How to Create WhatsApp Business Labels and Use Them?

13 Min Read

Written by

Piyush

Published on

April 18, 2023

Navigating the world of customer communications on WhatsApp can be overwhelming. But fear not—WhatsApp Business Labels are here to guide you. They’re like a digital compass, helping you streamline interactions and keep track of crucial conversations. Whether you’re juggling inquiries, managing orders, or segmenting customers for targeted campaigns, labels organize your chats into easily navigable sections, ensuring quick retrieval and response. 

This guide will teach you the step-by-step guidelines for creating and customizing these labels on WhatsApp Business and discuss strategic ways to use them to enhance customer engagement. Let’s get your messages in order and ensure your customer relations flourish with WhatsApp Business Labels.

What is WhatsApp Business Label?

WhatsApp Business Labels are an essential feature of the WhatsApp Business app, designed to help small and medium-sized businesses organize and manage their customer interactions more effectively. As a company grows, so does the complexity and volume of its communications. Without a system to categorize and prioritize messages, businesses can easily miss essential customer queries or fail to follow up promptly. This is where WhatsApp Business Labels come into play.

Purpose and Functionality

WhatsApp Business Labels’ primary purpose is to allow business owners to tag and categorize their chat conversations into groups based on predefined or custom criteria. This organization tool helps sort chats according to topics such as “New Orders,” “Pending Payments,” “Support,” or any other category relevant to the business. Each label can be assigned a unique color, making it visually simple to distinguish between different types of messages at a glance.

Why Should You Use WhatsApp Business Labels?

Using WhatsApp Business Labels can significantly enhance the efficiency and effectiveness of your customer communication strategy. Here’s a deeper dive into why incorporating this feature into your business practices is beneficial:

  • Improved Organization and Accessibility

WhatsApp Business Labels help organize customer interactions into meaningful categories, making navigating and managing large volumes of messages more accessible. For instance, labels like “Pending Orders,” “Support,” and “Completed” allow you to instantly access relevant conversations without scrolling through hundreds of messages. This organized system saves time and reduces the cognitive load on your team, allowing them to focus on providing high-quality customer service.

  • Enhanced Customer Service

With labels, you can prioritize urgent customer queries by marking them with specific tags like “Urgent” or “High Priority.” This confirms that critical issues are addressed promptly, improving response times and customer satisfaction. Additionally, labels allow you to track the status of ongoing conversations, making follow-ups more systematic and less likely to be overlooked.

  • Streamlined Communication Process

Labels can streamline processes across different departments within your business. For example, a label named “To Be Reviewed by Support Team” can help route messages directly to the relevant team, ensuring that the appropriate personnel resolves customer queries. This speeds up the resolution process and prevents the mishandling of customer issues.

  • Customization and Flexibility

WhatsApp Business allows for extensive label customization. You can make labels that resonate with your business operations and customer interaction styles. Whether it’s “New Lead,” “Feedback,” “Refund Processed,” or any other specific operation, the ability to create and assign these labels as needed provides excellent flexibility, helping tailor the management tool to your particular business needs.

  • Metrics and Performance Analysis

Organizing chats with labels can also help you analyze customer interaction patterns and measure the performance of various customer base segments. For instance, by reviewing all chats labeled with “Feedback,” you can quickly gather customer sentiments and identify areas for improvement. Similarly, labels like “Repeat Customer” can help you understand retention rates and strategize how to enhance customer loyalty.

  • Integrating with Automation Tools

For businesses using automation tools like Chatbot.team, labels can be crucial in automating and enhancing customer interaction. Automated systems can be programmed to assign labels based on messages or customer data content, triggering specific workflows or responses. This integration makes managing customer communications seamless and highly efficient.

How to Create Labels in WhatsApp?

Creating labels in WhatsApp Business is straightforward. Here, we show you how to make WhatsApp labels on Android and iPhone. 

Create Labels in WhatsApp on Android

Setting up labels in WhatsApp Business on an Android phone is simple. Follow these steps to create and use labels effectively:

1. Open WhatsApp Business

Launch your WhatsApp Business app on your Android device. Ensure you use the latest app version to access the most updated features.

2. Access the Chats Tab

Navigate to the ‘Chats’ tab, where all your message threads are visible. This is where you’ll manage and organize your conversations.

3. Select a Chat

Choose a chat to which you want to apply a label. You can select a chat by pressing and holding on to any conversation until it gets highlighted.

