How to Have Smith.ai Receptionists Send Follow-up Texts and/or Emails to Your Callers

Updated 1 month ago by Jessica Paxton

Note: Text & Email Follow-up is not available for Essential plans.

Our receptionists can now send follow-up SMS text messages and emails to your callers while they’re on the phone, or immediately afterwards.

You could have us send intake forms for qualified leads, additional information on your company, or simply a thank you message to anyone who calls in. The opportunities are endless!

How to get set up:

Email us at support@smith.ai to set up text and/or email follow-ups. 

Here’s what we’ll need to know:

  1. Which do you want to send?
    1. SMS text message
    2. Email
    3. Both
  2. Who do you want us to send it to?
    1. Leads
    2. Qualified leads
    3. Clients
    4. All callers
    5. Other
  3. What do you want the follow-up message(s) to say?
    1. What is the content and subject line of your email?
    2. What is the content of your text message? (400 character limit)
Your content cannot include hyperlinked text or dynamic fields to personalize the recipient's information. Make sure you include “do not respond to this text” or something similar at the end of your text message, as responses won’t come directly back to your business phone.
  1. Want to attach a file? Send us the file — 10 MB max file size, only one PDF file allowed — and we can include it in your email, text message, or both (this will reduce the character limit on your texts).
  2. What email address do you want email responses to go to?
    Note: Emails will be sent from “[your name] - Receptionist" <<support+[your Smith.ai user ID]@smith.ai>>, but the email's reply-to address can be whatever you want, so return emails come back to you (or your staff).

That’s it! We’ll start following up with your callers as requested in a day or two. Want to test it out? Just call your Smith.ai number and ask our receptionist to send you the message. Remember, we never charge for test calls.

How much does it cost?

You can add text & email follow-up to your virtual receptionist plan for $0.50/call. Check the virtual receptionist pricing page for all of the information regarding our plans and add-ons.

You can add text & email follow-up to your outreach campaign plan for $0.25/call. Check the outreach campaign pricing page for all the information regarding our plans and add-ons.

How many follow-up messages can I configure for my account?

While the ways to use follow-up messages are endless, we do have a limit of 13 unique follow-up messages.

Does the email message support branding?

No, this feature isn’t meant to be a full-fledged email marketing tool. This feature is a low-cost, no-fuss follow-up tool. If you need automated follow-ups with fully branded emails, consider setting up a Zapier integration between Smith.ai and your email marketing tool.

Can I provide a subject line for email follow-ups?

Yes. We recommend keeping the subject line short as mail providers display subject lines differently and it may be cut off if too long for a specific recipient’s provider. For example, Android displays 27 characters of the subject line on some phones. 

Can I pick a follow-up message to be used after one-off outbound calls?

Yes, if you’d like to send a follow-up message after a one-off outbound call, simply include what follow-up message to send in the call instructions. 

Need Assistance?

Email us at support@smith.ai or call us at (650) 727-6484.


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