How to set up automatic replies on WhatsApp Business step by step

WhatsApp Business It has become an essential tool for thousands of businesses. And with good reason, as it allows for quick and direct communication with customers. However, manually responding to each message can be a tiring task, especially when messages are repeated over and over again.

Luckily, there are automatic responses, a feature that allows you to save time, improve your professional image, and serve your clients at any time of day. In this article, we'll show you how to set it up step by step, explain how it's useful in each case, and provide specific examples you can implement right away.

What are auto-replies in WhatsApp Business?

Automatic responses In WhatsApp Business, these are predefined messages that are automatically sent when a customer contacts you under certain conditions: outside of business hours, when starting a conversation, or when you use quick replies.

They are a great solution for maintain constant and professional attention, even if you are not available at that moment. They also help build trust, optimize There of the care staff and standardize the quality of responses.

There are three main types of automatic responses within the WhatsApp Business app:

• Welcome messages: They are used to send an automatic greeting when someone writes to you for the first time, or after 14 days without contact.
• Absence messages: are sent outside of business hours or when you are away.
• Quickly answers: These are pre-designed messages that can be activated with a shortcut of your choice. Ideal for answering frequently asked questions.

How to set up automatic messages step by step

The WhatsApp Business app includes the ability to create automatic replies without the need for external software in its core tools. Below, we'll show you how to do it in each case:

1. Configure welcome message

To make a good first impression, nothing beats an automatic greeting. This way, you can appear friendly and available even when you're offline. Here are the steps:

1. Open WhatsApp Business and tap the three-dot icon in the top right corner.
2. Choose “Tools for the company” and then go to “Welcome message”.
3. Activate the option “Send welcome message”.
4. Edit the message to be sent (for example: “Hello! Thank you for writing to us. We will respond to your inquiry shortly.”).
5. Define recipients: all, new contacts, specific contacts, or skip some.
6. Save the changes and it will be active.

2. Set up absence message

When you're unavailable or off-hours, WhatsApp can automatically notify the customer. This way, they won't think you're ignoring their messages.

1. Accede to Tools for the company in the three dot menu.
2. Tap on “Absence message” and activate the function.
3. Edit your message (for example: “Hi, thanks for writing. We can’t reply right now, but we will as soon as we’re available again.”).
4. Select when to send: always, according to a custom schedule, or outside of established business hours.
5. Save the changes.

3. Create quick responses

These replies allow you to send frequent messages instantly using shortcuts like "/hello" or "/send." To set them up:

1. In WhatsApp Business, go to Tools for the company and select Quickly answers.
2. Click on the icon "+" to create a new one.
3. Type the message you want to save (for example: “Our hours are 9:00 AM to 18:00 PM, Monday through Friday.”).
4. Assign an easy-to-remember shortcut like /schedule.
5. Save it and you can use it now by typing “/schedule” in any conversation.

Examples of automated messages for your business

Here's a selection of texts you can copy, adapt, or use as inspiration for your own messages.

Welcome messages

• Standard Welcome: “Hello! Welcome to our store. How can we help you today?”
• Gratefully: “Thank you for writing to us. We appreciate your interest and will be happy to assist you.”
• With offer: “Thanks for your message! Remember, we offer a 10% discount on your first purchase.”
• Personalized: “Hi, we’re happy to help. What do you need?”

Absence messages

• “Hi, thanks for reaching out. We're currently unavailable, but we'll get back to you as soon as possible.”
• “Our business hours are Monday through Friday, 9:00 a.m. to 18:00 p.m. If you write to us outside of those hours, we will respond the next day.”
• “We're away on vacation until . You can leave us a message and we'll respond when we get back.”

Helpful Quick Answers

• /schedule: “We are available Monday through Friday, 9:00 a.m. to 18:00 p.m.”
• /pay: “We accept credit cards, PayPal, bank transfers, and Bizum.”
• /shipment: “Our shipments take between 3 and 5 business days depending on the area.”
• /returns: “You can return any product within 30 days with a receipt.”
• /stock: “Yes, that product is available. Would you like us to reserve it for you?”

Advantages of using automated messages in your business

Beyond saving time, configuring these responses has multiple benefits that directly affect the quality of customer service and business performance.

1. Effortless, constant attention

Respond automatically at any time of day, even when you're not in front of your phone. This conveys professionalism and prevents you from losing customers by not responding in a timely manner. If you're looking for more information on how to improve customer service, you can check out this article on set up automatic replies in Outlook.

2. Time saving

The Quick responses reduce repetitive work and maintain a consistent tone across all messages. They're ideal for FAQs (frequently asked questions), feedback, schedules, and more. For more details on automation, you can check out this tutorial on enable automatic replies in Outlook.

3. Efficient automation

You can automate repetitive tasks such as sending greetings, confirming orders, or responding to pricing, without the need to hire additional staff. If you need additional information on how to set up automated responses, check out this article on organize the automatic response.

4. Improved customer experience

A customer who receives a clear and quick message feels like he is being taken care ofThis improves your brand perception and builds loyalty.

And if you need more? Use the WhatsApp Business API.

If your message flow is huge or you want to go beyond what the basic app allows, you can opt for whatsapp business API, a more advanced solution designed for medium or large companies.

With it you can:

• Use chatbots to respond automatically and intelligently.
• Send mass messages and promotional campaigns within WhatsApp.
• Add interactive buttons, menus, or booking systems.
• Centralize care from a single number for multiple agents.

To access these functions you need to work with a official proveer (BSPs), such as Sinch Engage, which facilitates technical access and connection to the API without requiring you to have your own IT equipment.

Additionally, platforms like Aunoa also offer automation solutions through custom chatbots that respond automatically and are available 24/XNUMX.

WhatsApp Business offers you multiple tools to improve your customer service. Configure automatic messages It's simple, free, and can make a huge difference in your audience's perception of your business. And if you need to go further, there are options like the API to further scale and professionalize your business communications.

Related article:

How to enable automatic replies in Outlook | Setup tutorial

Isaac

Passionate writer about the world of bytes and technology in general. I love sharing my knowledge through writing, and that's what I'll do on this blog, show you all the most interesting things about gadgets, software, hardware, tech trends, and more. My goal is to help you navigate the digital world in a simple and entertaining way.