# The 3R System in OpenPhone

Setup time: 5 minutes. Cheapest path if you don't have a CRM.

OpenPhone is a business phone tool that runs $15/month and includes missed-call auto-response natively. Perfect for solo owners or small teams.

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## Step 1: Enable Auto-Reply

1. In OpenPhone, open **Settings → Numbers → [Your Number] → Auto-replies**.
2. Toggle on **Send an auto-reply to missed calls**.

## Step 2: Load the RESPOND Message

1. Copy Template 1 from Templates file:

```
Hi, this is [YOUR NAME] with [BUSINESS]. I saw your call and I'm on the other line. Text me back with what you need and I'll get you sorted in the next few minutes.
```

2. Paste into the message body. Replace `[YOUR NAME]` and `[BUSINESS]` with your real values.
3. Set delay: **Send after voicemail is left OR after X seconds unanswered**. Choose 20 seconds.
4. Save.

## Step 3: After-Hours Auto-Reply

1. Below the main auto-reply, click **Add another rule**.
2. Set condition: **Outside business hours**.
3. Load Template 2 (after-hours version):

```
Hi, this is [YOUR NAME] with [BUSINESS]. We're closed for the day. Text me what you need and I'll get you first thing in the morning. If it's an emergency, text URGENT and I'll call now.
```

4. Save.

## Step 4: Route Notifications to Your Phone

1. Install the OpenPhone iOS or Android app.
2. Sign in with the same account.
3. Enable push notifications for inbound messages.
4. Turn on the "Priority" setting so incoming SMS bypasses Do Not Disturb.

## Step 5: Test It

Call your business number from a friend's phone. Let it ring 4 times without answering. Within 20-30 seconds, they should get the RESPOND text. When they reply, you should get a push notification within 5 seconds.

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## Follow-Up Automation

OpenPhone doesn't have native workflow automation for the 2-hour and 24-hour follow-ups. Options:

**Option A:** Set manual reminders. When you send the RESPOND text, create a reminder to check back in 2 hours if they haven't replied. Simple. Free.

**Option B:** Use Zapier. Zap: OpenPhone inbound message → wait 2 hours → check if reply received → if not, send Template 7 via OpenPhone.

**Option C:** Upgrade to OpenPhone Business plan which includes basic automation.

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## Common OpenPhone Setup Mistakes

- **Don't leave "Send only to unknown numbers" unchecked.** You'll auto-reply to your existing customers and staff, which is weird.
- **Don't forget to enable business hours.** Otherwise the after-hours message never fires.
- **Don't turn off notifications on your phone.** The whole system depends on YOU responding fast.

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Ready to have us configure this for you? Every BFM client's CRM ships with the 3R System pre-installed. Book a Clarity Call at [/plan](/plan).