How to set up automatic messages on WhatsApp Business? (Guide with PHOTOS)

If you sell through WhatsApp, every minute you spend responding manually is time not spent growing your business.

In this channel, consumers expect a response in 90 seconds or less. That's why mastering WhatsApp Business automatic messages gives you a real competitive advantage in time and money. While other entrepreneurs answer the same questions over and over, you can set up key automatic messages for your business.

In this guide about WhatsApp Business, I will show you how to:

• Set up a welcome message

• Set an away message

• Create quick replies

• Automate your messages with AI

Let's get started 🔥

What do I need to use automatic messages in WhatsApp Business?

Before setting up any automatic message, you need to meet three basic requirements:

• Install WhatsApp Business on your phone (it is different from the regular version of WhatsApp)

• Set up your business hours in the app. Some automatic responses depend on this information (such as away messages).

• Have a stable Internet connection. Your automatic messages will not be sent without Internet access.

If everything is fine with these points, let's learn what each automatic message is about.

The 3 types of automatic messages in WhatsApp:

WhatsApp Business has three native tools for automating responses, depending on the moment of the conversation with your clients:

1. Welcome message

It is sent automatically when a client writes to you for the first time. It is perfect for briefly mentioning what you sell and showing your brand's personality in an initial greeting.

2. Away message

It is activated when you cannot respond to messages for a period of time. For example, outside business hours, on non-working days, or when you are temporarily busy.

3. Quick replies

These are predefined messages that you can send using text shortcuts. They save you time by answering frequent questions like prices, addresses, or shipping policies.

When is it best to use each option?

How to set up a welcome message in WhatsApp Business

Set up your welcome message with these steps:

1.- Open WhatsApp Business and select “Business Tools” (In Android, you can find it in the three dots at the top corner. For iOS, it is in "Settings" at the bottom)

2.- Scroll down and select "Welcome Message".

3.- Activate the function by sliding the button to the right (you will see it change color) and write the greeting or welcome message for your business.

4.- Then, press "Send to" or Recipients to choose who will receive it. 

The options are: "Everyone" (ideal for new businesses), "Those not in the contact list" (recommended), "Everyone except" (to exclude contacts) or “Send only to” (to specify contacts).

And that's it! 🎉 That's how you set up your welcome message for WhatsApp Business in 4 steps.

If you want to edit it, follow the same steps and modify the text. The change will apply to new greetings that are sent.

And if you ever want to delete it, simply deactivate the function by sliding the button to the left. You will see it return to gray.

👉 You might be interested in: Examples of creative welcome messages for WhatsApp.

How to create away messages for WhatsApp Business?

Away messages prevent your clients from thinking you are ignoring them when you cannot respond. Follow these steps to create it:

1.- Go to "Business Tools" in WhatsApp Business (If you're on Android, you will see it by tapping the three dots at the top and if you're on iOS, just go to “Settings”)

2.- Select "Away Message".

3.- Activate the function by sliding to the right and you can write your message with the info of when you will be available. 

A good away message includes: a greeting, an explanation of your absence, and an estimated response time.

4.- Then, go to “Schedule” and you will have three options to schedule your away message: "Send always" (sends the message at any time), "Custom schedule" (allows you to choose specific days and times) and "Outside business hours" (is based on the business hours you set)

5.- Finally, you can choose the recipients just like with the welcome message.

Press “Save” and done 🎉

How to create quick replies in WhatsApp Business?

Quick replies allow you to send frequent information by typing just a keyword. To set them up, follow these steps:

1.- Go to "Business Tools" or "Settings" in your WhatsApp Business.

2.- Scroll down and select "Quick Replies".

3.- Tap the "+" button to create a new quick reply. 

4.- Write the full message and assign a keyword in "Shortcut".

This shortcut should start with "/" followed by an easy-to-remember word. For example: "/price" to show your price list, "/shipping" to explain delivery costs, or "/address" to share your location.

Tap “Save” and done 🎉

You can save up to 50 quick replies. To use them, simply type the shortcut in any WhatsApp conversation and you will have a preview of the message before sending it.

Sell more on WhatsApp: How to automate messages with AI?

Although WhatsApp Business offers basic automation, successful entrepreneurs need something more powerful to sell 24/7. An AI agent like Yavendió! can completely transform your way of selling on WhatsApp.

While you rest or manage your business strategy, Yavendió! responds to your clients, shows your products, and automatically closes sales. A virtual sales assistant that never sleeps!

👉 If you want to continue exploring how it works, chat with YaVendiosita! on WhatsApp (and receive a free demo🎁)

Frequently asked questions about creating automatic messages on WhatsApp:

Why isn't my WhatsApp Business sending automatic messages?

The most common issues are incorrect configuration, lack of Internet connection, or having an outdated app version. Check that you have activated each function correctly in "Business Tools".

If you have away messages, check that your business hours are set. Without this information, some automatic messages will not work properly.

What are the best away messages for WhatsApp Business?

The best away messages provide a clear explanation of the absence, the business hours, and the estimated response time. For example: "Hello! Thank you for contacting us. We are open from Monday to Friday from 9 AM to 6 PM. We will respond to you within the next 2 hours."

Clients prefer specific and useful information about when they can expect a response.

Can I send automatic messages with images or videos?

WhatsApp Business allows you to include images and videos in quick replies. However, welcome and away messages only support plain text.

Do I need to set up automatic messages on WhatsApp if I have an AI agent?

If you have an AI agent like Yavendió!, it can handle all conversations intelligently, from the first contact to closing the sale.

In fact, it is recommended to disable the native automatic messages, to avoid duplicate or confusing responses. An AI agent provides more specific and effective responses than standard predefined messages.