10-Step Guide To Set Up Auto Reply On WhatsApp Business [+Templates]

Nov 18, 2022 6 min read

Managing a business, irrespective of its niche, would require handling monumental tasks daily. Out of all the jobs, taking care of customers' needs stands at the top of the list and must be handled with utmost efficiency. However, in a rush to prioritize other business essentials, often customer service is taken for granted.

This blog will tell you everything that you might want to know about the Auto Reply feature on WhatsApp Business, how the feature benefits businesses, what type of messages can be sent using Auto Reply. But first, let's get into the basics.

Here’s an overview of the contents of this article:

  1. Define WhatsApp Business
  2. Types Of WhatsApp Business Accounts
  3. Quick Stats On WhatsApp Business
  4. Why Use WhatsApp Auto Reply?
  5. Steps To Set Up WhatsApp Auto-Replies
  6. WhatsApp Auto Reply Specimens
  7. To Sum It Up!

You can easily navigate to any section or keep scrolling.

First, let's get into the basics.

Define WhatsApp Business

It is an app that provides small and large-scale businesses a platform to engage smoothly with their current and potential customers.

The WhatsApp Business App came into being on January 18, 2018. The app allowed entrepreneurs to keep communication in a loop by using professional business tools, creating an official presence, and maintaining corporate conversations on a platform different from personal WhatsApp.

Types of WhatsApp Business Accounts

Each WhatsApp business account has a different signup method based on the type of business you possess.

  • WhatsApp Business Account
  • WhatsApp API Account

WhatsApp Business App Account

Who Can Use It? Small Businesses in specificity.
Aim:To communicate, deliver information and collect feedback

WhatsApp API Account

Who Can Use It? Medium and large businesses in specificity.
Aim:To interact with clients and customers on a large scale without causing any delay.

Quick Stats On WhatsApp Business

The businesses, irrespective of their scale, must opt for WhatsApp Business Auto Reply settings because of the following facts:

  • As per the statistics, there are more than 50 million people who use WhatsApp business.
  • WhatsApp Business speeds up customer service by 225%.

The figures mentioned above are a testament to the fact that the WhatsApp business application has made its mark in the industry among other applications.

Why Use WhatsApp Auto Reply?

The feature brings ease to the lives of business owners and their customers. It makes two-way communication steady, smooth, and straightforward. Let us see what more this feature offers its end users.

Instant Replies

Handling the inbox on a daily basis can get overwhelming for businesses. The time and effort to answer each reply per the customer's requirement can be spent doing other important tasks.

Instant-Replies-WhatsApp-Business

The WhatsApp Auto Reply feature makes it possible to focus on other priority tasks while also taking care of the needs of the clients and customers.

When quick automated messages are sent to the customers, the businesses get enough time to reply with a solution-oriented approach in case any service goes wrong.

Set Greetings Messages

Running a business means building a 360-degree approach. One has to look into every single aspect of the industry, such as products, services, customers, clients, and social media handles; the list is endless.

Greetings-WhatsApp-Business

Managing such enormous tasks can often lead to missing out on significant duties, primarily answering the customers and clients. Since the customer is a king, and their needs must be met on a timely basis, businesses must ensure the use of the WhatsApp Auto Reply feature.

Send Bulk Messages

Not only does this feature allow businesses to chat, but it also gives them the freedom to send messages in bulk without spending an extra penny. Businesses can use this feature to announce a new launch, update the changes in working hours, or any other relevant information that directly concerns customers and clients.

Through this broadcast feature in WhatsApp Auto Reply, businesses can send messages to a maximum of 256 recipients in a broadcast list. In case more than 256 contacts need to be sent information, different broadcast lists can be created, such as regular customers, new customers, pending payment, etc.

Customer Collaboration Through Group Messaging

The significant difference between the broadcasting message and group chats is that the latter is more collaborative, as everyone can interact with each other. Not only this, but you can also invite around 250 contacts in a group all at once.

Steps To Set Up WhatsApp Auto-Replies

If you run your business within fixed working hours, say from 9-5, you would still be able to contact your customers at odd hours, which will keep the conversation going, build trust, and bring authenticity to the business.

For instance, if you cannot reply at graveyard times, your customers may move to your competitors. But with the Auto Reply setting, your customers will get an instant response. Sending some message is always better than no message at all. Something is better than nothing, Right! This approach towards the customers provides satisfaction and encouragement and builds credibility.

The steps are as follows;

Step 1: On your WhatsApp Business account, tap the three-dot menu in the upper right corner and select Settings.

Step 2: Go to Business Settings and select Away message.

Step 3: Turn on the toggle button that is just next to the Send Away Message.

Enable-send-away-message

Step 4: Write the message that you want to send to your customers or clients.

Auto-Reply-Text

Step 5: Select OK.

Step 6: Schedule the Away Message.

Step 7: When you can’t be there always, use this option Always Send.

Schedule-Message

Step 8: Use Custom Schedule for sending automated messages.

Step 9: Outside of Business Hours gives you the flexibility to send automated messages when you are not there at work.

Step 10: Select the recipients of the message as a final step.For instance.

Select-Recipients

Everyone: This feature is used when you have to send an automated message to all those who message you beyond working hours.

Everyone Not in the Address Book: Send an auto message but to a few people only.

Everyone Except: Want to exclude some contacts, choose this option.

Only Send To: As the name says, just send the message to the contacts of your choice.

By following the above given steps, you will be able to set up an Auto Reply feature.

WhatsApp Auto Reply Specimens

Now, let us look at the types of messages you can send.

  1. Normal Message

Hi (Name)!

We are thankful that you reached out to us (Name of the Business). Sorry, you had to wait. We are all packed up right now. We will get back to you in 20 hours.

Best Regards,
Your Name

  1. Out-of-Office Message Template

Hello (Name)

Happy (Name of the festival). Thank you for reaching out to us. We are unavailable at this time of the season. But do not worry; we will reach out to you within 48 hours.

Have a great day/ holiday (Name)!
(Your Name)

  1. Occasion-Specific Message Template

Hi (Name),

Thank you for contacting (Name of Your Business)

We are fixing some issues with our supply chain. Considering this, you may face some problems with placing your order. However, there is nothing to worry about it. Our technical team is working on it. We will notify you as soon as the problem gets solved.
If you have a query for any other case, let us know, and we will get back to you some time.

We appreciate your patience.
(Your Business Name)

To Sum It Up!

If you are an entrepreneur looking forward to a tool that eases your business operations, head to Statusbrew, a social media management tool that allows you to set up auto reply to user comments on Facebook.

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Abhilasha is a full-time content writer and a part-time art enthusiast. In her spare time, she reads books and listens to music.