Home / Response & Follow-up Automation
Be the first business to reply.
Most people book with whoever gets back to them first. We set up your website, phone and inbox so every new enquiry gets a helpful reply within seconds, even at 9 pm on a Sunday. Follow-ups and reminders run on their own, and your team hears the moment a person needs to step in.
For schools, studios, clinics and service businesses that get enquiries while everyone is busy teaching, treating or on a job.
Today 6:42 PM
Delivered
Wednesday 10:00 AM
Saturday 10:00 AM
- New enquiry from the website form
Hannah Brooks, free assessment for her son, age 6. Ticked "OK to text me". The conditions are met, so the workflow starts.
- Acknowledgement sent
The wording you approved before launch, by text and email.
QueuedSentDelivered - Record created, Dana notified
Stage: New. Task for Dana: reply with assessment times, due tomorrow. Two follow-ups scheduled.
- Hannah replied
Follow-ups cancelled. The reply goes to Dana with the full history.
RepliedAssigned to Dana - Workflow stopped
A person takes it from here. Not booked yet.
Stopped - Assessment booked from the link
The calendar confirmed Saturday 10:00. This is the only step that counts as booked.
Booked - Reminder scheduled, follow-ups cancelled
A reminder will go out Friday at 5 pm.
Reminder queuedStopped - Follow-up 1 sent
No reply and no booking, so one gentle check-in.
SentDelivered - Follow-up 2 sent, sequence ends
Two follow-ups is the agreed limit. Dana gets a task to decide whether to call.
Task for DanaStopped - Hannah replied STOP
Every scheduled message is cancelled and the number is marked do-not-text.
RepliedOpted out
Result: replied, not booked. A person picks up the conversation with everything in front of them.
Result: replied, not booked. A person picks up the conversation with everything in front of them.
Result: booked, because Hannah chose a time in the calendar. Sending a message never counts as a booking.
Result: no reply. The sequence stopped after two follow-ups, as agreed.
Result: opted out. Nothing else is sent automatically.
What runs on its own
Pick the ones you need. Each one starts from a single event and stops at a clear point.
Instant replies to new enquiries
Someone fills in your form or books online and gets a friendly, useful reply in seconds, with the next step: a booking link, trial times, or what happens next.
Texts for missed calls
Can't pick up? The caller gets a text straight away, so the conversation doesn't move on to someone else. Works with a business number we set up for this.
Quote follow-ups
If a quote goes quiet, one or two polite check-ins go out on a schedule you choose. Then it stops and hands back to you.
Booking reminders
A reminder the day before, with an easy way to reschedule, so fewer people forget or don't show.
Alerts for your team
A new enquiry, a reply, a booking or an overdue task: the right person hears about it on their phone.
Records that keep themselves
Every message and booking is logged on the customer's record, so anyone on the team can pick up the conversation.
Automatic first. Personal next.
Automation takes care of the first reply and the routine follow-ups. People take care of the conversation.
The instant reply
Confirms the enquiry arrived and says what happens next. Written by you, sent in seconds, and never pretends to be a person.
The helpful reply
Uses what the customer already told you to send the right link, the right times, or the one question you need answered.
The conversation
Questions, quotes and anything unusual go to a person, with the full history in front of them.
The small print, in plain English
Fast replies depend on a few things. We check every one of them with you before anything goes live.
Connected sources
Website forms, booking tools and email are straightforward. Some marketplaces and social apps can't be connected, and we'll tell you which before you pay for anything.
Your phone setup
Texts for missed calls need a number that supports them, usually a business line we set up for you.
Delivery
Email and text providers handle the final step. You'll see sent and delivered separately, so you always know what actually happened.
Consent and limits
Texts only go to people who asked to hear from you. Every sequence has a limit, and a single reply of STOP ends it.
Nothing monthly until it's booking
For the new-enquiry reply setup: a one-time setup fee, and the monthly fee only starts once it's live and has booked at least one appointment to your calendar. No long contract, and you can stop the monthly part whenever you like.
Reminders, quote follow-ups and team alerts are quoted on their own. Your written quote sets out the terms in full.
Questions about automation
How the automatic replies work, what your customers see, and what you pay for.
Still have a question? bookedlabsco@gmail.com
01How does it work, step by step?
It replies to new enquiries in seconds and follows up until a person takes over.
- An enquiry arrives from your form, booking tool or email, or as a missed call.
- Within seconds they get a reply by text and email with a useful next step, like a booking link or this week's times.
- The enquiry is recorded, and the right person on your team is notified.
- If they don't reply, one or two follow-ups go out, spaced apart.
- The moment they reply, book or opt out, the follow-ups stop and a person takes it from there.
The demo above runs this exact sequence. Try each outcome to see what happens.
02Will customers know the first reply is automatic?
Yes, and that's a good thing.
The first reply says it's automatic, is signed with your business name, and you approve every word before it goes live.
People don't mind an instant automatic reply. What loses them is waiting a day and hearing nothing. The automatic message makes sure they hear from you straight away, with a useful next step, until someone on your team picks it up.
03Which tools does it work with?
Most website forms, booking tools and email.
Phone calls, marketplaces and social apps vary. Some connect fully, some can only send a notification, and some can't be connected.
We check each of yours before quoting and tell you which enquiries will get an automatic reply and which won't.
04Does every enquiry get a reply?
Every enquiry from a connected source does.
If some arrive through a channel we can't connect, we'll say so up front, so you know which ones still need a person to watch.
05Will it pester people?
No.
- Follow-ups stop after one or two messages.
- They also stop the moment someone replies, books or opts out.
- Texts only go to people who agreed to be contacted that way, like ticking "OK to text me" on your form.
- Replying STOP unsubscribes them straight away.
06What counts as a booking?
Only a customer choosing a time in your calendar.
Sending a message never counts as a booking, and neither does a reply. That matters because the monthly fee only begins once the system is live and has booked at least one appointment to your calendar.
07Do I need a CRM for this?
No.
Alerts can come to you by email or text, so you see each new enquiry and whether it booked.
If you do have a CRM, every step is recorded there too, so anyone on your team can see the history.
08Can I change the messages later?
Any time.
At handover we show you where the wording lives and how to edit it. If you'd rather we made the change, email us.
Set up fast replies
Tell us where your enquiries come from today. If you like, we'll test how fast you reply now, the way a customer would, and send you what we find.
- Answer a few quick questions in the form. New projects and existing setups are both welcome.
- We reply by email with what we'd suggest and, if it helps, times for a short call.
- If it's a fit, you get a written quote with the scope and a fixed price before any work starts.
Prefer email? bookedlabsco@gmail.com
Or book a 15-minute project call.