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Missed-call text-back for the front desk

Two lines ring while the front desk is checking someone out. One caller hangs up and never calls back.

⏱ Setup: 1-2 hours📶 Beginner🧩 n8n workflow
See the full setupGet the ready-to-import template

How it works

  1. Forward unanswered calls to a Twilio number (or put it on your Google profile).
  2. Missed calls get an instant text: 'Sorry we missed you, new or existing patient?'
  3. Replies come back to the front-desk inbox with an AI-drafted response.

Tools used

Twilio n8n OpenAI API Gmail / Google Workspace

Realistic monthly cost≈ $7.61 + €20/mo
How we got this number
  • Twilio local number$1.15
  • Texting registration (A2P 10DLC) monthly fee$2
  • ~200 text segments sent + received$1.66
  • carrier fees on ~100 outbound texts$0.50
  • ~100 inbound call minutes$0.85
  • ~100 minutes forwarded to your cell$1.40
  • ~100 AI-written replies$0.04
  • Automation platform (or self-host n8n free)€20

Assumes ~100 missed calls a month. Prices are list prices checked 2026-10-26; see every source.

Plus one-time texting registration (A2P 10DLC): about $19.50 (low-volume brand + campaign vetting). Source

The full setup, step by step

12 steps in one n8n workflow. Everything below is generated from the template itself, so it always matches.

Before you start

You need an n8n account (n8n, or self-host it free) plus your own logins for: Twilio Gmail / Google Workspace OpenAI API.

How the automation flows

When a call ends

1Call ended (from Twilio)3Config (edit me)4Call or text?call5Tell Twilio what to say6Was the call missed?if yes7Text the caller8Email the owner

When someone texts you

2Incoming text3Config (edit me)4Call or text?text9Acknowledge Twilio (text)10AI writes reply11Text the AI reply12Email owner about the text

Tap a step to jump to its details.

Each step and what it does

  1. 1
    Trigger

    Call ended (from Twilio)

    Twilio calls this webhook the moment a call to your business number ends, rings out or goes to voicemail. It passes along the caller's number and the call status.

    Webhook pathYOUR_N8N_URL/webhook/missed-call

    Then → 3. Config (edit me)

  2. 2
    Trigger

    Incoming text

    Twilio calls this webhook every time someone texts your business number.

    Webhook pathYOUR_N8N_URL/webhook/incoming-sms

    Then → 3. Config (edit me)

  3. 3
    Settings

    Config (edit me)

    One place for everything specific to your business. Every later step reads from here, so this is the only node you have to edit.

    Editthe settings table below

    Then → 4. Call or text?

  4. 4
    Decision

    Call or text?

    Both triggers share the same Config, so this splits them: calls go one way, texts the other.

    Rulethe call status is filled in

    Calls → 5. Tell Twilio what to say · Texts → 9. Acknowledge Twilio (text)

  5. 5
    Reply to request

    Tell Twilio what to say

    Answers Twilio right away. If the call was answered it just hangs up; if it was missed the caller hears a short message saying a text is on its way.

    Sendsthe message shown under Message copy

    Then → 6. Was the call missed?

  6. 6
    Decision

    Was the call missed?

    Only keeps going when nobody picked up. Answered calls stop here, so nobody gets a pointless text.

    Rulethe call status is not “completed”

    If yes → 7. Text the caller · If no → stops here

  7. 7
    Send SMS (Twilio)

    Text the caller

    Sends the missed caller a text within seconds.

    Sendsthe message shown under Message copy

    🔑 Connect your Twilio login on this node

    Then → 8. Email the owner

  8. 8
    Send email (Gmail)

    Email the owner

    Emails you so you know who to call back (and what they were told).

    Sendsthe message shown under Message copy

    🔑 Connect your Gmail login on this node

    End of this path.

  9. 9
    Reply to request

    Acknowledge Twilio (text)

    Tells Twilio the text was received. The reply goes out separately, so this one sends nothing to the customer.

    Then → 10. AI writes reply

  10. 10
    AI (OpenAI)

    AI writes reply

    OpenAI drafts a short, on-brand reply using your business info and the customer's message. The instructions (prompt) keep it short and stop it from inventing prices.

    Modelgpt-5-mini

    AI instructions (prompt)
    You are the friendly front-desk coordinator at a dental practice. Write one short, warm SMS reply (under 300 characters) to someone asking about an appointment. Welcome new patients, offer the online booking link, and say the team will follow up during office hours. Do not give medical or dental advice, do not ask for health details, do not quote prices or insurance coverage. If they mention severe pain, swelling or trauma, tell them to call the office or, if after hours and severe, seek emergency care.

    🔑 Connect your OpenAI login on this node

    Then → 11. Text the AI reply

  11. 11
    Send SMS (Twilio)

    Text the AI reply

    Texts the AI's reply back to the customer.

    Sendsthe message shown under Message copy

    🔑 Connect your Twilio login on this node

    Then → 12. Email owner about the text

  12. 12
    Send email (Gmail)

    Email owner about the text

    Emails you what the customer wrote and what was sent back.

    Sendsthe message shown under Message copy

    🔑 Connect your Gmail login on this node

    End of this path.

Key settings to change

All of these live in the Config (edit me) node. Change them once and every text and email updates.

SettingPlaceholder in the templateChange it to
Business name
business_name		YOUR BUSINESS NAMEExactly how customers know you. It appears in every text.
Booking / calendar link
booking_link		https://YOUR-BOOKING-LINKYour online booking page (Calendly, your CRM's scheduler, or your contact page). Use the short public link.
Hours
hours		Mon-Fri 8am-6pmShort and text-friendly, e.g. Mon-Fri 8am-6pm.
Your email
owner_email		you@example.comWhere the 'new lead' and 'missed call' alerts go.
Your cell
owner_cell		+15555550100In +1 format (+15551234567).
Twilio number
twilio_number		+15555550199The number you bought in Twilio, in +1 format. Texts are sent from it.

Message copy: exactly what it sends

Highlighted parts are filled in automatically. Edit the wording right in the node.

Voice to the caller (spoken) · step 5
Sorry we missed you. We are texting you right now.
SMS to [their phone number] · step 7
Hi, this is business name. Sorry we missed your call, we're with a patient. Are you a new or existing patient, and what can we help with? Reply here and we'll get you scheduled. Book anytime: booking link
Email to [your email] · step 8

Subject Missed call from their phone number

We missed a call from their phone number and texted them automatically. Call them back when you can.
SMS to [their phone number] · step 11 AI-written each time
AI-written reply
Email to [your email] · step 12

Subject New text from their phone number

They wrote: their text

We auto-replied: AI-written reply

Hook it up

  1. Open Config (edit me) and fill in your business name, booking link, hours, email, cell and Twilio number.
  2. Click each node with a red warning and connect your own Twilio, OpenAI, Gmail credentials.
  3. In Twilio, on your number: Voice > 'A call comes in' > TwiML Bin with:
    <Response><Dial timeout="20" action="YOUR_N8N_URL/webhook/missed-call">+1YOURCELL</Dial></Response>
  4. Messaging > 'A message comes in' > Webhook YOUR_N8N_URL/webhook/incoming-sms (POST).
  5. Register your number for A2P 10DLC in Twilio before texting customers.
  6. Activate the workflow.

Test it before you trust it

Skip the clicking

Get the ready-to-import n8n template

Every step above, already wired up. Paste it into n8n, add your logins, fill in your business info and you're live.

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