WhatsApp Automation Guide

Profile Headshot of Kunal Suryawanshi
Kunal Suryawanshi

mins read

May 9, 2024

Why Use WhatsApp Automation?

Key Takeaways

  1. With 200 million active users in 2023, WhatsApp is one of the most used social media platforms and brands are all keen to leverage WhatsApp automation for different business use cases
  2. WhatsApp automation constitutes automated responses, chatbots, broadcasts, integration with other tools etc.
  3. WhatsApp automation is used to reduce the response time, save time and efforts, and increase engagement
  4. Businesses can extend live customer support, send order updates, contact prospects and execute marketing campaigns using WhatsApp automation
  5. WhatsApp marketing softwares like WhatsApp Now by Message Central can be used to enable WhatsApp automation

According to Statista, WhatsApp business got 316 million downloads. This represents a 14% increase from 2023. The monthly active users also reached to 200 million in 2023.

With the integration of automation, WhatsApp has the power to transform the way businesses communicate, market, and engage with their customers. In this comprehensive guide, we will explore the concept of WhatsApp automation, its benefits, use cases, strategies, and the power of WhatsApp Business API. Let's embark on this enlightening journey together.

Understanding WhatsApp Automation

WhatsApp automation refers to the process of using software or integrated tools to automate tasks and workflows on the WhatsApp Business platform. With WhatsApp flows, automating with WhatsApp has become much more powerful.

This includes: -

  1. Automated Responses: Automated responses act as a 24/7 digital assistant, acknowledging customer queries and ensuring no message goes unanswered. Best practices include crafting concise and informative messages that align with the brand's voice and updating them based on feedback.
  2. Chatbots: Chatbots, powered by predefined rules or AI, can guide users, answer frequently asked questions, and even process orders. Their efficiency ensures immediate assistance without the need for human intervention, available round the clock.  
  3. Broadcast Lists: Broadcast lists enable businesses to send bulk WhatsApp messages to a group of recipients without revealing individual identities. This feature is perfect for WhatsApp marketing campaigns, new product launches, or important updates, ensuring maximum reach in minimum time.
  4. Categorizing Conversations with labels: By automatically labeling and categorizing WhatsApp conversations, businesses can prioritize responses, streamline follow-ups, and enhance service efficiency. This organized approach ensures no important lead or customer communication gets overlooked. It can be done using the ‘Tag’ feature in WhatsApp Now of Message Central.  
  5. Team Inbox: A unified platform where the entire team can view, manage, and respond to customer messages fosters collective responsibility, faster resolution, and a cohesive brand voice. The team inbox ensures smooth collaboration and efficient customer support.
  6. Integration with Other Tools: Integration with third-party tools and CRM systems is key to achieving full-scale automation on WhatsApp. By connecting WhatsApp with CRM tools or other platforms, businesses can efficiently manage leads, track conversions, and automate various processes from a unified dashboard.

By automating these tasks, businesses can ensure quicker responses, streamlined processes, and enhanced customer satisfaction.

Why Use WhatsApp Automation?

Infographic Showing Why Use WhatsApp Automation by Message Central.
  1. Reduced Response Time: Automation allows for instant replies to common customer queries, ensuring no message goes unanswered and reducing response time.
  2. Time and Effort Savings: Automating repetitive tasks frees up teams to focus on strategic initiatives and nurturing customer relationships, saving time and effort.
  3. 24/7 Availability: With pre-set responses and automated workflows, businesses can provide round-the-clock support, even during weekends and holidays through WhatsApp messages.  
  4. Increased Engagement: WhatsApp has a higher engagement rate than emails and SMS. With automated messages, businesses can drive 5x more engagement and quality leads.
  5. Improved Customer Satisfaction: WhatsApp's direct and personalized communication capabilities contribute to increased customer satisfaction and loyalty.

Ways to Leverage WhatsApp Business API

The WhatsApp Business API acts as a lifeline for advanced automation on the platform, bridging the gap between businesses and innovative tools. There are two ways to acquire the API: directly from Meta or through a WhatsApp marketing platform like WhatsApp Now by Message Central.

  1. Directly from Meta
    Acquiring the WhatsApp API directly may seem straightforward, but it comes with underlying challenges. For mid-sized businesses, setting it up would require a developer, which can be labour-intensive and technically intricate.
  2. Through a WhatsApp Marketing Platform  
    Using a WhatsApp marketing software like WhatsApp Now offers swift approval and seamless setup. With WhatsApp Now, businesses can expect a turnaround time of just 2-3 days. Beyond approval, WhatsApp Now by Message Central helps establish a WhatsApp Business Account (WABA) on its platform, opening doors to endless business scaling opportunities.

Advantages of Using WhatsApp Now by Message Central

  1. Bulk Broadcasting: With WhatsApp Now, businesses can send WhatsApp broadcasts and catalogs to both saved and unsaved contacts seamlessly, without the risk of being blocked.
  2. Precision Marketing Automation: WhatsApp Now enables businesses to schedule broadcasts and dive deep into detailed analytics to track real-time performance, ensuring precise and data-driven marketing automation.
  3. Unified Communication: With WhatsApp Now, a single WhatsApp number suffices for the entire company, thanks to its WhatsApp cloud-based team inbox. This ensures unified and streamlined communication.
  4. Integration Freedom: The team at WhatsApp Now can help build a custom integration with any software in your tech stack.  
  5. Stellar Customer Support: WhatsApp Now provides round-the-clock assistance, ensuring businesses are never left in the lurch. Whether it's a call, a WhatsApp message, or an email, help is always at hand.

Business Scenarios for WhatsApp Automation

  1. Live Customer Support
    A user has a query about a newly launched product. Instead of waiting for email responses, they receive instant resolutions via automated WhatsApp messages, chatbots, or live support agents ensuring timely and efficient customer support.
  2. Sending Order Updates
    Automated WhatsApp messages can provide customers with order confirmation, shipping details, and delivery notifications. These real-time updates keep enhance overall shopping experience of users. Businesses also depend on transactional SMS for such updates.  
  3. Feedback and Surveys
    WhatsApp, allows swift and straightforward customer input by providing a mechanism to automate feedback collection process. Post-service or post-purchase surveys can be sent to gather valuable insights and improve the overall customer experience.
  4. Marketing Campaigns
    Broadcast lists can be used to send promotional offers, flash sales notifications, or new product launches to a wide audience. These WhatsApp marketing campaigns enable maximum reach, generating interest and driving sales.
  5. Reminders for Appointments
    For service sectors such as clinics or salons, automated reminders can significantly reduce no-shows. By sending timely reminders via WhatsApp, businesses can minimize missed appointments and optimize their schedule.
  6. Contact Prospects
    WhatsApp can be used as a platform to direct potential clients from various channels. Automated systems can guide them, collect information, and even schedule calls or meetings, streamlining the lead generation process.


WhatsApp automation has revolutionized the way businesses communicate and engage with their customers. By streamlining workflows, automating responses, and integrating with third-party tools, businesses can enhance their marketing efforts, improve customer satisfaction, and drive growth.  

With WhatsApp Now as a trusted partner, businesses can unlock the full potential of WhatsApp Business API and harness the power of automation to elevate their customer communication strategies. You can either signup for free or get in touch with the team for any custom needs.  

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