automated texts on iPhone? Can you set up automatic text responses on Android?
Yes, but your iPhone and Android offer limited text message automation capabilities. For example: You can only automate text messages on iPhone for auto responses while driving.
Can I send an automatic text when anyone texts my phone line?
Yes - in MessageDesk you can set your office hours or availability to “away 24/7” and MesageDesk will automatically send a text reply.
Are there any legal considerations when sending automated text messages?
Yes, businesses must comply with regulations like the Telephone Consumer Protection Act (TCPA). TCPA requires you to obtain explicit consent from customers before sending them marketing messages.
It’s also essential to include opt-out options in every message. People need the option to unsubscribe if they no longer wish to receive texts.
Platforms like MessageDesk help manage opt-in and opt-out processes for you to ensure compliance.
What are some best practices for automating SMS?
- Ensure Compliance: Follow legal guidelines, including A2P 10DLC registration for mass messaging.
- Become a Verified SMS Sender: Complete A2P 10DLC campaign registration
- Obtain Consent: Ensure recipients opt-in before you send any texts to comply with legal requirements (TCPA).
- Personalize Messages: Use dynamic info to make your messages feel more personal.
- Segment Your Audience: Group customers based on behavior or demographics for more relevant messaging.
- Time Messages Appropriately: Send messages during business hours.
- Use a Clear Call to Action (CTA): Provide a direct action like “Reply YES to confirm”.
- Monitor Performance: Track open rates and responses, and adjust campaigns based on performance.
- Don’t Over-Automate: Balance automation with human interaction, especially for customer support.
Why do carriers require A2P 10DLC registration for automated texting?
Carriers require app-to-person 10-digit long code registration in the U.S. for automated text messages for business.
It ensures that telecom carriers recognize and trust your phone line and texts. All of this prevents misuse of text messaging and reduces the chance that carriers flag your messages as spam.
Registration also improves your text message deliverability rates.
How do I register for A2P 10DLC?
SMS platforms, like MessageDesk, handle most of the A2P 10DLC registration process for you.
You need to provide basic information about your business to get started. This includes your EIN, business address, and contact details.
After you submit your business information, your provider will guide you through the compliance process and explain carrier requirements.
Can I integrate my SMS platform with other tools like Zapier or CRM software?
Yes! Most SMS platforms offer integrations with automation tools like Zapier and CRM software like Salesforce, HubSpot, or Zoho.
You can automate workflows across multiple systems. This includes sending an SMS when someone submits a form or creates a contact record in your CRM.
Some automated texting providers also offer open APIs to send automated text messages.
How do I track the performance of my SMS campaigns?
Most SMS platforms provide analytics tools to track key performance metrics, including:
- Open Rates: How many recipients opened your text message.
- Response Rates: How many people replied or took action after receiving the text.
- Conversion Rates: How many recipients completed the desired action, such as making a purchase or booking an appointment.
Final thoughts and next steps
An automated texting service can simplify your messaging and help your business or organization save time.
When used correctly, they're a fantastic way to build and maintain conversational experiences with your contacts, customers, and clients.
Start sending texts with MessageDesk today. Meet with a messaging expert for a demo.