If managing WhatsApp for your business feels like a full-time job, WhatsApp Business automated messages can be your best ally. Say goodbye to manually replying to every customer or missing out on sales opportunities just because you’re unavailable.
This feature allows you to automate responses such as quick replies, welcome messages, and away messages during off-hours. Whether you use Android or iOS, WhatsApp Business helps you interact with your customers more efficiently while improving your service.
In this article, we’ll guide you step-by-step on how to set up automated messages in WhatsApp Business and make the most of this tool to transform your customer communication.
What are automated messages in WhatsApp Business?
WhatsApp Business automated messages are pre-configured responses sent automatically based on specific actions or triggers. These messages help answer common queries, welcome new customers, or maintain communication when you’re unavailable.
For business owners managing endless conversations, automating messages can save you time, improve your workflow, and elevate your marketing and sales strategy.
Why use WhatsApp Business automated messages?
Automated messages allow you to communicate with your customers without being available 24/7. Here’s why they’re so effective:
- Instant responses: address common questions immediately, such as business hours or product availability.
- Customer engagement: send friendly welcome messages to new contacts, leaving a positive first impression.
- Improved efficiency: ensure customers feel attended to, even during off-hours, by setting up away messages.
By automating your responses, you never miss an opportunity to engage with a potential customer or close a sale.
How to set up WhatsApp Business automated messages (Android and iOS)
To use automated messages, you’ll need a WhatsApp Business account. If you’re still using the standard WhatsApp app, now’s the time to switch.
Once you’ve set up WhatsApp Business, follow these steps to create three types of automated messages:
1. Log in to the WhatsApp Business app from your phone.
2. Access «Enterprise Tools»: on iOS go to the «Settings» section to find it, and on Android tap the three dots representing the «more options» icon (reference images are from iOS).
This app feature allows you to configure three different types of messages: welcome messages, absence messages and quick answers to your customers’ most frequently asked questions.
Here is a step-by-step guide to create each of these three types of automatic messages in WhatsApp Business:
Create and send a welcome message
Welcome messages for WhatsApp will be sent as an automatic reply when a person contacts you for the first time or after a period of inactivity.
These types of messages are very useful to start off on the right foot with your potential customers. Who doesn’t like to receive a friendly and personalized message the first time they write to a brand or company?
To configure and send a welcome message follow these steps:
1. Under «Tools for the company», choose the «Welcome message» option .
2. Activate the «Send welcome message» button .
3. Under «Message», tap the message to edit it, and then tap «Save».
4. Tap «Recipients» and select one of the following options:
- Everyone: so that anyone who sends you a message receives this welcome.
- Those who are not in the contact book: to send the message to people you have not saved in your contact book.
- All, except to…: so that all your contacts receive it, except to the people you select.
- Send only to…: to send it specifically to certain contacts.
2. Create away messages
Away messages are another type of WhatsApp Business automatic messages that are sent when you are not available. You can modify the text of the message, set the times and choose for whom you want to activate these replies.
Although it is only a message, it will help you to make sure that people do not feel unattended at any time. With this message, you notify them that you are not working at the moment, but that you will respond as soon as you resume your activities.
To set up an absence message follow these steps:
1. Under «Tools for the company», choose the «Away message» option
2. Activate the «Send absence message» option
3. Under «Message», tap on the message to edit it, and then choose «Save».
4. Tap «Schedule» to schedule when your away message will be sent. Choose one of the following options:
- Always send: to send the message at any time.
- Customized schedule: with this option the message will be sent only during a specific period.
- Out of business hours: to send the message only when you are out of business hours (this option only works if you have defined business hours in your company profile).
5. Tap «Recipients» and select one of the following options:
- Everyone: so that anyone who sends you a message receives this welcome.
- Those who are not in the contact book: to send the message to people you have not saved in your contact book.
- All, except to…: so that all your contacts receive it, except to the people you select.
- Send only to…: to send it specifically to certain contacts.
3. Create quick replies
WhatsApp Business Quick Replies are actually message templates that you can assign a shortcut to on your device. Using them makes it a lot easier for you to send preset messages that can be sent with a single click to answer frequently asked questions.
This way, you save a lot of time because you don’t have to answer the same question a bunch of times, and you make sure they are giving your customers consistent answers.
To configure this option, follow the steps below:
1. Under «Tools for the company», choose the «Quick answers» option .
2. Tap the (+) icon to create a new quick reply.
Tap on «Enter a message» to type the text of your message (in the WhatsApp Web or Escritorion version you cannot add multimedia files for your quick replies).
4. Tap the «Shortcut» button to type the word that will serve as the keyboard shortcut for your quick response.
5. Tap «Save».
6. Create as many quick answers as you need by repeating this process from step 2.
Expert tip: Use a link generator for WhatsApp to share a personalized link so that your customers can contact you from social networks, email or wherever you want to share your link. It’s very easy and quick to create!
Automate WhatsApp Business messages with Leadbot by Leadsales
With Leadsales, you can create automatic messages in WhatsApp Business thanks to Leadbot, the first no-code chatbot in LATAM, integrated into our platform to simplify your interactions with customers.
According to statistics from the website Cooby.co, using chatbots for WhatsApp helps you increase lead generation by more than 500%. This functionality allows you to generate relevant and useful responses, strengthening your relationships with customers and increasing the effectiveness of your communications.
FAQ: How to create WhatsApp Business automated messages
How can I customize absence messages in WhatsApp Business?
To customize your away messages in WhatsApp Business, follow these steps:
- Open WhatsApp Business and go to «Settings» (the three dots icon in the upper right corner if you are using Android).
- Select «Company tools» and then «Absence message».
- Activate the «Send absence message» option .
- In «Message», tap on the message to edit it, and then choose «Save».
- You can configure the time you want to send it and the recipients who will receive it.
2. Are there significant differences between the auto-reply features in WhatsApp Business for Android and iOS?
The auto-reply features in WhatsApp for Android and iOS are basically the same, but may have slight differences in their implementation and the customization options available.
This varies according to the phone version and the application you are using. However, with the guide we have given you in this article, you can easily follow the automatic message settings and start using them.
3. Is it safe to grant access to notifications to third party applications in WhatsApp?
When granting access to notifications to third-party applications in WhatsApp it is important to always review the security and privacy settings. It is important to make sure that third-party apps are trusted and well rated by users before giving them access.
Carefully read the permissions requested by the application and consider whether you are willing to share that information with the developer.
