After Hours Auto Text Back Workflow 📲

What Does the Workflow Do?

When your practice receives an SMS after hours, this workflow automatically replies with a preconfigured text message. You can customize:

• The days of the week

• The timeframes during which the auto-replies are sent

• The content of the auto-reply message

How to Set Up the Workflow

Step 1: Navigate to the Workflow

1. Log in to Aesthetix CRM.

2. Go to the Marketing tab.

3. Select Workflows.

4. Locate and click on the "After Hours Auto Text Back" workflow.

Step 2: Understand Workflow Triggers and Conditions

The workflow is triggered when:

1. A customer sends an SMS.

2. The system checks the day of the week and the time of day to determine whether an auto-reply should be sent.

Step 3: Configure Days and Timeframes

1. The workflow includes a branch for each day of the week. Click into each day to customize:

   • Start Time: The time after which auto-replies stop (e.g., 6:00 AM).

   • End Time: The time before which auto-replies begin (e.g., 7:00 PM).

   Example: If a customer sends an SMS at 7:01 PM on Monday, they will receive an automated reply.

2. For Saturday and Sunday, the default setup sends auto-replies without a specific timeframe. If you'd like to set time periods for these days:

   • Click the three dots next to "What Time Period."

   • Copy an existing time condition from another day.

   • Paste the condition into the weekend branch.

   • Update the day of the week and timeframe accordingly.

Step 4: Customize the SMS Action

1. Click on the SMS Action to review the message. By default, it uses the "After Hours Automatic SMS Reply" template, which includes:

   • Your practice name (via a custom value).

   • A link to your online scheduling page (via a custom value).

2. If you wish to modify the message:

   • Change the template to "None."

   • Insert your custom message with emojis or other elements.

Repeat this process for each day of the week.

Step 5: Leave the "Mark Conversation Unread" Action Intact

This action ensures that auto-replied messages are marked as unread in your inbox. This allows you to follow up with these messages when you return to work.

Final Steps

1. Once all changes are made, click Save.

2. When ready, click Publish to activate the workflow.

3. Your workflow is now live and will send automated text replies to after-hours SMS messages.

Need Help?

If you have any questions or need assistance configuring this workflow, please reach out to our support team. We're here to help!