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Customer Service

Missed-Call Text-Back Agent

Every missed call is a customer about to phone a competitor. This agent texts them back within minutes, finds out what they needed, and does not let the request drop — a callback stays open until a human confirms they made it. It checks the opt-out list, the line type and your quiet hours before it sends anything.

Missed call. Lead recovered.

Missed call. Lead recovered.

How it works

1. It watches for missed calls. Every five minutes it asks Twilio for calls to your business number that ended no-answer, busy or cancelled. Outbound calls and withheld caller IDs are ignored. The oldest unhandled call is taken first, so the person who has been waiting longest is served first. 2. It checks whether texting is the right move — before texting. Four rules, applied in code and never by a model: • the number is on your OptOut list → nobody is texted, ever • Twilio reports a landline → no text, because it would vanish silently; the team gets an email asking for a phone callback instead • the caller was already texted in the last hour → three missed calls produce one message, not three • it is inside your quiet hours → the call is held, not dropped, and picked up on the first tick after the window ends 3. It texts, and it asks. The message names your business, says the call was missed, and offers 1 for a callback, 2 to book, or a free-text reply. STOP always works. While the conversation is open the agent can answer questions, but only from the approved information you give it at install. It cannot invent prices, availability or policy, and it will not ask for card or bank details. 4. The reply decides the ending. • Callback — the request goes to your team by email and stays open. Reply DONE and the record closes. Ignore it three times and it escalates to your named escalation contact with the caller's own words attached. • Booking — they get your booking link by text. • Question answered — the record closes as resolved. • STOP or not interested — the number joins the OptOut list permanently. • No reply after follow-ups — recorded, and the team is told so a person can decide whether to phone. 5. Everything is written down. A Google Sheets workbook is created on the first run — MissedCalls, OptOut and Log — with headers and sample rows already in place. You do not build anything by hand.

What's included

The key things this template does for you.

A 5-minute Twilio missed-call watcher that needs no webhook changes to your account

Line-type checking, so landlines become human callbacks instead of texts that vanish

An opt-out list, repeat-contact suppression, and quiet hours in your own timezone

An SMS conversation with follow-ups that answers only from information you approve

Callback tracking that closes only when a person confirms the call was made, and escalates when nobody does

A Google Sheets workbook (MissedCalls, OptOut, Log) created and seeded for you on the first run

Installation

What setting this up involves.

1

Answer the install questions. The important ones are your Twilio business number (the number that receives the calls and sends the texts), your quiet hours and timezone, the team email that handles callbacks, the escalation email for when nobody answers, your booking link, and the approved information the agent may quote to callers.

2

Connect Twilio, Google Sheets and Gmail when prompted — three connections, one per app.

3

Run it. On the first tick it creates the CogniAgent Missed Call Data workbook in your Google Drive and seeds it with headers and sample rows. There is nothing to build by hand.

4

If you already keep a do-not-contact list, paste those numbers into the OptOut tab before going live — the agent will never text them.

~6 min to launch

Free to start. You will sign in first, then set it up.

Connect 3 tools, fill in a few details, and install it. No coding.

FUNCTION

Customer Service

TAGS

Missed CallsSmsLead Recovery

Built by CogniAgent

Official template