WhatsApp Automation: How It Works, Benefits, Use Case + 10 great Examples (Updated 2024)

12 Min Read

Written by

Raneya Selina

Published on

April 18, 2023

whatsapp-automation
Whatsapp Automation

Welcome to the digital age, where businesses constantly innovate to enhance client communication and streamline processes. In this era, with its staggering 2 billion active users worldwide, WhatsApp has emerged as a powerful platform for client engagement. WhatsApp automation, a game-changing strategy, is the key to unlocking the full potential of this vast platform, revolutionizing communication like never before.

If you are new to this term, don’t worry—we’ve got you covered! This blog post will demystify WhatsApp automation, explaining its simplicity, how it works, and its advantages. We will also offer compelling use cases with examples to assist businesses in understanding how they can leverage this technology. You’ll see just how easy it is to implement and start reaping the benefits of WhatsApp automation.

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What is WhatsApp Automation?

WhatsApp Automation refers to using WhatsApp tools or software to automate messaging and interaction on WhatsApp. WhatsApp automation simplifies client support, promotional messages, and reminders by automating boring tasks. By incorporating WhatsApp Automation, businesses can save time and resources while boosting their replies and enhancing client satisfaction.

How Does WhatsApp Automation Work?

WhatsApp automation integrates WhatsApp with a business’s interaction systems through the WhatsApp Business API or the WhatsApp Business Application. This incorporation lets companies set up predefined instructions and activation for sending automated messages. For example, a client sending a message outside business hours can get an automated response that the business will contact them the next day. More difficult automation can add interactive chatbots to manage interaction, appointments, bookings, and transactions.

1. Chatbots

Chatbots have a bold impact on WhatsApp automation. These automated conversational agents can know and reply to user queries and commands. It offers clients immediate responses through WhatsApp by enabling machine learning algorithms and Natural Language Processing technology.

2. Personalized Communication

WhatsApp automation also allows businesses to customize their communication with clients. By incorporating client data, such as names or order details, companies can share personalized messages that create a more engaging and customized experience for their clients.

3. Notifications and Updates

WhatsApp automation lets companies share automated notifications and updates with their clients. These could include crucial announcements, event reminders, order status updates, or other use cases.

Conversational Application

Conversational applications are computer programs that deliver various user experiences, like mobile applications. However, instead of being a standalone application on your phone, conversational applications work within messaging channels like WhatsApp.

Benefits of WhatsApp Automation

Before you integrate WhatsApp automation into your business, it’s crucial to understand its advantages. WhatsApp automation can save your reply time, keep your business operating 24/7, and boost engagement to 5x more users. These advantages make it a strategy worth considering.

1. Save Your Reply Time

Approximately 49% of businesses agree that Marketing automation has assisted them in eliminating time-wasting tasks. With WhatsApp automation, you can effortlessly lower your reply time with automated responses to familiar clients’ queries. This boosts your efficiency and frees up your time for more pivotal tasks, relieving you of the burden of repetitive messaging.

2. Keep your Business Operating 24x7

By facilitating preset replies, you can keep your business active 24×7, even during weekends and holidays. Users will get an automated response to their questions whenever they share a message.

3. Boost Engagement to 5x More Users

WhatsApp has a five times higher engagement rate than emails and SMS. By automating WhatsApp messages, you can enhance fivefold the engagement qualities that lead to your company. Just imagine the possibilities and excitement of reaching out to more clients and getting them actively engaged with your business.

7 Best Use Cases of WhatsApp Automation for Businesses

WhatsApp automation can be applied in various scenarios across different industries:

1. Automate Payment and Event Reminder Notification on WhatsApp

Automating payment reminders on the WhatsApp application can triple payment volume. Sometimes, users unintentionally forget to make their payments. It does not matter whether it is an EMI, school, college, car loan, or subscription fee. Automating a payment reminder WhatsApp message benefits you by allowing you to collect three times more payments in less time.

