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Scheduled Auto Replies Explained

Automatically send predefined text responses during specific days, times, or business hours to communicate availability, office closures, response expectations, and other time-sensitive information.

What is a scheduled auto reply?

A scheduled auto reply is an automated text response that is sent during designated days and times. Scheduled auto replies are commonly used to communicate:

  • Business hours
  • After-hours availability
  • Office closures
  • Holiday schedules
  • Expected response times

These responses help ensure customers receive immediate communication, even when your team is unavailable or assisting other customers.

Example: Customer Support Text Reply (scheduled during business hours)

“Thanks for your message! Our team typically responds to text inquiries within 1 business day. If this is urgent, please call our office at 555-123-4567.”

Please note:

  • Scheduled auto replies are time-based
  • Messages can be customized for different days and hours
  • Auto-response messages cannot exceed 130 characters

How do I schedule a scheduled auto reply?

  1. Log into the admin portal at www.admin.textbetter.com using your user credentials
  2. From the navigation menu, click:
    Settings → Auto Response
  3. Click the + icon to create a new scheduled auto reply
  4. Complete the following fields:
    1. Schedule Name
    2. Auto Response message
    3. Select the applicable day(s) of the week
    4. Configure the start time and end time
    5. Select the appropriate time zone
    6. Mark the rule as “Active”
  5. Click Insert to save the auto reply

Example Business Hours Set Up

Business hours: Monday – Friday: 9 AM – 5 PM CST

  • Text messages received outside of business hours will automatically receive the configured out-of-office response.

  • Messages received during normal business hours will not trigger the auto reply.

Create the Following Auto-Response Rules

  • Rule #1 - Before Business Hours

    • Schedule Name: Before business hours, M-F

    • Days to Select: Monday, Tuesday, Wednesday, Thursday, Friday

    • Start/end time: 12:01 AM – 8:59 AM CST

    • Message: “We got your text! Unfortunately, we are currently closed. Someone will reply as soon as we reopen. Business hours: Mon–Fri 9–5 CST”

  • Rule #2 - After Business Hours

    • Schedule Name: After business hours, M-F
    • Days to Select: Monday, Tuesday, Wednesday, Thursday, Friday
    • Start/end time: 5:01 PM – 11:59 PM CST
    • Message:  “We got your text! Unfortunately, we are currently closed. Someone will reply as soon as we reopen. Business hours: Mon–Fri 9–5 CST”

  • Rule #3 - Weekend (All Day Close) 

    • Schedule Name: Weekend, Closed
    • Days to Select: Saturday, Sunday
    • Start/end time: 12:01 AM – 11:59 PM CST
    • Message:  “We got your text! Unfortunately, we are currently closed. Someone will reply as soon as we reopen. Business hours: Mon–Fri 9–5 CST”

Please note:

For Email to Text users, any out-of-office or automatic reply configured directly within your email inbox (such as Outlook or Gmail) will also apply to inbound text messages.

Example:

If your text-enabled number is paired to example@outlook.com and you enable an out-of-office reply within Outlook, customers who text your number will automatically receive that same out-of-office response via text message.