WhatsApp Auto Reply: How to Set Up Automated Messages on WhatsApp

Being available for your customers on WhatsApp 24/7 is very difficult. But what if there is a way to keep your customers engaged all around the clock without hiring extra team members? This can be achieved by setting up WhatsApp auto-reply messages. These automated messages will help you answer some of the repetitive questions you get immediately.

In this comprehensive guide, we will talk about WhatsApp auto-reply, its benefits, best practices to keep in mind, and finally how to set it up for your business. Let’s begin.

What is WhatsApp Auto Reply? #

WhatsApp auto-reply is a feature that allows businesses to send automated responses to messages received on WhatsApp.

Benefits of WhatsApp Auto Reply for Businesses #

Let’s touch on some of the benefits of setting up automated messages on WhatsApp:

1. 24/7 availability: This means that even when your team is offline, your clients can still receive immediate responses to their inquiries.
2. Improved customer experience: Automated responses can provide clients with instant information, reducing wait times and enhancing their overall experience.
3. Efficiency and productivity: By automating routine responses, your team can focus on more complex tasks that require human intervention. This can significantly boost productivity and efficiency within your organization.
4. Consistency in communication: Auto-replies ensure that all clients receive consistent information, reducing the risk of miscommunication and errors.

Limitations of Auto Reply for WhatsApp Business #

WhatsApp auto-replies can be very helpful, but they won’t be a perfect solution for every situation. Here are a few limitations you should consider:

1. Lack of personalization: Basic auto-reply features can feel impersonal if overused. While they provide instant communication, they may not always meet the expectations of clients looking for a more personalized touch.
2. Limited features in the Business app: The WhatsApp Business app offers simple, straightforward functionality. However, as your business grows and communication scales, the app’s limitations become apparent. For more customization, integration, and automation, the WhatsApp Business API is required.
3. Can’t handle complex queries: Auto-replies work great for simple inquiries but fall short when dealing with more complex customer queries or issues.

Sending Automatic Messages: WhatsApp Business App vs API #

Businesses have two main options when it comes to setting up auto-replies: the WhatsApp Business App or the WhatsApp Business API. Both have their strengths and weaknesses, depending on your company’s size and needs. Let’s look at this table of comparison of the two options:

The WhatsApp Business app is great for small businesses looking for a simple solution to automate responses and manage customer inquiries. However, as your business grows, you’ll likely need the advanced automation, customization, and team collaboration features available the WhatsApp Business API. With plenty of advanced features that are available with the API, it will make the process of automating messages on WhatsApp much easier.

How to Set Up WhatsApp Auto Reply #

Let’s discuss how you can set up automated messages on both the Business app and the API. Let’s start with the Business app:

Setting up Auto Replies on the Business App #

On the Business app you can start by creating a business account. From your Settings, go to Business tools. There you will find options to create auto-replies such as greeting messages, away messages, and quick replies.

Setting up Auto Replies on the API #

For larger businesses that require more advanced features, the WhatsApp Business API is the way to go. Here’s how to set it up:

1. Choose a Meta Business Partner #

Since the API doesn’t have a user interface, you’ll need to work with a Meta Business Partner like Rasayel.

2. Set up your WhatsApp Business account: #

The next step is to set up your WhatsApp business account and connect it to the WhatsApp Business API.

3. Create an Auto Reply Message: #

Once your WhatsApp account is connected, navigate to the auto-reply settings within Rasayel.

Compose your desired auto-reply message. You can customize the text, add emojis, and even include variables to personalize the message based on the sender’s name or other information.

Decide when you want the auto-reply to be active. You can set it to be always on, or you can schedule specific time intervals.

WhatsApp Automated Messages Examples #

Automating messages on WhatsApp can help provide your customers with a better customer support experience by sending them personalized responses. Below are examples of common auto-reply messages that businesses can use:

1. Greeting Messages #

A greeting message is the first interaction with a client after they contact you. It’s a great opportunity to set expectations and welcome them to your business.

Example:

“Hi! Thank you for contacting [Your Business Name]. We’ll be with you shortly.”

2. Away Messages #

Away messages inform customers when you’re not available. They’re particularly useful for after-hours inquiries.

Example:

“We’re currently out of the office but will respond to your message by [specific time].”

3. Lead Nurturing Message #

If a potential lead contacts you outside business hours, you can still engage them by providing useful information or links to relevant resources.

Example:

“Thanks for reaching out! While we review your inquiry, check out our [link to resources] to learn more about how we can help your business.”

Best Practices for WhatsApp Auto Reply #

It’s always good to keep these best practices in mind when implementing WhatsApp auto-replies:

1. Set clear expectations #

Let your customers know when they can expect a response. For example, “We’ll get back to you within 24 hours.”

2. Be transparent #

If you’re experiencing high volumes of inquiries, be honest about potential delays. Transparency builds trust.

3. Personalize your messages #

Use variables like the client’s name to make your messages feel more personal and less robotic.

**4. Keep it short and sweet #

Your auto-reply should be concise and to the point. Avoid long-winded messages that can overwhelm the recipient.

5. Update regularly** #

Regularly review and update your auto-replies to ensure they remain relevant and accurate.

Examples of Companies Using Auto Reply #

To showcase the impact of WhatsApp auto-reply, let’s look at some real-life examples of businesses using the auto reply feature on WhatsApp to engage with customers:

Modanisa #

Modanisa, an e-retailer of modest fashion garments with operations across the world, decided to use WhatsApp auto-reply for frequently asked customer queries, such as tracking orders, returning products, and size enquiries. This, in turn, freed the customer service representatives to help customers with more complex queries, thus increasing customer satisfaction while reducing support costs.

Isaac Luxe #

Isaac Luxe is a luxury brand fashion company. Due to network issues, they used to lose messages quite a lot. WhatsApp auto-reply with retry feature helped them to recover almost the majority portion of lost messages. Whatever messages were lost could reach customers, which in turn helped to increase sales.

MANAV RACHNA #

Manav Rachna ranks among the most popular universities in India. Manav Rachna had to deal with the problem of managing the influx of inquiries by students. They did so with a WhatsApp chatbot integrated with auto-response. The chatbot sorted their general queries, saving time for the admission counselors and streamlining the entire process of admission.

Zinque Patisserie #

Zinque Patisserie is located in Mumbai, India and is a French patisserie that used WhatsApp auto-reply well to address frequently asked questions, confirm orders and provide promotions. The organization has seen an increase in customer satisfaction levels as well as operational efficiency.

Conclusion #

WhatsApp auto-reply is a powerful feature that can help businesses improve their communication with their customers, and boost efficiency of their team. By implementing auto-replies, you can ensure that your clients receive timely responses, even when your team is unavailable. If you follow what we discussed in this article, you’re on your way to get the most out of this excellent feature. Good luck.

Frequently asked questions #

About the author

Omar Nabil

Omar Nabil, a former programmer, discovered his passion for writing while working on websites. Combining analytical thinking with creativity, he crafts brand stories that emotionally resonate and inspire action.

@Omar Nabil on LinkedIn