Tired of missing customer messages just because you're busy or off the clock?
We get it! Keeping up with every chat on WhatsApp can feel like a never-ending task, especially if you're running a business.
But what if your replies could go out automatically, even when you’re not around?
That's where WhatsApp auto-replies come in!
In this guide, we’ll show you how to set up auto-replies in WhatsApp Business and WhatsApp API, giving you the tools to stay responsive 24/7.
Let’s turn those missed chats into opportunities with just a few simple tweaks!
What is a WhatsApp Auto-Reply?
A WhatsApp auto-reply is a feature that lets you send instant, pre-set messages to anyone who contacts your business on WhatsApp.
Think of it as your virtual assistant, handling inquiries when you're too busy or unavailable to respond. Whether it's a simple greeting, business updates, a quick acknowledgement, or support for a specific query, auto-replies help you stay connected with your customers 24/7, making sure no message goes unanswered.
How To Set Auto Reply in WhatsApp
Before we dive in, here's a quick note - you can't set auto-replies in the regular WhatsApp Messenger app. This feature is available only on the WhatsApp Business app and WhatsApp Business API.
Let’s walk through how to set up auto-replies on the WhatsApp Business app. Later in the article, we'll explore how you can set auto-replies using the WhatsApp Business API.
For Android Users
Open the WhatsApp Business app
Launch the app on your Android device.
Go to 'Settings' and tap on 'Business Tools'
Tap on the three dots at the top-right corner, then navigate to Settings and select Business Tools.
Choose the auto-reply type
Depending on your needs, tap on Greeting Message, Away Message, or Quick Replies.
Draft your message
Write the message you want to send automatically in the text field provided.
Select the recipient and schedule the message
Choose who will receive this message and tap on Save to finalise.
For iOS Users
Open the WhatsApp Business app
Start by launching the app on your iPhone.
Go to 'Settings' and tap on 'Business Tools'
Head to the Settings menu at the bottom-right corner, then tap on Business Tools.
Select your auto-reply option
Choose between Greeting Message, Away Message, or Quick Replies based on your needs.
Create your auto-reply message
Enter the message you want to be sent automatically when you're unavailable.
Set the recipient and save
Decide who should receive this message and tap on Save to complete the setup.
That's it!
You've now set up auto-replies on the WhatsApp Business app, making sure your customers never feel ignored, even when you’re busy.
Benefits of WhatsApp Auto Reply for Businesses
WhatsApp auto-replies can be a game-changer for businesses of all sizes. Here’s why:
24/7 Availability
We all know that business doesn’t stop just because you’re off the clock. With WhatsApp auto-replies, your communication is always “switched on.” Whether it’s a late-night ping or a weekend inquiry, your customers will always get a response—even when you’re catching up on sleep.
Reduce the Workload of Your Team
Let’s be honest, your support team is like a group of superheroes, fighting fires all day. But even superheroes need a breather! Auto-replies act as their sidekick, handling repetitive questions so your team can focus on the bigger challenges.
No More Copy-Pasting Common Answers
Tired of typing out the same response a hundred times a day? With auto-replies, those FAQs are answered instantly. Your customers get the information they need, and you get to reclaim your time. It’s a win-win!
Trust Building and Customer Satisfaction
A quick reply isn’t just convenient, it shows your customers that you’re listening. Even if it’s an automated message, it lets them know you’ll get back to them soon. This simple act goes a long way in building trust and boosting your brand’s reputation.
Personalisation on Auto-Pilot
Automation doesn’t have to be robotic! With WhatsApp chatbots powered by WhatsApp API, you can personalize your auto-replies by using your customer’s name or tailor the message to fit the situation. It’s a small touch that makes a big difference in making your customers feel valued.
Boost Efficiency Without Breaking a Sweat
Imagine having the ability to handle hundreds of queries without lifting a finger. That’s the power of auto-replies. They keep the conversation flowing smoothly, allowing you to be there for your customers, even when you’re not physically present.
