Automatic welcome message in WhatsApp - All info & 5 message templates [August 2024]

Message templates are standardized, verified by WhatsApp text templatesthat enable you common customer concerns to process efficiently. But the automatic greeting goes one step further. It allows you to automatically answer and greet customers and thus the first customer contact to be designed extremely professionally. By the way: According to WhatsApp business messaging policy Responses to customer messages can only be sent within a 24-hour time frame after receiving the customer's first message.

In this article, we not only provide you with the basics of WhatsApp message templates but also how you can use automatic greeting to immediately welcome customers and initiate valuable interactions. In addition, we present 5 cross-industry WhatsApp templates for welcome messagesto help you get started. The {{in curly bracketsText modules}} are customizable variables, which make it possible to seamlessly integrate customer-specific information into message templates.
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What are automatic messages in WhatsApp Business?

For automatic WhatsApp business messages, or autoresponders Are these chat messages that — once predefined — automatically for certain events be sent to the respective customer. This can be, for example, a automatic response be on an incoming message from the customer or an automatically sent one Order confirmation. The message itself can be freely defined by the company. Automatic reply messages can have several functions. The most classic is probably the Greeting the customer. In this way, he knows directly that his request has also been received by the company and is being processed. Because almost nothing frustrates customers more than communication that they don't know whether it will actually be received. Automatic reply messages are available to both WhatsApp Business app and WhatsApp Business API users. For private WhatsApp accounts, this is company-specific feature not available
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What is a WhatsApp welcome message and when is it sent?

In WhatsApp App Business, welcome messages are a Category of automatic responses. that Feature is integrated directly into the app. With welcome messages, you automatically send a ready-made response to an incoming customer request when customers send a message to your company for the first time, or when customers haven't chatted with your company for at least 14 days.
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Are you currently still using a private WhatsApp account for your company? Why is a Migrating to WhatsApp Business API It's worth it, find out here.

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Use cases for automatic replies in WhatsApp Business

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Welcoming customers

The most classic and common use case for automatic response messages is to greet customers. Just like the “hello” when you enter a retail store, a automatic welcome messaget in your WhatsApp chat channel, customers know that you are welcome and that they will address their concerns as quickly as possible. Should there currently be longer response times come, could you point this out to customers directly and the right Expectations Determine when you can expect an answer. Should you outside opening hours In this case, too, you can send an automatic absence message to alert the customer that you cannot answer them personally at the moment and ask them to get back to you within regular opening hours.

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WhatsApp customer support

Automatic answers play a crucial role in the area of Customer support via WhatsApp. Customers today expect fast and reliable answers to their inquiries. This is where automatic answers come in to meet these requirements. When customers make a request, the system can automatically an answer send, confirming that the Message received was and that that Support team will get back to you soon with a solution. This Interim confirmation By itself, it can strengthen customer trust and reduce the frustration caused by long waiting times. In cases where the response time could be slightly longer, the automatic response can inform the customer of the estimated time frame and may offer alternative sources of information. So will the Customer support more efficient designed and the customer satisfaction increased.

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WhatsApp absence messages

Absences are unavoidable in every company — whether due to holidays, vacations and scheduled or unscheduled closures. This is where automatic answers are extremely useful. Imagine a customer sending you a message while your store is closed. Instead of leaving the customer uncertain when they can expect an answer, a automatic absence message Tell him that you are temporarily unavailable and when he can expect an answer. This creates transparency and reduces customer frustration. At the same time, you can provide alternative contact details or resources that could help customers while you're away. This type of automatic response not only increases the professionalism of your company, but also shows that you Take your customer's needs seriously.

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How do you create automatic welcome messages?

If you the WhatsApp Business API via hellomateo , automatic welcome messages are of course available as a feature. But users of the WhatsApp Business app also have access to the feature. The setup process is as follows:

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Automatic response in the WhatsApp Business app:

• Open Use the WhatsApp business app.
• Click on the “Three Dots” to open the takes.
• Navigate to”Business tools” —”Welcome message”.
• Activate Write the welcome message and type the Message content one. The templates from this article can be inserted here.
• Swap the {{wildcard}} against your information.
• Finally, you can decide whether all or only certain personals should receive the welcome message. This is where you should usefully”all”, as the message is also aimed at new contact requests.

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Automatic reply messages via WhatsApp Business API and hellomateo:

• Open the hellomateo web app.
• Click on the cogwheel at the top right to enter the takes to get there.
• Navigate to”news channels” and select your WhatsApp channel.
• Activate the option”autoresponder”.
• Now they can each have an automatic Formulate a message, the during or outside their opening hours is sent to their customers. To do so, you can choose from the templates above.
• By clicking on”confirming” save your entries.

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5 message templates for WhatsApp welcome messages

1. Welcome message within opening hours

Suggested name: autoreply_opened

Text example: Hi {{customer}}, thank you for your message. A member of staff will get back to you shortly. When it comes to an order, please have your order number ready.

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2. Welcome message outside opening hours

Suggested name: autoreply_closed

Text example: Hi {{customer}}, thank you for your message. Unfortunately, you can reach us outside our opening hours. We'll get back to you as soon as we're open again.

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3. Opt-In Request

Suggested name: optin_request

Text example: Hello {{customer}}. For easy communication with you, we would like to write to you via WhatsApp. To start the conversation, please answer yes.

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4. Transfer to the responsible department or person

Suggested name: divisible_department_info

Text example: For the best possible processing of your request, the message was handed over to the responsible department. An employee will get back to you here shortly.

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5. Complaint receipt

Suggested name: reklamation_eingang

Text example: Hello {{customer}}. We're sorry to hear that you've run into a problem. We always strive to provide our customers with the best possible support in such cases. We will address your request immediately.
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By the way: With WhatsApp API In contrast to the normal WhatsApp business version, you can even send WhatsApp newsletters and thus carry out extremely effective marketing to existing customers and increase your sales. All information about the WhatsApp newsletter is available here!

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Revolutionize your customer communication with hellomateo!

We at hellomateo are your messaging experts when it comes to customer communication. Hundreds of companies are already using hellomateo and are impressed. Our customers particularly appreciate the following benefits:

• ‍Central user interface: hellomateo combines WhatsApp Business Platform, email, Instagram, SMS and Facebook Messenger in one central inbox. The intuitive user interface includes various tools for efficient customer communication and saves you valuable working time.
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• integrations: With hellomateo, you can use WhatsApp in integrate over 6,000 software programs and fully automated Customer trips create with invitations, order confirmations, shipping information, invoices, and reminders.
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• Newsletter marketing: Send GDPR-compliant Newsletter via WhatsApp or SMS and benefit from opening rates of over 95%.‍
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• Assessment management: hellomateo can Automatically request online reviews from your customers, which boosts your Google ranking and trust in your company.
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• ‍Data protection: hellomateo meets all German and European Data protection requirements and offers end-to-end encryption for secure customer communication.
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• scalability: Our software is suitable for Businesses of all sizes and can be extended indefinitely depending on the package.‍
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• ‍Diverse AI features: Our AI agent can automatically answer customer inquiries in chat, answer calls, help with the formulation of messages and much more.
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Arrange a non-binding and free consultation and we'll show you how hellomateo covers your communication needs! Simply book an appointment here or write to us via our web widget.

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