2. Setup Welcome Message and Quick Responses

Users who get a welcome or onboarding message are approximately 33% more likely to engage with your companies. A warm welcome goes a long way in assisting you make a good impression on the user’s mind about your company. Hence, when a user signs up on your website, says a “Hi” on WhatsApp, or makes their first purchase, automate a Welcome message that assists in providing them with your business offering and delivering a list of actions they can perform.

3. Restore 45-60% of Abandoned Carts

One of the excellent use cases of WhatsApp Business Automation is sharing Abandoned Cart Recovery Notifications on WhatsApp.

80% of clients bag items in their cart but abandon their purchase at the payment page, which implies that 8 out of 10 users who include items in their carts would not end up purchasing. However, an easy trick can recover 45-60% of Abandoned Carts. You only have to automate the Abandoned Cart Notification on WhatsApp with a casual reminder for users to finish their purchase. Also, sending Abandoned Cart notifications on WhatsApp has been profitable for your clients.

4. Share Live Delivery Updates on WhatsApp

97% of clients expect real-time visibility of their order shipments, with live delivery tracking status, updates, and notifications. Automating these WhatsApp notifications will make you a trustworthy brand for users. This is because users understand that they will get a confirmation on WhatsApp whenever they buy a product or request a refund.

4. Automate Sales and Clients With the WhatsApp Chatbot

A WhatsApp Chatbot is a Chatbot that features on WhatsApp, answering clients’ queries, finishing sales, and collecting user attributes on WhatsApp. It works just as a client support agent, providing a humanized experience 24/7 for your business.

4. Deliver Powerful After-Sales Support

The numbers suggest that 96% of clients leave a brand if it does not offer quality client support. After-sales support is crucial to boost clients’ loyalty and retention to your brand. You can set up automated replies and preset replies for questions that users might get after purchasing your products and services.

4. Streamline Internal Interaction

  1. Streamlined Onboarding: Welcome new employees with automated messages outlining company policies, benefits, and essential information, making the onboarding process smoother.
  2. Shift Schedules and Attendance: Automate shift schedules and track attendance through chatbots, reducing administrative burdens for HR departments

10 Examples of WhatsApp Automation

WhatsApp, boasting over 2 billion users, has become an essential communication tool. However, managing countless messages can be overwhelming. This is where WhatsApp automation steps in, streamlining processes and saving you valuable time. Let’s explore ten compelling examples of how automation can revolutionize your WhatsApp experience:

1. Welcome and Away Messages

Set automated greetings for new contacts, business launches, or other reasons. Away messages let users inform you when you are unavailable, handling expectations and offering alternative contact options.

2. Order and Deliver Update

E-commerce businesses can enable automation for order confirmation, shipping details, and even delivery updates. Clients appreciate recent information, which promotes trust and lowers inquiries.

3. Fast Reply

Make pre-written replies to often-asked questions like FAQ. It empowers the fast resolution of common queries, enhancing the efficiency of the client’s services.

4. Feedback and Questionnaires

Collect valuable client insight through automated feedback requests or surveys. It lets you catch areas for boost and customize your offering to serve your audience better.

5. Reminders of Appointment

Lower no-show appointments and simplify scheduling with automated appointment reminders. It can add details such as date, time, and location, ensuring everyone’s on the same page.

6. Market Campaigns

Get a wider audience with targeted marketing campaigns. Segment your contact numbers and share promotional messages or special offers, encouraging brand awareness and driving sales.

7. Abandoned Cart Restore

Retrieve lost sales with automated reminders for abandoned carts. A gentle reminder to clients of forgotten items can quickly improve conversion rates

8. Payment Reminder

Share automated payment reminders to ensure timely settlements. This can boost cash flow and decrease the need for manual follow-ups.

9. Customized Product Suggestion

Facilitate client data for tailored product suggestions. This can be particularly efficient in e-commerce, recommending items based on past purchases or searching history, boosting client satisfaction and sales.

10. Chatbot for 24/7 Assistance

Employ an AI-powered chatbot to supervise basic questions and offer round-the-clock client support. It releases human agents for more complicated problems, improving overall service quality.

