Jacob Morrow
Updated: 2025-07-14
Missing messages from your customers or even replying too late can be quite costly for businesses. The majority of customers expect quick responses from companies. Even if a business is not able to resolve an issue immediately, it must acknowledge the customer's request as soon as possible. This is where the WhatsApp auto-reply feature comes in.
WhatsApp has become a powerful business communication platform with many top tools offering customer support through it. We'll discuss how to auto reply in WhatsApp to help you maintain quick communication.
Part 1: What does WhatsApp Auto Reply Mean?
Defination
WhatsApp auto reply is an intelligent messaging feature that sends pre-configured responses to incoming messages automatically. This is a great feature for businesses that cannot respond to customers immediately.
You have to set up customized content based on specific triggers, so WhatsApp can detect the customer's message and generate an instant response. It means even if someone messages you outside business hours, they will get an appropriate response.
Why Should You Set up WhatsApp Auto Reply Messages?
You should learn how to set an auto reply in WhatsApp to enjoy the following benefits:
- Quick Acknowledgment: Auto replies ensure that your customer receives an acknowledgment message as soon as they send a message. Such instant response is vital in reducing customer anxiety and shows that you care about providing quick and reliable service.
- 24/7 Availability: Having WhatsApp auto reply is just like having an assistant that does not get tired and is available 24/7, even during holidays and business after-hours.
- Minimize Response Time Pressure: WhatsApp auto reply is also a great feature to reduce the pressure on a company to maintain a quick response time. The teams get time to craft their response as per the customer's specific queries, leading to higher satisfaction.
- Consistent Communication: All of the auto reply WhatsApp messages maintain your brand voice, unlike human responses that can vary in tone.
- Cost-Effective Solution: Automating responses to commonly asked questions reduces the workload on the customer support team and also helps you save time and money.
Scenarios for WhatsApp Auto Reply
Let's look at some real-life examples of how WhatsApp auto reply works:
1. Streamline Customer Support
When customers reach out with technical issues or product questions, your WhatsApp auto reply can immediately acknowledge their issue and provide estimated response times. Moreover, the auto reply messages can contain links to helpful resources like FAQ pages or troubleshooting guides.
Example
A SaaS company receives dozens of login-related queries daily. WhatsApp auto reply instantly provides password reset instructions and forwards more complex issues to technical support.
2. Order Management
Online stores can use WhatsApp auto reply message systems to automatically respond to order-related queries, such as tracking information or delivery updates.
Example
An online fashion retailer's auto reply system instantly provides order status updates when customers message their order number.
Source:yellow.ai
3. Lead Generation
Sales teams can use auto-replies in WhatsApp to gather lead information and schedule consultations. This is useful to ensure no potential customer goes unnoticed, even during busy periods or outside working hours.
Example
A real estate agency's WhatsApp auto reply collects property preferences from potential buyers and automatically schedules viewing appointments.
Source:brevo
4. Appointment Scheduling
WhatsApp auto reply can be highly useful for service-based businesses like healthcare providers and consulting firms. They can use automated replies to confirm appointments or send reminders.
Example
A dental clinic's auto reply system confirms appointment bookings, sends preparation instructions, and allows patients to reschedule via WhatsApp.
Source:umso
Part 2. How to Set Auto Reply in WhatsApp?
Setting up an auto reply in WhatsApp is possible via two different methods:
Method 1: WhatsApp Business App (Basic)
Using the WhatsApp Business App to set up auto replies is the simplest way of implementing auto reply messages without getting into technical complexities. This method is perfect for small and medium businesses that want to benefit from automated responses on WhatsApp.
How to Enable Away Messages in WhatsApp Business App?
Away messages are the core type of messages created in WhatsApp auto reply messages. They are used to tell the customer that you are not available right now on WhatsApp Business.
Here's how you can enable and set up away messages in the WhatsApp Business app:
Step 1: Access the settings on your WhatsApp Business app and open the Away Message configurations to set up WhatsApp auto reply messages.
Step 2: Enable the toggle of 'Send away message' to ensure you have access to the auto reply WhatsApp functionality for your business account.
Step 3: Tap the message field to compose your auto reply response. Generally, you should make your WhatsApp auto reply message informative, professional, and aligned with your brand voice.
Step 4: Schedule your auto reply messages by selecting one of the three available options: Always Send, Custom Schedule, or Outside Business Hours.
Step 5: Choose the message recipients. You have the option of selecting Everyone to ensure the automated response is triggered for all incoming messages. Otherwise, you can also choose from the options of Everyone Not in Address Book, Everyone Except, or Only Send to trigger an auto reply for a specific type of message.
The following image summarizes these steps:
Pros and Cons of WhatsApp Business App Auto Reply
Let's take a look at the pros and cons of using the auto reply feature via the WhatsApp Business app:
Pros
-
Quick setup and easy configuration within 5 minutes.
-
No technical skills are required as everything can be configured from the user-friendly interface.
-
The auto-reply feature is available for free in the WhatsApp Business App.
Cons
-
Auto reply messages in WhatsApp Business are limited to text-based responses without any dynamic content.
-
Lack of advanced triggers based on specific keywords or customer actions.
