Follow-up automation for teams that serve people
Callback Hub pulls visits or jobs from the system you already use, texts people at the right moment based on your rules, and turns every reply that needs a person into a tracked callback with a deadline.
No new phone numbers. No spreadsheets. Works on desktop and phone.
Follow-ups live in spreadsheets, sticky notes and memory. Busy days mean missed calls.
When someone asks “did we reach them?”, nobody can show who called, when, or what happened.
Hours go into dialing people who were fine, while the ones who need help wait.
How it works
Visits, appointments or jobs arrive from your system automatically: a database feed, a push API, or a CSV. Nothing is retyped.
Choose who gets which texts and when, by visit type, code, location, age or any other field. Exclude anyone who shouldn't be texted.
Messages are sent from your existing business number, within your office hours, with opt-out handled for you.
Answers that need a person turn into callbacks with a deadline, assigned to the right teammate. Urgent words jump the queue.
Use cases
If your team sees people, finishes a job, and needs to check in afterwards within a deadline, the same rules, texts and callback workflow apply.
Check in 48 hours after every visit; results-ready notices; workers' comp visits excluded.
“Feeling better after your visit? Reply CALL and we’ll ring you.”
Post-visit check-ins, medication questions and referral follow-through.
“Did you manage to book your referral? Reply HELP if not.”
Next-day check after extractions and procedures; pain or swelling routes to the team.
“How is the healing going? Reply with any pain or swelling.”
Missed-session outreach and home-exercise check-ins between visits.
“We missed you today. Reply 1 to rebook or CALL to talk.”
Results-available notices and gentle reminders for anyone who hasn't seen them.
“Your results are ready in the portal. Questions? Reply CALL.”
Post-surgery checks and medication follow-ups for pet owners.
“How is Bella after her procedure? Reply with any concerns.”
After-job satisfaction checks; unhappy replies become a callback for the manager.
“Is everything working after today’s repair? Reply 1–5.”
Post-service check-ins and follow-up on recommended work.
“How’s the car running since your service? Reply CALL with questions.”
Features
Match on any field your system sends. First matching rule wins; test a rule before it goes live; require approval for sensitive messages.
Sent from your existing business phone system. Replies, opt-outs and call logs come back automatically.
Deadlines, identity check, call attempts, a question-for-provider loop, and a required outcome before closing.
New callbacks go to whoever last helped that person, otherwise the least busy teammate.
Worrying words in a reply mark the callback urgent and alert the right people at once.
Landlines and bad numbers are spotted on arrival, bounced texts are caught, and no reply after N days becomes a call.
Make roles like Front desk or Billing and choose exactly which screens each one sees.
Reply rates, on-time callbacks and reasons people weren't texted, by rule, code, location or provider. Export to CSV.
Works in any browser on desktop and phone, with an open API for a native mobile app.
For the whole team
Open the app to a short list of callbacks, due soonest first. Call, log the result, close.
Start on Today: what arrived, what's waiting, what's overdue. Hold texts or reassign in a tap.
See every location, handle exceptions on the visit board, and track results in reports.
Own the rules, templates, users, roles and connections. Every change is logged.
Safe by design
The people you follow up with trust you with their details. Callback Hub is built so that trust is kept.
FAQ
No. Texts go out from the business number you already have through your phone system (GoTo Connect today), so replies land where your team already works.
Anything that can share a table or a file: a direct database feed, a push API, or a CSV upload. You map your columns to Callback Hub's fields once, on screen.
They're opted out straight away, every remaining text is cancelled, and staff see that the person should be called instead.
Replies with worrying words are marked urgent, the right people are alerted immediately, and the sender gets an automatic safety message.
Yes. Any rule can require approval, so its texts wait on hold until a manager releases them.
The web app works on any phone today. It's built on an open API, so a native app can use the same features.
Set your rules once. Callback Hub texts on time and makes sure every reply that needs a person gets one.