How to Automate WhatsApp messages: WhatsApp Business App & WhatsApp Business API

Automating WhatsApp messages can significantly enhance your business’s customer engagement and streamline communications. There are two main tools you can use to automate messages on WhatsApp: the WhatsApp Business App and the WhatsApp Business API. Each tool has its specific uses and limitations. Let’s learn how to automate WhatsApp Messages using the WhatsApp Business App and WhatsApp Business API.

WhatsApp Automation With WhatsApp Business App

The WhatsApp Business App is specifically for small to medium-sized companies to enable interaction with clients. It lets the automation of chats like greetings, always messages, and fast replies. Here’s how you can start automating messages using the WhatsApp Business App:

  1. Set up automated greetings: Send a welcome message when customers contact you for the first time.
  2. Create quick replies: Save and reuse messages you frequently send so you can easily respond to common questions.
  3. Use away messages: Let customers know you’re not available by setting up messages to be sent automatically during your off hours.

Limitations of WhatsApp Automation with WhatsApp Business App

While useful, the WhatsApp Business App does have some limitations:

  1. Limited to one device: The app can only be active on one smartphone at a time, which can be restrictive for larger operations.
  2. No advanced automation: The app does not support complex automation workflows. It only offers basic automation features like greetings, quick replies, and away messages.
  3. Scalability issues: It might not be suitable for larger businesses or those with high volumes of messages.

WhatsApp Automation with WhatsApp Business API

For larger businesses or those requiring more advanced features, the WhatsApp Business API is the better choice. This tool allows for more sophisticated automation and integration with existing business systems. You can create chatbots to answer FAQs, send automated responses, and even route complex inquiries to agents. Here’s what you can do with the WhatsApp Business API:

  1. Integrate with customer service software: Automatically sync with your CRM system to provide seamless customer support.
  2. Automate various types of messaging: Beyond simple replies, you can automate alerts, notifications, and even conduct customer surveys.
  3. Handle high volumes of messages: Designed for scalability, the API can support a large number of messages being sent and received simultaneously.

Using the WhatsApp Business API requires approval from WhatsApp, and it may involve more complex setup and maintenance. That’s Why we have compiled a list of best WhatsApp Marketing Software of 2024.

Prerequisites to Use WhatsApp Business Automation

Before you can start automating WhatsApp messages using either the WhatsApp Business App or the WhatsApp Business API, there are several prerequisites you need to meet. These requirements ensure that your business is prepared to utilize WhatsApp’s features effectively and comply with its policies.

  1. Business Phone Number: You will need a dedicated mobile phone number for your business. This number should not be used for personal WhatsApp accounts.
  2. Verified Business Account: To access the WhatsApp Business API, your business must be verified by WhatsApp. This involves a review process where you must prove the authenticity of your business.
  3. Customer Consent: Ensure that you have obtained explicit consent from your customers to contact them via WhatsApp. This is crucial for compliance with WhatsApp’s usage policies and data protection regulations.
  4. Compliance with Policies: Similar to the Business App, you must ensure all customer communications comply with WhatsApp’s policies and data protection laws. You also need to maintain records of customer consents for communication.
  5. WhatsApp Automation Tool: Simple WhatsApp automation can be done through WhatsApp business app but If you’re looking to leverage the WhatsApp Business API and need a more user-friendly interface or additional features like advanced chatbots and automation workflows, you might consider using a WhatsApp Automation tool. Chatbot.team is an excellent option as it offers comprehensive solutions tailored to enhance customer engagement through sophisticated automation and integration capabilities. This can simplify the process of setting up and managing your WhatsApp communication strategies.

How to Use WhatsApp Automation Using Chatbot.team: A Detailed Guide

Our team provides an advanced automation framework to optimize communication via WhatsApp. We help you integrate effortlessly with the WhatsApp Business API, which offers various features, from simple auto-replies to bot communication.

Sign Up for Chatbot.Team

The first step to accessing the capabilities of Chatbot.team is to sign up for their services. Visit their website and look for the sign-up or registration page. You’ll likely need to provide basic business information and contact details. This step is usually straightforward and guided by on-screen instructions.

