I keep hearing the same problem from freelance makeup artists who work alone. They get tons of messages from people wanting to book appointments, but it’s really hard to answer everyone quickly and keep track of all the conversations.
Are you using any apps or tools to help with messages? Or do you just reply to each person by hand? I want to know what actually works without making your responses sound fake or annoying. This is especially important if you’re doing weddings or big events where clients expect quick answers.
What methods are working for you when dealing with lots of messages?
Grab a booking app that handles the basics automatically. Mine shows available dates and grabs client info upfront - saves me from repeating the same answers constantly.
I batch replies twice daily instead of responding instantly. Morning and evening works great. People actually think you’re busier when you don’t answer right away.
For weddings, I send a questionnaire link immediately. Gets all the details without weeks of phone tag.
Stick with whatever messaging apps your clients already use. For me that’s texts and Instagram. Don’t try switching them to new apps because they’ll just resist it. I keep a simple notebook or use phone notes with names, dates, and whether deposits are paid. Saves tons of back-and-forth when people ask about availability. Auto-replies are clutch for setting expectations. I tell people I’ll get back within 24 hours. Most clients are cool with that as long as you’re upfront about response times.
Been there with the messaging chaos when I launched my business. Instagram DMs, texts, emails, Facebook - total nightmare tracking who said what.
Moving everything to one inbox saved my sanity. I grabbed a basic CRM that pulls messages from all platforms. Takes 10 minutes to set up, costs around $15 monthly.
For weddings, I ask 5 questions right off the bat: date, location, guest count, budget, and timeline. Made a quick form for it. Cuts the endless back-and-forth.
Voice messages are gold for longer stuff. Way faster than typing and clients dig hearing your actual voice. Personal without eating up time.
Biggest win? I don’t answer after 7pm unless it’s urgent. Set clear boundaries upfront and clients actually respect them.
I handle tons of client messages across different projects. Here’s what keeps me sane:
Check messages at set times - morning, lunch, end of day. Otherwise you’re getting interrupted constantly.
Templates work but customize them - I’ve got saved responses for common stuff but always throw in a personal line.
WhatsApp Business is pretty solid - quick replies and looks way more professional than regular WhatsApp.
For big events, I tell clients upfront they’ll hear back within 4 hours on business days. Most people are cool with that if you’re clear.
Being consistent is everything. Answer some people in 10 minutes and others in 2 days? That’s when clients get pissed. Pick a realistic timeframe and stick to it.
Don’t feel bad about not being available 24/7 either. Your clients have lives too.