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What are auto-replies?

Auto-replies are a helpful way to respond to people when they call or text you. They let contacts know you’ve received their message and when to expect a response.

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When to use auto-replies

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Outside business hours

This is the most common use case for auto-replies. When someone reaches out after hours, they’ll get an automatic response letting them know you’ll get back to them during business hours. How it works:
  1. Set your business hours in your phone number settings
  2. When someone texts you outside those hours, they get an auto-reply
  3. When someone calls you outside those hours, you can use an auto-reply or voicemail greeting (voicemail is usually sufficient for calls)

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Out of office

Going on vacation or taking time off? Set up an out of office auto-reply to let people know when you’ll be back.

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During business hours

You can also enable auto-replies during business hours if you want to acknowledge receipt of all messages. This is less common, but can be useful if you want to set response time expectations.

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Setting up auto-replies

1

Go to phone number settings

Navigate to your phone number settings
2

Select your phone number

Choose the phone number where you want to configure auto-replies
3

Enable the auto-replies you want

Toggle on the types of auto-replies you want to use:
  • Outside business hours (most common)
  • Out of office
  • During business hours (optional)
4

Customize your messages

Edit the auto-reply text to match your communication style
5

Save your settings

Don’t forget to save your changes!
Remember: Auto-reply settings are configured per phone number. If you have multiple lines, you’ll need to set up auto-replies for each one where you want them enabled.

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Writing warm and professional messages

Keep your auto-replies friendly and helpful. Here are some examples:

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Outside business hours

✅ Good:
“Thanks for reaching out! We’ve received your message and will get back to you during business hours (Monday-Friday, 9am-5pm CST).”
✅ Good:
“We appreciate you contacting us! Our office hours are Monday-Friday, 9am-5pm. We’ll respond to your message first thing tomorrow morning.”
❌ Too formal:
“Your inquiry has been received and will be processed during normal operating hours.”

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Out of office

✅ Good:
“Thanks for your message! I’m out of the office until Monday, June 10th. I’ll respond when I return. For urgent matters, please contact Sarah at 555-0123.”
✅ Good:
“I’m currently away and will have limited access to messages. I’ll be back in the office on June 10th and will get back to you then. Thanks for your patience!”

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During business hours (optional)

✅ Good:
“Thanks for reaching out! We’ve received your message and typically respond within 2 hours during business hours.”

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Tips for using auto-replies

  • Set clear expectations: Let people know when they’ll hear back from you
  • Include your hours: Make it clear when your business hours are
  • Provide alternatives: For out of office, give an alternative contact if possible
  • Keep it warm: Use friendly, conversational language that matches your brand
  • Update regularly: Turn off out of office when you return, and update hours if they change

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Frequently asked questions

Yes, for the “Outside business hours” auto-reply to work, you need to have business hours configured on your phone number. The system needs to know when your business hours are to send the appropriate message.
Yes! Each phone number has its own auto-reply settings. This lets you have different messages for your main business line, personal direct line, or department-specific numbers.
Auto-replies are typically sent once per conversation to avoid spamming your contacts. The system is designed to be helpful without being annoying.
Not at all! Most users only enable “Outside business hours” auto-replies. Use the others based on your specific needs. It’s completely up to you and your communication style.
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