Looking to set up WhatsApp auto reply for your business? You've come to the right place. In this article, we’ll explain what WhatsApp auto reply is, how to set it up on the WhatsApp Business App and WhatsApp Business API, and provide you with sample WhatsApp auto reply messages.
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What are Auto Replies on WhatsApp?
Auto reply in WhatsApp is a feature that enables businesses to send automated messages when they are not available to respond to incoming WhatsApp messages.
There are two common types of auto reply messages for WhatsApp:
- Greeting messages: Welcome messages that businesses send when customers start a conversation for the first time or after 14 days
- Away messages: Messages that respond to customers outside of business hours
As a business owner, auto reply messages are a handy feature. In the next section, we’ll explain how it helps your business.
3 Benefits of WhatsApp Auto Reply
People expect communication via instant messaging to be immediate, no matter the time of day. However, this is not always possible due to limited operating hours, shortage of manpower, long waiting queues and more.
WhatsApp has rolled out a solution in the form of auto replies. Businesses can enhance customer service by informing customers of their availability and also improve response times to increase customer satisfaction.
There are many upsides to using auto replies for WhatsApp, but we’ll point out the three main ones.
1. Manage Customer Expectations
Set response time expectations by informing customers about your availability.
2. Make a Positive First Impression
Make a strong first impression on new customers with a quick and warm welcome message.
3. Collect Customer Information
Collect customer information with a pre-chat survey for agents to follow up on the conversation.
How to Set Up WhatsApp Auto Reply in the WhatsApp Business App
Businesses create auto replies to assure customers that they’re not neglected to manage response time expectations and to improve the customer experience. However, it is only available for WhatsApp Business solutions.
Businesses can set up auto replies for inbound messages on WhatsApp via:
Let’s start with the WhatsApp Business app. In the WhatsApp Business app, there are two kind of WhatsApp auto reply messages you can create: Greeting messages and away messages. Open the WhatsApp Business app and follow the steps.
Set Up a Greeting Message
1. Go to Business Tools
2. Select Greeting Message
3. Craft your Message
4. Choose Recipients
Set Up an Away Message
1. Go to Business Tools
2. Select Away Message
3. Personalize your Message
Select one of three ways to time your away messages:
- Always send: Use this if you’re available for an extended period.
- On a custom schedule: This is for auto replies that should be sent at a particular time of day.
- Outside your business hours: Set this when your business isn’t in operation.
4. Choose Recipients
3 Limitations of WhatsApp Auto Reply in the WhatsApp Business App
Even though WhatsApp auto replies have much to offer businesses, they should be aware of their shortcomings as well. Let’s check that out next.
1. Limited Use Cases
Firstly, WhatsApp automated replies work best for simple, one-off messages. For complex messages or inquiries, you’ll need a human or an AI Agent to reply to customer messages.
2. No Follow-ups
Auto replies only work as an initial response. They can’t follow up on customer inquiries. Ensure your customers know an agent will follow up with them in the auto reply message.
3. Limited Customization Options
Lastly, customization options are limited. While you can personalize messages, they can only go so far. Personalization options are limited to items like the customer name.
At the end of the day, there’s only so much WhatsApp Business App can do. Its auto reply feature can only welcome a new customer and announce that your business is closed and when to expect a reply.
This is sufficient if you’re running a small business. But as your business grows, you’ll need a more advanced solution. More in the next section.
The Solution? WhatsApp Chatbot for Auto Replies
Integrating WhatsApp API with a chatbot like respond.io’s AI Agent is the best option for medium and large businesses. Here are some reasons why.
Advanced Customization Options
WhatsApp API allows for advanced customization options, meaning you can tailor responses to specific customer needs and preferences, enhancing the user experience.
Reduced Response Time
Chatbots can provide instant responses to customer inquiries, improving the overall customer experience and preventing frustration from long waiting times.
Improved Customer Satisfaction
Chatbots can handle multiple customer inquiries simultaneously, providing quick answers and leading to higher customer satisfaction.
Cost Savings
By automating routine tasks and frequently asked questions, chatbots help reduce operational costs and allow your team to focus on more complex issues.
Next, we’ll show you how to set up a WhatsApp auto reply chatbot.
How to Set Up Whatsapp Chatbot for Auto Replies
Before you set up auto reply in WhatsApp Business API, you’ll need to connect a WhatsApp API Account to respond.io. You don’t have a WhatsApp API account yet? Here’s how to get one in minutes.
Once done, open respond.io and navigate to Workflows > All Templates. Then, follow these steps.
1. Select Away Message with Business Hours
While you can build a Workflow from scratch, this Workflow template will set you up for an easy start with a WhatsApp auto reply chatbot.
2. Click Use Template
Here you’ll be able to read the template description and view the Workflow draft. As you can see, this template comes with a welcome and an away message that will trigger depending on your business hours.
