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How to Set Auto Reply on WhatsApp? – A Complete Guide

Did you know that WhatsApp has a feature that can help reply to customer messages automatically? This feature is known as auto-reply WhatsApp.

WhatsApp auto-reply has many beneficial benefits for businesses. However, how to set Auto Reply in WhatsApp? Let’s find out!👇

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What is auto reply on WhatsApp?

Auto Reply on WhatsApp

Auto-reply WhatsApp is a WhatsApp Business feature that can help answer incoming messages automatically, and you can adjust it according to business needs.

You can use the WhatsApp auto-reply feature to send greeting messages, away messages in WhatsApp, or quick replies. Customers no longer have to wait long and can easily connect with your business.

Short intro about WhatsApp Business

To use the auto reply WhatsApp, you need to have an Official Business account or WhatsApp Business API.

About WhatsApp Business

WhatsApp Business is an application specifically for business owners.

Unlike WhatsApp Messenger, WhatsApp Business has many features that can support your business operations.

You can get WhatsApp Business for free on Play Store or App Store.

WhatsApp Business API

WhatsApp Business API is an upgraded version of WhatsApp Business. The features of the WhatsApp API are also more diverse and more sophisticated.

The features on the WhatsApp API are perfect for those of you who have a medium to large-scale business because they can help accelerate your business and integrate it with the open Application Programming Interface (API).

You only can get the WhatsApp Business API through a Business Solution Provider (BSP) or Official WhatsApp Partner in your country.

What is the difference between auto reply in WhatsApp Business or WhatsApp Business API?

WhatsApp Business and WhatsApp API both have the WhatsApp auto-reply feature. However, the auto-reply features of the two have differences.

The auto-reply feature on WhatsApp Business only can send greeting messages, quick replies, and away messages in WhatsApp.

Meanwhile, the auto-reply feature in the WhatsApp Business API has a rotator that can forward customer questions automatically to the Customer Service team.

Auto-reply on the WhatsApp API also has a WhatsApp chatbot that helps answer customer questions in real time.

Auto Reply in WhatsApp Business

Auto Reply in WhatsApp Business API

The Auto-reply feature can send greeting messages, quick replies, and away messages via WhatsApp. The Auto-reply feature is more advanced and can automatically forward customer questions using a rotator to the Customer Service team.
Suitable for small businesses or those with more specific customer support needs. More suitable for medium to large-scale businesses that require more advanced features and integration with the open API.
Free to download on Play Store or App Store. It can only be obtained through a Business Solution Provider or Official WhatsApp Partner in your country.
Limited functionality compared to the API version. It offers a broader range of features and is more sophisticated.
Does not include a chatbot feature. Includes a chatbot that can answer customer questions in real time.

Also Read: How to Make a WhatsApp Chatbot in 5 Easy Steps!

4 Easy steps to set auto reply in WhatsApp

1. Open WhatsApp Business and go to Settings

Open the WhatsApp Business application and enter the Settings menu

Open the WhatsApp Business app on your device and log in to your business account. You can sign up first if you don’t have an account yet.

Then, tap the three dots in the upper right corner of your account and select Settings.

2. Choose a Business feature

Click the Business Features option under Settings

To set up an automatic reply in WhatsApp, you need to select the messaging feature and choose the type of message you want to set. Under Settings, tap on Business Features.

3. Edit the content of your message

Edit the contents of the message in the Messaging Features

To activate auto-reply, you can edit the message you want to send to prospects/customers who contact you.

  • Away message: The message will be sent to the person who calls outside your working hours.
  • Greeting message: This feature will automatically welcome new prospects/customers.
  • Quick replies: You can organize and save answers from frequently asked questions, so you don’t have to bother typing the same answer for every question that comes into your account.

4. Schedule your messages and choose the recipient

Schedule your messages and select the recipient

The next step is to schedule your messages. You can choose the time to send an automatic message to WhatsApp as needed.

  • Always send: Select this option if you’re unavailable for a long time.
  • Custom schedule: Choose this option to send the message only during specific times.
  • Outside of business hours: This option lets you send messages outside your business hours. Set up your business hours in your business profile for this option.

