Looking for a collaborative messaging solution that allows your team to respond to messages on WhatsApp? In this article, we’ll share what a WhatsApp team inbox is, the benefits of having one and how to use a team inbox on respond.io.
What is a WhatsApp Team Inbox?
However, as your business grows, so does your team. While using WhatsApp Business App is sufficient for small businesses with few team members, it comes with several limitations, including:
- Can’t be connected to more than 5 devices
- No collaborative features
- Inability to track individual or team workload
- Inability to track which team member sent or replied to a message
- No way to ensure all inquiries have been answered
If you’re running a large business, you’ll need more sophisticated features to solve the issues stated above. This is where the WhatsApp team inbox comes in.
WhatsApp team inbox is a collaborative messaging inbox that organizes all of your WhatsApp conversations in one place for your team to handle. Let’s find out how your business can benefit from using a team inbox next.
Benefits of Using a Shared Inbox
You can create a WhatsApp team inbox through a messaging platform like respond.io. It allows all team members to respond to customers through a shared dashboard and grants managers visibility into all customer conversations.
A shared inbox also provides a single point of contact with each customer for a record of all interactions. Since all messages are consolidated in a single inbox, this reduces the risk of overlooking inquiries, thus giving customers a better experience.
To handle the high volume of conversations, businesses can set up chat automation to route messages to the right team and assign them to the right agent. It’s also easier for team members to collaborate in a shared inbox. Agents can leave internal comments for follow-ups, tag their colleagues or escalate complex cases.
Another benefit is accessing detailed individual agent and team performance data, such as response and resolution times. This information can help identify bottlenecks or weak points in conversation handling to improve customer service.
Omnichannel platforms like respond.io connect multiple messaging channels like WhatsApp, Facebook and Instagram to one inbox. Consolidating contact information and chat history across channels into a single profile gives agents a full overview of the customer.
Now that you’ve learned why you should get a WhatsApp team inbox, let’s find out how to set it up.
How to Set Up WhatsApp Team Inbox
As a WhatsApp team inbox is meant to facilitate teamwork, you need a WhatsApp API account for multiuser functionality. You can create a WhatsApp API account via a WhatsApp Business Solution Provider or WhatsApp Cloud API.
Do note that WhatsApp API doesn’t have a front-end interface for sending and receiving messages, so you need to connect your API to a WhatsApp inbox like respond.io.
Then, you can add team members to your shared inbox and use advanced features to make teamwork easier than ever.
How to Use a WhatsApp Shared Inbox for Business on respond.io
Here, we’ll show you how to use WhatsApp team inbox on respond.io for different use cases, especially for sales and customer support.
WhatsApp Team Inbox for Sales
First, we’ll look at how your sales team can utilize the team inbox. You can easily drive sales conversations and increase the volume of leads by placing WhatsApp click-to-chat links in prominent locations where customers can easily see them.
A WhatsApp team inbox allows businesses to handle high volumes of conversations efficiently, improving the chances of making a sale. Quickly connecting with your customers prevents them from feeling ignored and checking out your competitors.
One easy way to keep customers engaged is through automated replies. By setting up a WhatsApp auto reply, you can greet customers when they send you the first message or inform them that you’re unavailable with an away message.
With respond.io’s customizable Workflows automation, you can apply chat routing logic to route conversations based on language, customer lifecycle stage, product or service inquiries, or any other criteria that are relevant to your business.
Then, use the auto-assignment logic to assign customers to the sales agent best equipped for the task or to the agent with the least open conversations for faster service.
Salespeople can use a custom inbox to prioritize VIP customers. It allows managers to filter and view high-value conversations, ensuring the best possible customer experience. This helps build strong relationships and increase customer loyalty.
By connecting your sales CRM with respond.io, you can easily transfer data between the two platforms to create deals quickly. This enables agents to perform sales-related tasks while chatting with customers without having to switch between platforms.
There are several methods to shorten your sales cycle when you use WhatsApp for sales. In the next section, we’ll show you how to improve customer service with a WhatsApp team inbox.
WhatsApp Team Inbox for Customer Service
Now, let’s take a look at how businesses can use a shared inbox to improve customer service over WhatsApp.
The right chat automation in your WhatsApp team inbox helps businesses improve customer service by using automated responses to handle FAQs, freeing up agents to focus on complex issues.
Inquiries that cannot be automatically handled can be routed to the right team using a chat menu. Then, they can be assigned round robin for equal workload distribution or to agents with the least open conversation for efficient customer service.
You can also integrate your existing CRM to respond.io to allow support agents to create tickets while chatting with customers without leaving the conversation.
The Comments feature in respond.io allows agents to collaborate and resolve inquiries more efficiently. Alternatively, you can implement an escalation Workflow to automatically escalate complex or high-priority inquiries to the right team or agent.
Want a detailed report on how your agents are performing? Get the performance data from our Reports Module. Now you know exactly how many contacts an agent is handling and how efficient they are at responding to customers and resolving inquiries.
We hope this article provides everything you need to know about WhatsApp team inbox and how to use one with your team. Connect your WhatsApp Business API account and create your shared inbox today.
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