-
Highly limited personalization options.
-
No detailed analytics are available, so you cannot track customer engagement.
Method 2: WhatsApp Business API (Advanced Auto Reply Solutions)
If you want a more advanced auto reply solution in WhatsApp, then you should consider using the WhatsApp Business API.
Why Choose WhatsApp Business API for Auto Reply?
The key benefits of choosing the WhatsApp Business API for auto reply messages are:
- Advanced personalization capabilities to ensure customers get automated responses with a personal touch.
- You can set up advanced triggers to ensure the WhatsApp auto reply system can respond to specific keywords.
- WhatsApp Business API can also integrate media with your auto reply messages to create visually appealing responses.
- You can connect your WhatsApp system with CRM platforms and different tools to create a unified business system.
- API's auto reply functionality can deal with thousands of messages simultaneously. This is great for medium and large-scale companies to provide reliable customer support.
How to Set Up Auto-Replies with WhatsApp Business API?
Here's how you can set up auto replies with WhatsApp Business API:
Step 1: You have to partner up with a suitable platform like EngageLab to access and use the WhatsApp Business API. Such collaboration is vital to ensure compliance with WhatsApp's policies and get the technical implementation support.
Step 2: Design the auto reply message templates for different scenarios, such as welcome messages for new clients, order confirmations, and promotional announcements.
Step 3: Configure intelligent triggers to set up when to send an automated response depending on keywords, time, customer behaviour, or status.
Step 4: You also have to design and set up multi-step conversation flows to guide customers through different stages, such as lead qualification, product recommendation, and ticket creation.
Step 5: Just implementing the WhatsApp API is not enough. You also have to test and optimize it from time to time.
Overall, WhatsApp Business API needs more time for configuration, but it also offers greater control over your auto reply messages.
Part 3. Next-Level WhatsApp Auto Reply Message: EngageLab
EngageLab is a customer engagement and marketing automation platform that
helps businesses reach their target audience via different channels, including
WhatsApp. Setting up WhatsApp Business API without a user-friendly tool like
EngageLab is extremely complicated.
So, you should use EngageLab to automate your marketing and customer support processes via WhatsApp auto reply messages.
Get Started For FreePre-requisities
To use the WhatsApp Business API and auto reply feature in EngageLab, you'll need the following things:
- Business Account: A WhatsApp Business account that can integrate the API and reply to your customers automatically.
- Sending Number: You'll also need a phone number linked to the Business account to send auto reply messages.
How to Set Up A WhatsApp Auto Reply Workflow in EngageLab?
Follow these steps to set up WhatsApp auto reply in EngageLab:
Open the WhatsApp Service within EngageLab and start by connecting your business account.
You can easily connect your WhatsApp Business Account through your Facebook account.
The next step is to register your sending business number. Make sure your number is active, so you can also verify it.
Once the business account and number are connected, you can shift your focus towards crafting the actual message.
EngageLab supports creating multiple templates to trigger appropriate responses in different scenarios.
There are also many other features you enjoy within EngageLab to optimize WhatsApp auto reply messages, such as message analytics and conversation analytics.
Part 4. Best Practices of WhatsApp Auto Reply Messages + Examples
Let's look at some key best practices you can implement to optimize your WhatsApp auto reply messages:
- Personalize Your Messages: Your auto reply messages should reflect your brand voice while also ensuring personalization. You should use conversational language to make it seem like you are interacting with your customers.
- Set Clear Expectations: Be clear in your automated response, so that the client has clear expectations. For example, if a client messages you outside working hours, your response should indicate the hours in which you will get back to them.
- Include Valuable Information: A lot of customer queries can be resolved by FAQs and helpful links. Therefore, your auto reply message content should include the FAQs links, working hours, and clear contact information.
Templates for WhatsApp Auto Reply Messages
Here are a few templates for WhatsApp auto reply messages you can use in different situations:
1. Business Hours Information
Hi there! Thanks for reaching out to [Business Name]. We've received your message and will respond within 24 hours during our business hours (Mon-Fri, 9 AM - 6 PM). If you have some urgent issue, you can call us at [Phone Number]. Have a great day!
2. Customer Support
Hello! Your support request has been received. Our technical team will get back to you within 4 hours. You can explore our FAQ [Link]. Ticket #: [Auto-generated number] Priority: Standard Thanks for your patience!
3. Order Confirmation
Hi [Customer Name], Your order #[Order Number] has been confirmed and will be processed within 1-2 business days. You can track your order at [Link]. Thanks.
4. Appointment Confirmation
Hi [Client Name], Your appointment is scheduled for: [Date and Time] at [Business Name]. If you need to reschedule, reply 'RESCHEDULE '. We look forward to seeing you!
5. After-Hours Promotional Message
Thanks for reaching out! We're currently closed but excited to help you tomorrow. FLASH SALE: 20% off all products until midnight! Use code: WHATSAPP20 at [Website Link].
Conclusion
If you are serious about increasing customer engagement in your business, you must implement the WhatsApp auto reply functionality and gain a competitive edge over your competitors. EngageLab offers the best platform to maximize your auto reply processes and help you gain control over the process with advanced workflow automation.