Finally, choose the recipient you want to send the automatic message WhatsApp to:

  • Everyone: Send the message to everyone who texts you after business hours.
  • Everyone not in the address book: Send the message to numbers outside your contact list.
  • Everyone except: Send messages to everyone except a few contacts.
  • Only send to: Send messages to specific contacts.

What are the benefits of using auto-reply WhatsApp?

1. 24/7 Customer Service Solutions

Automated reply WhatsApp can respond whenever customers need it without being limited by business operating hours.

These questions were answered quickly and in real time. So it can speed up the resolution of customer problems.

2. Safe to use

WhatsApp has end-to-end encryption security where all incoming and outgoing messages are guaranteed confidentiality.

Users and businesses involved in the conversation can view the contents of the chat.

3. Improving customer relations

Automated reply WhatsApp can build responsive and proactive conversations with customers.

You can design a conversation flow to personalize one of them with the greeting message feature to create better relationships with customers.

4. Easily gather feedback from customer

The customer service team can use automated reply WhatsApp to ask for feedback from customers.

It means you can understand customer needs and use them as material in developing business improvement strategies.

5. Cost-effective

Auto-reply WhatsApp can respond automatically for 24 hours non-stop.

Businesses can reduce customer service operational expenses, such as telephone costs and employee salaries.

6. Increase sales

Most customers get recommendations and solutions from answers given by the auto-reply feature without the need to go through the customer service team.

It shows an increase in customer experience affects a better reputation.

Limitations of using auto reply WhatsApp Business

  1. WhatsApp Business is for local small businesses and has more limited features.
  2. Anyone can download the WhatsApp business app. It means no verification shows that it is your business.
  3. You can only use the same auto-reply message template in WhatsApp Business.
  4. You cannot integrate WhatsApp Business with CRM software or other third-party applications.
  5. WhatsApp auto-reply only works during specified off-hours.

How to set up auto reply in WhatsApp Business API?

5 Easy Steps to Set Up Auto-Reply in WhatsApp Business API

1. Use a WhatsApp Business API account

First, you need a WhatsApp Business API account to access advanced auto-reply features for your business.

To use the auto-reply on the WhatsApp Business API, you need to have a WhatsApp API account.

If you don’t have one yet, then you can register your business with an Official WhatsApp Partner such as Mekari Qontak.

The Mekari Qontak team will gladly help you to get a WhatsApp API account for your business.

Also Read: What is WhatsApp Business API? – A Complete Guide

2. Enter the chat panel

Second, enter the chat panel, which is a WhatsApp BSP that offers access to the WhatsApp Business API.

You will be provided with credentials to use when logging in to the Qontak chat panel. The menu appearance of agents/admins and supervisors after logging in will be different.

Agents can reply to incoming messages, while supervisors can monitor incoming messages and make some settings related to the auto-reply system.

3. Select the Settings option

Third, select the Settings option in the chat panel to access your WhatsApp account settings, including your auto-reply message template.

At this stage, you can enter the ‘Settings’ option on the left, then click the ‘Chat’ option to set the auto-reply system and message templates.

4. Create an auto-reply message template

Fourth, create an auto-reply message template that will automatically respond to incoming messages from customers or prospects with customized information about your business.

Proceed by selecting the ‘Template’ option and creating an auto-reply message template as needed.

Apart from creating message templates, you can also set office hours and tags to help customers get answers to their questions easily and quickly.

Note: You can also ask the Mekari Qontak team to help build an auto-responder system, working hours, various templates, and tags practically.

How much does auto reply WhatsApp cost?

There is no fee to use the auto-reply feature on WhatsApp Business and WhatsApp Business. It means you can use it for FREE.

However, if you want to use it on the WhatsApp Business API to get more benefits, you should have a WhatsApp API account. You can find out more about WhatsApp Business API pricing here.

Want to try auto reply WhatsApp? Claim your free account demo here!

For all of you who want to try the WhatsApp API auto-reply feature for FREE, it is your chance!

Mekari Qontak provides a free demo account that you can use to try a more exciting experience with the WhatsApp Business API.


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