3. Customize your Workflow
You can customize virtually anything in your Workflow. Start by specifying your business hours in the Date & Time Step. Then, edit the welcome and away messages. Now, we are only missing the most important part: the WhatsApp auto reply chatbot.
To add a chatbot to your Workflow, click on the green + sign under the welcome and away messages and select AI Agent. Respond.io’s AI agents are highly trainable and customizable, so we recommend you check our AI documentation to understand how to train and utilize this powerful tool.
<call-out> For better results, we recommend using the chatbot to answer questions during business hours and to collect information for follow-ups outside of business hours. This can be easily configured in the Objective widget when building your AI Agent Workflow Step. <call-out>
With this setup, customers will receive a welcome or away message depending on when they contact your business. Then, a trained chatbot will continue with the conversation if need be.
With this, you’ve created a simple WhatsApp auto reply Workflow to handle inbound messages and collect customer info. Now that you know how to set auto reply in WhatsApp, you’re ready to go right? Not until you look at the best practices when creating one.
5 Best Practices for WhatsApp Auto Reply
It’s crucial to get every message right, even for auto replies. Avoid impersonal or generic messages, as customers will expect a human-sounding interaction. Here are five practices you can follow to craft a simple yet effective auto reply message:
1. Acknowledge Receipt
Use auto reply messages to acknowledge the receipt of a customer's message, assuring them it's been received and will be addressed.
2. Give a Clear Timeframe
Let users know if they can expect a reply during working hours or if there is a delay. Specify this delay and avoid phrases like “We’ll get to you as soon as possible.”
3. Be Clear and Concise
Keep replies brief and to the point. Only include essential information that is presented in a clear, easy-to-understand manner.
4. Personalize Every Message
Make each message feel personal. Use your customer's name and other relevant details to send personalized messages. On respond.io, you can use placeholders called dynamic variables to include customer names, dates, order numbers and more.
5. Communicate with Your Brand Voice
Ensure your WhatsApp auto reply messages reflect your brand's unique voice. Tailor the tone, language and content to align with your brand's personality and values, enhancing customer recognition.
With these best practices in mind, we’ve provided message samples that you can use for various situations.
15 Best Whatsapp Auto Reply Samples
A WhatsApp auto reply should be tailored to different situations or desired outcomes. Here are 15 WhatsApp auto reply message samples that you should use.
Greeting Messages WhatsApp Auto Reply Sample
- "Hello 👋! Thank you for reaching out to [business name]. How can we assist you today?"
- "Hi there! Welcome to [business name]. We have all your IT needs under one roof. Let’s get started. 😃"
- "Greetings from [business name]! We're here to help. Tell us more about what you're looking for."
Away Message WhatsApp Auto Reply Sample
- "Hello! We're currently offline. Our business hours are [insert hours]. We'll get back to you in 24 hours!"
- "Thanks for messaging us. We're out of the office right now but will respond first thing in the morning. If you need something quicker, please visit our FAQ page linked here."
- "Hi! You've caught us after-hours. Leave your message and we'll reply promptly during our working hours [insert hours]."
Lead Capture WhatsApp Auto Reply Sample
- "Thanks for your interest in our services! Could you please provide your name and email so we can send more information?"
- "We're excited to connect with you! To get started, could you share a few details about what you're looking for?"
- "Hello! Let's get you the information you need. Please leave your contact details and we'll be in touch soon."
Business Updates WhatsApp Auto Reply Sample
- "We're updating our system to serve you better. Our services will be temporarily unavailable until [date and time]. Thank you for your patience"
- “We’re currently experiencing a high volume of messages. We’ll get back to your message as soon as we can.”
- "Hello! We apologize for the interruption you're experiencing with our [service]. Our team is actively working to resolve the issue as quickly as possible. We anticipate a resolution within the next hour and appreciate your patience. Thank you for your understanding."
Seasonal Messages WhatsApp Auto Reply Sample
- "Season's Greetings! 🎄 The team at [business name] is here to help you with your festive shopping. Let us know how we can make your experience merrier."
- "Happy New Year from [business name]! 🎉 As a thanks to all our customers, here's a 30% voucher when you shop on our app!"
- “Happy holidays from us at [business name] family. We’re currently on leave and will be back on [date].
Are these not enough? Don’t worry. We have an article that includes even more WhatsApp auto reply message samples you can use for inspiration.
As you can see, setting up auto replies on WhatsApp is more than just a convenience. It's a strategic move to enhance customer interaction. With our samples and guidelines, you’re well-equipped to create auto replies that resonate with your customers and reflect your brand’s unique voice.
So, what are you waiting for? Start sending WhatsApp auto reply messages on the leading Conversational AI Platform and badged Meta Business Partner. Sign up for a free respond.io account and connect your WhatsApp API account to get started today.
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Further Reading
Do you want to find out more about how WhatsApp can benefit your business? Check out these articles below:
- How to Use WhatsApp Interactive Message
- A Guide to Setting Up WhatsApp QR Code for Your Business
- How to Close Sales on WhatsApp
