Discover how to set up automatic replies on WhatsApp effortlessly by getting practical steps to enhance your communication with your customers.
Auto-reply messages allow you to engage with your customers outside of business hours using automatic replies you set up yourself. Plenty of apps and services offer this type of business communication tool, but one of the best is WhatsApp auto-reply. If you aren't already, you should be taking advantage of this automated message system.
WhatsApp auto-reply messages are sometimes (and incorrectly) seen as the preserve of large businesses or corporations. However, this isn't the case, and you can use the WhatsApp business app if you're a small or medium-sized business or a startup to boost your business profile with automated responses and customer conversations.
We're going to show you how to use the WhatsApp auto-reply feature, and we'll also provide you with actionable examples that offer endless possibilities for automated messages. All you need to do is follow these examples of WhatsApp activity to take advantage of automatic quick replies, and you'll be able to adapt them for your own use easily.
What are WhatsApp auto-reply messages?
Using your WhatsApp Business account, you can create predefined messages that are automatically sent in response to incoming communications; these are your WhatsApp auto-reply messages. We'll cover the specific types of messages used later, so let's examine some of the most important benefits they offer.
- By reacting immediately to customer messages, your users feel acknowledged thanks to a rapid response time.
- WhatsApp auto-reply messages are available 24/7. This means that all you need to maintain business communication at all times is an active internet access.
- You can use automated replies as a lead generation tool, directing prospective clients towards booking an appointment or exploring your company's services.
- Imagine the time it would take to manage all your incoming messages at your business. WhatsApp auto-reply allows you to save much of this time by automating customer interactions.
How to set up Auto Reply WhatsApp messages
It's easy to get set up with your automated replies and away messages, all you need to do is follow these instructions:
1. Set up Away Messages:
- Go to Settings > Business tools > Away message.
- Toggle "Send away message" ON.
- Tap on the message to customize your auto-reply (e.g., "Thanks for your message! We're currently closed.").
- Under "Schedule," choose when to send: "Always send", "Custom schedule", or "Outside of business hours" (based on your set business hours).
- Select recipients (e.g., "Everyone").
- Save.
2. Set up Greeting Messages:
- Go to Settings > Business tools > Greeting message.
- Toggle "Send greeting message" ON.
- Customize your welcome message for new contacts.
- Choose recipients.
- Save.
3. Use Quick Replies (for manual swift responses):
- Go to Settings > Business tools > Quick replies.
- Tap "+" to create a new one, add your message and a shortcut (e.g., /thanks).
- In a chat, type / and select your quick reply.
Our top 5 examples of automated messages & automatic replies
Each of these five examples of auto-reply communications, all available via the WhatsApp Business app, will help you to cultivate better relations with your customers without needing a dedicated support team. Just remember this: to ensure your responses engage your customers, make sure you log each response and schedule follow-up meetings with your Calday account when appropriate.
Example 1: The greeting and booking prompt
Whenever a customer messages you for the first time you need an automated greeting/booking answer ready to respond to them. This message should address your potential client warmly and provide one or more links to your services or booking pages.
Here's a good example. Imagine a potential client on WhatsApp wants to learn more about your company's key features and services:
Why does this message work? Because this communication provides multiple options, allowing potential clients to both schedule a meeting and also check out your product or service's key features. This automated message is also flexible and provides multiple routes for your customers to get engaged with your business profile.
Example 2: The away message
You don't want to miss out on clients if someone messages you outside of business hours. An away message auto reply can inform customers of your business hours, take note of their interest, and provide them with a means to custom schedule a follow up meeting.
For example, let's say that a client messages you outside of your regular business hours:
What's great about this WhatsApp business message is that it saves valuable time for your client by providing plenty of options for them to take action. It also allows them to manage their expectations about how you will communicate, and finally; it also offers a meeting link, ensuing your away message can lead to further engagement.
Example 3: Service inquiries and bookings
If you work in a niche industry where customers are likely to require very specific services, then you need auto-messages that will assist their inquiries. These messages should also support appointment booking, to ensure your potential client is as informed as possible about what you do.
Let's say that one of your contacts wants to know if you offer a specific service:
Now this can be tricky as you may need to tap keyword triggering to ensure that users receive the right conversation response. However, it's well worth it, and Calday can help you out by activating custom booking pages based on the services you offer that can send auto replies as well.
Example 4: WhatsApp Business app as a filtering business tool
WhatsApp business can also act as your own Android or iPhone receptionist, complete with intelligent responses that work dynamically. It can, for example, engage in conversation with personal contacts working in different areas (like sales and support) and collect information from them, or forward them to the right chats.
Let's say a personal contact or client messages you via WhatsApp chats with a non-specific inquiry, and you have to tap the right people in response:
Are you interested in new services (type 'Sales')?
Do you need support for an existing service (type 'Support')?
Or are you looking to book an appointment (type 'Book')?
For an immediate booking, visit: [Your Calday Booking Link]. We'll connect you with the right team shortly!
The great thing about this type of personal response on WhatsApp Business is that you can personalise it to a high degree. For maximum effect, it's a good idea to edit your responses and include a link to your customised Calday booking links to ensure no potential meetings go amiss.
Example 5: Turning data collection into lead generation
Finally, you can use automated replies to boost your businesses' data collection, which should help to generate leads and new potential clients. The information you collect can also be processed directly into your customer relationship manager (CRM) tool.
For example, a new potential lead messages you, and you want to use a short survey to screen them before a human takes charge:
While we process your details, you can also explore our services and book a discovery call directly through Calday here: [Your Calday Booking Link]. We're excited to connect!
The great thing about this automatic reply is that it gives you control; you set the information you want and you screen the time wasters out during the process. There are endless possibilities here, but we always recommend that you offer potential leads a booking link via Calday too as it will further assist you in the screening process.
Combine WhatsApp Auto Reply with Calday scheduling
The WhatsApp business app is a great tool for automatic replies and generating away messages, but you can't rely on it to take contacts from your address book and turn them into leads. To make sure you make the most of your network, you need a dedicated scheduling app; you need Calday.
Our app is one of the best currently available, packed full of new features and customization options at the pocket-friendly price of just $10 per month on our premium plan. Make sure you never miss another interaction or appointment, and sign up with us today to take advantage of stress-free scheduling.
