How to Send Automatic Messages on WhatsApp

WhatsApp is not just a messaging app anymore; it has evolved into a powerful tool for businesses to connect with their customers. With the introduction of the WhatsApp Business App, businesses can now automate messages to save time and enhance communication efficiency. In this step-by-step guide, we will walk you through the process of sending automatic messages on WhatsApp.

Setting up the WhatsApp Business App

To start sending automatic messages on WhatsApp, you need to download and install the WhatsApp Business App from the App Store or Google Play Store. This app is specifically designed for businesses and provides additional features that allow you to communicate effectively with your customers.

Once you have installed the app, follow the setup process by providing your business details, including your business name, profile picture, and contact information. This will help you establish a professional presence on WhatsApp.

Creating a Broadcast List

A broadcast list allows you to send messages to multiple contacts at once, without creating a group. To create a broadcast list:

  1. Open the WhatsApp Business App and go to the Chats tab.
  2. Tap on the three dots in the top-right corner and select “New broadcast”.
  3. Select the contacts you want to add to the broadcast list.
  4. Tap on the checkmark icon to create the broadcast list.

Now you can send messages to all the contacts in the broadcast list simultaneously.

Writing a Template Message

Template messages are pre-approved message templates that can be used for automated responses. To create a template message:

  1. Go to the WhatsApp Business App and tap on the three dots in the top-right corner.
  2. Select “Settings” and then “Business settings”.
  3. Tap on “Templates” and select “Create new template”.
  4. Write the message content and add placeholders using the format {{placeholder}} for dynamic content.
  5. Tap on the checkmark icon to save the template.

Make sure your template complies with WhatsApp’s guidelines and policies to avoid any restrictions or issues.

Adding Quick Replies

Quick replies allow you to set up predefined responses to common queries or keywords. This helps you save time and provide instant answers to your customers. To add quick replies:

  1. Open the WhatsApp Business App and go to the Chats tab.
  2. Tap on the three dots in the top-right corner and select “Settings”.
  3. Choose “Business settings” and then “Quick replies”.
  4. Tap on the “+” icon to create a new quick reply.
  5. Enter the shortcut keyword and the corresponding response.
  6. Tap on the checkmark icon to save the quick reply.

Now, whenever a customer sends a message containing the shortcut keyword, WhatsApp will suggest your predefined response.

Configuring Automation Rules

Automation rules are a powerful feature that allows you to automate message sending based on specific triggers. To configure automation rules:

  1. Go to the WhatsApp Business App and tap on the three dots in the top-right corner.
  2. Select “Settings” and then “Automation”.
  3. Choose the type of automation rule you want to create, such as “Away message” or “Greeting message”.
  4. Set the conditions and message content for the automation rule.
  5. Save the automation rule.

You can create multiple automation rules to handle different scenarios and ensure timely and accurate responses.

Setting Triggers for Automatic Messages

Triggers determine when an automatic message should be sent. WhatsApp offers various triggers, including time delays, specific keywords, and customer actions. To set triggers for automatic messages:

  1. Open the WhatsApp Business App and go to the Chats tab.
  2. Tap on the three dots in the top-right corner and select “Settings”.
  3. Choose “Business settings” and then “Automation”.
  4. Select the automation rule for which you want to set triggers.
  5. Configure the triggers based on your requirements.
  6. Save the trigger settings.

By setting triggers, you can ensure that your automatic messages are sent at the right time and in response to specific actions.

Defining Target Audience

To optimize your automatic messages, it is essential to define your target audience. Understanding your customers’ preferences, needs, and behaviors will help you create personalized messages. Here are a few ways to define your target audience:

  • Analyze customer demographics and segmentation data.
  • Conduct surveys or interviews to gather customer insights.
  • Use data analytics tools to track customer behavior and preferences.
  • Monitor social media and customer interaction patterns.

By defining your target audience, you can tailor your automatic messages to resonate with their interests and needs effectively.

Customizing Message Delivery

WhatsApp provides options to customize the delivery of automatic messages to enhance the user experience. You can choose to send messages instantly or schedule them for a later time. Additionally, you can specify the frequency of messages to prevent overloading your customers with a barrage of automated messages.

Consider the following tips for customizing message delivery:

  • Avoid sending too many messages in a short period.
  • Schedule messages for optimal times when your customers are most likely to be active.
  • Personalize messages by including the customer’s name or relevant information.

Customizing message delivery will help you create a seamless and engaging user experience for your customers.

Monitoring Message Performance

To assess the effectiveness of your automatic messages and make data-driven improvements, it is crucial to monitor their performance. WhatsApp Business App provides valuable analytics and reporting features that allow you to track metrics such as message delivery rate, open rate, and response rate.

Regularly analyze these metrics to identify areas for improvement and optimize your automatic messages accordingly. Experiment with different messaging strategies and track their impact to refine your automation process further.

Handling Replies and Feedback

While automation can streamline your customer communication, it is essential to monitor replies and feedback from customers. Promptly address any customer queries, concerns, or feedback that require human intervention. This helps maintain a personalized and responsive customer experience.

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Regularly review customer feedback, analyze common issues, and make necessary improvements to your automated messages to enhance customer satisfaction and engagement.


Automating message sending on WhatsApp can significantly enhance your business’s communication efficiency and enable you to engage with your customers effectively. By following the step-by-step guide outlined in this article, you can set up automated messages, define triggers, customize delivery, and monitor their performance. Remember to personalize your messages, handle replies and feedback, and continuously optimize your automation process for the best results. Embrace the power of automated messaging on WhatsApp to take your customer communication to new heights.

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