Automatically Qualify and Nurture Leads
Auto-replies can qualify your potential leads and guide them through the next steps, keeping them engaged and moving them closer to making a purchase.
With WhatsApp auto-replies, you’re not just replying faster but you’re turning every message into an opportunity to connect and build trust with your customers.
Limitations of Auto Reply for WhatsApp Business
While WhatsApp auto-replies are a fantastic tool for basic communication, they do come with their own set of limitations that might slow down your game. Let’s take a look at some of the key limitations you might face:
Basic Features Only on the WhatsApp Business App
The WhatsApp Business app’s auto-reply feature is quite limited. You can only set up simple messages like greetings or away messages, nothing more than that. If you’re looking for advanced automation, you’ll need to step up the WhatsApp Business API in which you'll get advanced chatbot and automation features that can handle complex customer queries with ease.
No Smart Responses
The WhatsApp Business app doesn’t support AI-driven responses, meaning it can’t learn from previous interactions or adapt its replies based on customer behaviour. They can't provide context-based answers or adapt to different customer queries, which means they aren’t as intuitive as you might want them to be. This limits its ability to provide smarter, more intuitive replies.
Lack of Personalization in Complex Scenarios
Auto replies work well for simple messages, but when it comes to handling complex or more specific customer inquiries, they often fall short. You can’t always deliver the tailored responses needed in complex situations or specific scenarios, which might leave your messages feeling generic making them less effective for personalized communication.
No Real-Time Interaction
Auto-replies are great for immediate responses but can’t carry on a real-time conversation. They can't ask follow-up questions or guide the customer through an issue step-by-step, which can be a dealbreaker when complex problems arise. This makes them less effective in resolving more complicated customer service issues.
Balance Between Automation and Personal Touch
Automation is great, but too much of it can make your customer service feel robotic. Customers appreciate real, thoughtful responses, and while automation is great, over-reliance on auto-replies risks losing that personal touch which makes customers feel truly valued. It’s essential to balance it with genuine human engagement to keep the experience personal because sometimes, a human response is irreplaceable.
Risk of Miscommunication
Auto-replies are only good if they’re regularly updated. If they’re not regularly updated or targeted accurately, they might confuse customers or fail to address their current needs, leading to potential misunderstandings. It’s crucial to keep your automated messages clear, up-to-date, and relevant to avoid confusing your customers.
Risk of Overloading Customers with the Same Messages
Be careful! If your auto-reply messages aren’t properly configured, they might send out the same message repeatedly, annoying your customers in the process. Make sure your replies are designed to avoid sending repetitive messages which make your audience engaged, not frustrated.
No Rich Media Support
If you’re thinking about adding images, videos, or interactive buttons to your auto-replies, the WhatsApp Business app won’t allow it. You’re limited to plain text, which can sometimes feel less engaging.
Lack of Integration with Other Tools
The WhatsApp Business app doesn’t support seamless integration with CRM systems or other business tools. This means you can’t track customer interactions or automate workflows efficiently from one place.
Limited Branding Opportunities
While you can customize the text of your replies, you can't really show off your brand's personality through these automated texts. The lack of styling options means your messages might feel generic and may not fully represent your brand or align with your business’s voice.
Lack of Comprehensive Analytics
Analyzing your auto-reply strategy is tough with the WhatsApp Business app since it doesn’t provide in-depth insights. Without detailed metrics, it’s hard to measure how well your automated messages are performing and where you can improve.
While the WhatsApp Business app offers a great start for small-scale automation, these limitations might be a dealbreaker for businesses aiming to scale.
For more advanced features and flexibility, the WhatsApp Business API is the way to go!
It offers more flexibility with robust automation, including smart chatbots, giving you the intelligence needed to set up dynamic and context-aware replies that can handle conversations like a pro.
Use WhatsApp Chatbots for Auto-Replies
As we discussed earlier, when scaling your business, the limitations of basic auto-replies can hold you back. This is where WhatsApp chatbots come into play.
Let’s break down the benefits of using chatbots for your WhatsApp communication:
Round-the-Clock Support
With chatbots, your business is always open for conversations. They ensure instant responses, even outside of office hours, keeping your customers engaged no matter the time of day.