Tell Your Requirements to Chatbot.team's Representative

Once registered, you’ll be put in touch with a representative from chatbot.team. This is your opportunity to discuss your specific needs and expectations. Whether it’s scheduling automatic replies, sending out notifications, or managing customer queries, let them know what you require from the WhatsApp automation service. This will help them tailor their offerings to suit your business needs precisely.

Onboard Your Business Number

For chatbot.team to integrate WhatsApp automation, you need to onboard your business phone number with their system. This involves verifying your number and granting necessary permissions for them to manage communications on your behalf. This step is crucial as it connects your business with the WhatsApp API through chatbot.team’s platform

Now, Leave All the Thing to the Chatbot.team's Team and Sit Relax

After your business number is onboarded and your requirements are clear, the team at chatbot.team will take over the setup process. They will implement the necessary automation workflows based on the needs you’ve specified. At this point, you can sit back and relax. Their team will handle everything from setting up the automation rules to ensuring that the system operates smoothly. They will also provide ongoing support and adjustments as needed, allowing you to focus on other critical aspects of your business.

Frequently Asked Questions

There are two ways to automate WhatsApp messages:

WhatsApp Business App: This offers basic automation for greetings and away messages. Go to Business tools, then choose Away message and customize your reply. You can set schedules and target recipients.

WhatsApp Business API: For advanced automation like activated messages or chatbots, you’ll need the WhatsApp Business API. This requires a third-party provider and offers more complex features.

Suppose you run an online store. You can automate a WhatsApp message to customers after they abandon their shopping cart. The message could remind them about the items left behind and offer a discount to complete the purchase. It is a typical example of using automation to recover abandoned carts and potentially boost sales.
Selecting the “best” tool depends on your needs. The WhatsApp Business App works for basics. For advanced features, consider providers like Chatbot.team, AiSensy, Brevo, or Zendesk’s Zendesk Sell that use the WhatsApp Business API.
WhatsApp doesn’t offer direct support, so there’s no built-in automation. Businesses can automate replies using the WhatsApp Business App for greetings and away messages. For more advanced automation like chatbots, enterprises need the WhatsApp Business API and a third-party provider.

WhatsApp CRM combines WhatsApp’s power with that of customer relationship management tools. Imagine managing customer chats directly on WhatsApp, with features like:

  1. Centralized contact management for all your WhatsApp interactions.
  2. Automated responses for FAQs and basic inquiries.
  3. Team collaboration to assign chats and track progress.
  4. Analytics to measure customer engagement and improve communication

Frequently Asked Questions

here are two ways to automate WhatsApp messages:WhatsApp Business App: This offers basic automation for greetings and away messages. Go to Business tools, then choose Away message and customize your reply. You can set schedules and target recipients.WhatsApp Business API: For advanced automation like activated messages or chatbots, you’ll need the WhatsApp Business API. This requires a third-party provider and offers more complex features.

Suppose you run an online store. You can automate a WhatsApp message to customers after they abandon their shopping cart. The message could remind them about the items left behind and offer a discount to complete the purchase. It is a typical example of using automation to recover abandoned carts and potentially boost sales.

Selecting the “best” tool depends on your needs. The WhatsApp Business App works for basics. For advanced features, consider providers like Chatbot.team, AiSensy, Brevo, or Zendesk’s Zendesk Sell that use the WhatsApp Business API.

WhatsApp doesn’t offer direct support, so there’s no built-in automation. Businesses can automate replies using the WhatsApp Business App for greetings and away messages. For more advanced automation like chatbots, enterprises need the WhatsApp Business API and a third-party provider.

WhatsApp CRM combines WhatsApp’s power with that of customer relationship management tools. Imagine managing customer chats directly on WhatsApp, with features like:Centralized contact management for all your WhatsApp interactions. Automated responses for FAQs and basic inquiries. Team collaboration to assign chats and track progress. Analytics to measure customer engagement and improve communication

About Author

Raneya Selina

Raneya Selina

Content Marketing Strategist at Chatbot.team

Raneya is a skilled Content Writer with over two years of experience in customer experience. At Chatbot.team, she crafts insightful case studies and analyzes customer data to develop impactful strategies.

Know more about Raneya Selina

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