4. Tap the Label Icon

With the chat selected, look at the app’s top bar, where you will see multiple icons. Tap on the label icon, which typically looks like a tag.

5. Create a New Label

If you haven’t created any labels, tap ‘New Label’. You will be prompted to type in the name for your new label. Type the desired name, choose a color, and tap ‘Create.’

6. Apply the Label

After creating your label, it will appear in the list of available labels. Tap on the newly created label to apply it to the selected chat. You can apply numerous labels to the same chat if needed.

7. Manage Labels

To manage or edit your existing labels, navigate to the main chat screen, tap the three dots in the upper right corner, and choose ‘Labels.’ Here, you can see all your labels. Tap on a label to view all chats associated with it, or press and hold a label to edit or delete it.

8. Search by Label

You can quickly find all messages associated with a particular label by entering the label name in the WhatsApp search bar. This makes it easy to access all related conversations under a specific category.

Create Label in WhatsApp on Iphone:

To efficiently manage your conversations on WhatsApp Business using an iPhone, you can easily create labels through a simple process. Follow these steps to make managing your chats easier on your updated iPhone:

1. Open WhatsApp Business

First, launch the WhatsApp Business app on your iPhone. Ensure that you are using the latest version of the application to access all its latest features and improvements.

2. Access Settings

Navigate to the chat that you want to label. Swipe left on the chat to reveal options. Tap on “More” (represented by three dots) to open additional settings.

3. Manage Labels

From the options presented, select “Label Chat.” This opens a new menu where you can manage your existing labels or create new ones.

4. Create a New Label

If the desired label doesn’t exist, tap “New Label.” You will be prompted to name your new label. Choose a name that clearly describes the category or status you wish to assign to this chat, such as “New Customer,” “Pending Inquiry,” etc. You can also select a color for the label to help you visually differentiate between categories at a glance.

5. Save the Label

After typing in the name and choosing a color, tap “Save” to create your new label. The label has been created and can be applied to any chat.

6. Assign the Label to Chats

Once the label is created, you will return to the “Label Chat” screen, where your new label and any existing labels appear. Tap on the label to assign it to the chat. You can assign many labels to the same chat if needed.

  • Access Labeled Chats

To view all chats under a specific label, go to the main chats screen. Press the three dots to access the main menu. Select “Labels,” then tap on the label you wish to view. This will display all chats tagged with that label.

How To Apply WhatsApp Labels To Chats?

To label your chats using WhatsApp Business Labels, update your WhatsApp Business app to the latest version. This will ensure optimal performance and access to the latest functionalities.

1. Open WhatsApp Business App

Start by launching the WhatsApp Business app on your smartphone. Make sure you’re logged into your business account.

2. Select the Chat

Navigate to the ‘Chats’ tab. Scroll through your list of conversations and choose the chat to which you want to apply a label.

3. Access Chat Options

Tap and hold the chat until it’s selected. A new menu bar will pop up at the top of the screen.

4. Tap the Label Icon

Look for the label icon at the top of the screen, which typically looks like a tag. Tap on this icon to open the labeling options.

5. Choose an Existing Label or Create a New One

  • If you need to create a new label, tap ‘New Label.’ Enter the name for your new label and select a color if desired, then tap ‘Save.’
  • If you’ve already created labels, you’ll see them listed in a pop-up menu. Simply tap on the label(s) you wish to apply.

6. Apply the Label

After selecting or creating a label, it will be applied to the chat. You can tap multiple labels to categorize a chat under various topics.

7. Manage Labels:

If you need to edit or delete labels, or if you want to view all chats under a specific label, go to the main chat screen. Click on the three dots and choose ‘Labels,’ and you will see your list of labels. From here, you can manage everything related to your labels.

How to Sort Labels in WhatsApp?

Organizing and controlling tags on WhatsApp Business is a simple way to sort your chats efficiently. Below is an easy walkthrough on how to manage your tags with an up-to-date device:

  • Open WhatsApp Business

Start by launching the WhatsApp Business app on your smartphone.

  • Access Labels Section

Tap on the three dots at the top right corner of the app to open the menu. From the dropdown menu, select “Labels.” This will take you to the Labels screen, which lists all your created labels.

  • Viewing Chats Under a Label

Tap on any label to see all the chat conversations tagged with it. This helps you quickly access all messages related to a specific category.

