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Set Up Auto Welcome Messages on WhatsApp for Your Business

5 minutes, 24 seconds Read

Using the WhatsApp Business app (an official application designed for businesses) it’s possible to create automated messages that are sent in response to certain triggers. This is particularly useful for welcoming new customers.

A well-crafted welcome message accomplishes a few key goals. In this article we will explore how to set up and use a WhatsApp greeting message at scale.

What is a Welcome Message?

A welcome message is an automatic reply sent by a business when someone reaches out to them for the first time. The goal of this messaging strategy is to create a personalized and engaging experience for customers by highlighting key benefits, next steps, and relevant information on how to use a company’s product or service.

This is a great opportunity to show that your company cares about the customer and their needs. Adding personal touches like the recipient’s name and other relevant details can make them feel welcomed and appreciated. This can also help set the tone for a future positive relationship.

The welcome message is also a good time to highlight your brand’s unique voice and personality. This is especially important if you have a different voice on other channels or platforms. Welcome messages can also be used to establish the expectations of your company regarding how quickly you will respond to customer inquiries.

It is essential to set clear expectations for your customers when using a welcome message in your business’s WhatsApp Business account. By doing so, you will ensure that your customers receive the best possible experience from your business. This will not only increase customer satisfaction, but it will also help reduce customer frustration and support costs. For example, if a customer sends a question to your business and receives no response, they may choose to shop with another competitor. Welcome messages help prevent this from happening by ensuring that all customers receive a quick and helpful response.

How to Set Up a Welcome Message

As soon as a new customer messages your business on WhatsApp, you can set up an automated message that welcomes them and provides essential information. This message is sent in addition to the standard auto-replies already available to you in the WhatsApp Business App.

Unlike individual responses to messages that are sent individually, automatic greetings are sent only once in a 24-hour period (as per WhatsApp’s business messaging policies). Welcome messages can help you to efficiently address your customers’ concerns, provide them with the necessary information, and inspire their confidence.

To create an automatic welcome message, tap Greeting Message in the GB WhatsApp Business App. You will see a screen with options similar to those in the Auto Away Message Settings. You can choose to send the greeting message to everyone, everyone not in your address book, or select customers. You can also customize the message by tapping on the pencil icon and hit ‘OK’ to save.

A well-crafted greeting message is crucial for setting the tone for your WhatsApp Business conversations. It should be personal, informative, and reassuring. It should also be concise and short to ensure that it does not disrupt the conversation flow. To maximize the effectiveness of your greeting messages, you can use the Workflow feature in the app to create an automation with multiple steps. For example, you can use the Date & Time Step to define your business hours and WhatsApp greeting or away messages accordingly, the Ask a Question Step to request your customers’ details, or the Route to Team Step to determine the purpose of the conversation and forward it to the appropriate team.

How to Customize a Welcome Message

A personalized WhatsApp Business greeting message is a key component of your chatbot that helps you create a more authentic and immersive brand experience. By introducing your brand to customers and setting the tone for their interaction, it can make all the difference in their perception of your company.

A well-written welcome message can:

Inform: Ensure that your business is available to respond to customer queries, set expectations for how long it will take you to do so & provide contact details should they need further assistance.

Guide: Confirm that your business has received the customer’s message & will look into it at the earliest possible opportunity. This can help alleviate any uncertainty or frustration a customer may feel about the delay in response time.

Welcome: Convey a sense of personality to your business & inspire confidence in the customer. This is the first impression that a customer will have of your brand, so it’s important that you leave them with an experience that reflects the values & personality of your organization.

To configure a welcome message, head over to the Chatbots tab in your Mateo dashboard and tap on “Personal Automation.” Select Welcome Message as the Step and follow the on-screen instructions to add a template to the automation. You can further customize the automation by adding additional steps such as Date & Time Steps to define your business hours & a Ask a Question Step to obtain customers’ details for lead capture.

How to Remove a Welcome Message

WhatsApp has a number of tools to help businesses handle customer support requests, including message templates and automatic greetings. Message templates are standardized text responses that allow you to efficiently handle common customer concerns, while an automatic greeting is a more personalized way of serving customers. In addition to being a powerful tool for boosting customer engagement, automatic greetings are one of the few messaging features that can be sent outside of business hours.

To set up an auto-reply on WhatsApp, visit the three dots in the top right corner of your screen and select ‘Business Settings’. Then, choose ‘Away Messages’ or ‘Greeting Messages’. On the next screen, you will be asked to select a time frame for when the auto reply should be triggered. This can be either ‘always’ or a custom schedule, and will work based on the business hours you have set up for your business.

Once you’ve selected your preferences, click ‘Save’ to save your new template. We’ll deduct the cost from your available WhatsApp Business credits to send the message to the customer. You can view your remaining WhatsApp Business credits on the payments screen by navigating to Setup -> Instant Messaging -> WhatsApp -> Payments. If you have insufficient credits, an insufficient funds message will be displayed on the payments screen.

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