Instant Responses, Every Time
Forget the delays! Chatbots provide immediate answers to common questions, reducing wait times and improving your customer experience by always being one step ahead.
Handle FAQs Swiftly
Chatbots take care of repetitive tasks, freeing up your team to handle more complex issues. This means lower operational costs and a more efficient allocation of resources.
Error-Free Communication
Say goodbye to human errors. Chatbots deliver consistent and accurate responses every time, ensuring that your customers receive the right information without confusion.
Personalized Customer Interactions
With smart chatbots powered by the WhatsApp API, you can deliver personalized experiences by tailoring messages based on specific events, keywords, customer data, preferences, or their journey stage.
Lead Generation on Autopilot
Beyond just answering queries, chatbots actively engage with leads, collecting their details and guiding them through the sales funnel, all without human intervention.
Multilingual Capabilities
Chatbots can interact in different languages, making your business accessible to customers from all around the globe.
Data-Driven Decisions
Each interaction with a chatbot generates valuable insights into customer behaviour and preferences. Use this data to fine-tune your marketing strategies and make more informed business decisions.
Seamless Integration with Business Tools
Easily integrate WhatsApp chatbots with your existing CRM systems, e-commerce platforms, and marketing tools. This streamlined workflow helps keep customer data organized and boosts overall efficiency.
Scalable As You Need
As your business grows, so do the customer inquiries. Chatbots scale effortlessly, managing multiple conversations at once without compromising response quality.
How to Get a Chatbot for an Auto-Reply on WhatsApp?
To set up a WhatsApp chatbot, you’ll need access to the WhatsApp API.
The easiest way to do this is through a trusted WhatsApp API solution provider like DoubleTick. Keep in mind, that not every provider includes chatbot capabilities, so it’s important to choose one that fits your needs.
At DoubleTick, you get a no-code, smart WhatsApp chatbot that’s designed to automatically respond to customer queries based on specific situations, without any technical hassle.
Check out this quick video tutorial that shows you how to create a WhatsApp chatbot with DoubleTick in just 5 minutes:
Why Choose DoubleTick for Your WhatsApp Chatbot?
Creating a chatbot with DoubleTick is super easy and requires zero coding skills. With our intuitive, pre-built chatbot builder, all you have to do is:
- Define your goals — Decide what you want your chatbot to perform.
- Set up the conversational flow — Design the drip flow basis each action event.
- Drag-and-drop elements — Build your bot's logic using simple drag-and-drop elements to trigger actions based on user inputs.
And that’s it!
You’re ready to deploy your WhatsApp chatbot in no time.
DoubleTick makes it effortless to create a powerful chatbot that not only engages your customers but also scales with your business needs.
Wrapping Up!
Automating your WhatsApp replies is a game-changer for scaling customer interactions. With DoubleTick’s no-code chatbot, you can transform how you engage with your audience, effortlessly turning conversations into opportunities.
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Frequently Asked Questions
Question: Can you set up an auto reply on WhatsApp?
Answer: Yes, you can set up auto-replies using the WhatsApp Business app or WhatsApp API.
Question: How to set auto send messages in WhatsApp?
Answer: You can do this through the WhatsApp Business app or WhatsApp API. To use the WhatsApp API, you’ll need access through a business solution provider like DoubleTick.
Steps for WhatsApp Business app:
- Open WhatsApp Business app.
- Go to Settings > Business Tools.
- Tap on Away Message or Greeting Message.
- Draft your message and set the schedule.
- Save the settings.
Question: Can I customize WhatsApp Auto Reply messages for different customers?
Answer: Customization is only possible with the WhatsApp API. With DoubleTick, you can set personalized messages for each customer segment based on their journey, interactions, events, and keywords.
Question: How does WhatsApp Auto Reply help my business?
Answer: WhatsApp Auto Reply ensures instant responses, boosts customer satisfaction, saves time on repetitive queries, and keeps your business available 24/7.