  • Editing Labels

If you need to change a label’s name or color, tap the label to open it, then tap the three dots icon in the upper right corner. Choose “Edit” from the menu. You can modify the label’s name and select a different color here.

  • Click on Save

Tap “Save” once you have made the changes.

  • Deleting Labels

To delete a label, follow the same steps as editing, but instead of tapping “Edit,” select “Delete.”

WhatsApp Business Labels Examples for the Customer Organization

WhatsApp Business Labels are an indispensable tool for structuring and navigating your multitude of customer interactions. By categorizing conversations, you can significantly enhance response efficiency and ensure no customer is overlooked. Below are several practical examples of how businesses might use WhatsApp Business Labels to organize their customer communications effectively:

  • New Inquiry

Labeling new inquiries immediately can help you prioritize initial responses and ensure that first-time contacts are handled promptly and effectively. Potential customers asking about your products or services for the first time could be included in this label.

  • Pending Payment

Use this label for conversations involving transactions where payment has not yet been completed. It helps you quickly follow up with customers who need a reminder or additional information to complete their purchase.

  • Order Processing

This label can be applied to conversations about orders currently being processed. It helps track orders in different fulfillment stages and allows for easy monitoring and updating of customers on their order status.

  • Shipping Updates

For e-commerce businesses, keeping customers updated on their shipping status is crucial. Label chats with “Shipping Updates” to segregate all delivery-related communications, making it easier to provide timely updates and respond to shipping inquiries.

  • Issue Resolution

Customer issues or complaints should be addressed swiftly and efficiently. A label like “Issue Resolution” can be dedicated to tracking these interactions, ensuring that they are prioritized and resolved to maintain customer satisfaction.

  •  Feedback and Reviews

After a purchase or interaction, tagging chats where customers provide feedback or reviews can help gather valuable insights into your business’s performance. This information can be critical for quality assurance and service improvement.

How to Use WhatsApp Business Labels with Chatbot.team

Integrating with the Chatbot.team for WhatsApp Business Labels can transform your customer engagement. This powerful tool automates label assignment, ensuring each customer interaction is tracked and categorized effortlessly. With advanced analytics, pinpoint trends and areas for improvement at a glance. Chatbot.team’s customizable workflows enable you to respond swiftly and accurately, enhancing customer satisfaction. The seamless integration process means you’re up and running quickly, focusing more on growth and less on manual sorting. 

Here’s a detailed breakdown of each step required to set up and utilize WhatsApp Business Labels through Chatbot.team:

1. Need a New Number for Business Account

To start using WhatsApp Business API through Chatbot.team, you will first need a dedicated phone number. This number should not be currently registered with WhatsApp. Using a new number helps avoid disrupting your personal or business communications and ensures compliance with WhatsApp’s policies.

2. Talk to the Salespersons About Your Requirements

Once you have a new number ready, the next step is to contact the Chatbot.team’s sales team. Discuss your specific needs, including how many messages you anticipate sending and receiving and any required features, such as automation or advanced analytics. The sales team will assist you in understanding the service packages that best fit your business needs and guide you through the setup process.

3. Need Legal Documents

To use WhatsApp Business API, you’ll need to provide specific legal documents that verify the legitimacy of your business. These documents typically include your business registration, proof of business address, and possibly some owner identification. These requirements may differ based on place and business structure, so preparing these documents in advance is essential.

4. Onboard the Number on the Chatbot.team Panel as WhatsApp Business API

After verifying your account and all necessary documents are approved, you will onboard your new business number onto the Chatbot.team panel. This process involves integrating your number with the WhatsApp Business API, facilitated by Chatbot.team. They will assist in setting up the API connection, ensuring that your number is registered accurately and that you can share and receive messages through WhatsApp.

5. You Are All Set to Use WhatsApp Business Label Through Chatbot.team

With the WhatsApp Business API active, you can now use WhatsApp Business Labels through the Chatbot.team. This feature lets you categorize and manage your chats within the Chatbot.team dashboard. You can create labels such as “New Customer,” “Pending Payment,” “Order Completed,” and more to organize your interactions efficiently.

Bottom Line!

Businesses benefit greatly from using WhatsApp Business Labels to improve efficiency and customer communication. Pairing these labels with sophisticated tools like Chatbot.team elevates customer service quality, maintaining a high standard in managing every interaction with customers.

About Author

Piyush

Piyush

Content Marketing Strategist at Chatbot.team

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