How to set up automatic messages on WhatsApp: step by step

This is the configuration step by step. If you want to understand the complete picture of automatic messages (types, strategy, when not to use them), start with complete guide to automatic messaging on WhatsApp. Here the focus is hands-on: the 5 types that matter and how to configure each one without programming. The prize is big: leads responded in the first hour are 7 times more likely to qualify than those who wait longer^[1], and the automatic response resets this waiting time.

Automatic message types

1. Welcome

Triggered on the first message from the contact. Don't use it to "sell" — use it to confirm you received it and promise a next step.

"Hi! I received your message. I will respond to you within 15 minutes during business hours (Mon-Fri 9am-6pm). Outside of these hours, I will get back to you the next business day 🙏"

2. Absence (outside of working hours)

Only sends messages outside opening hours. Let me know when you'll be back.

3. Qualification

Bot asks what is necessary before the human enters. Accepts free text or buttons.

4. Confirmation/reminder

Appointment reminder, confirmed purchase, delivery time. sends messages at a scheduled time.

5. After-sales

X days after purchase: ask for review, offer cross-sell, restore relationship.

Official API vs Extension

You can automate via:

• WhatsApp Business app — welcome, away, and basic quick reply messages. Limit: ~3 models.
• Official API (with BSP) — unlimited automation but with cost per conversation and bureaucracy of approved templates.
• Extension for WhatsApp Web (Zapext) — complete automation, no cost per message, 1-click installation. Ideal for 99% of SMEs.

When NOT to use automation

• Premium client in delicate negotiation.
• Serious complaints or crisis — always human.
• Beginning of a relationship in consultative sales (high-ticket B2B).

How to configure everything on Zapext

1. Install the free Chrome extension.
2. Em Chatbot, configure keyword (e.g. "hi", "hello", "price") and action (text, audio, media, transfer to human).
3. Em Scheduling, schedule recurring messages (welcome, absence, after-sales).
4. Test with your own number before activating for everyone.

More technical details in our chatbot guide without programming and automation page.

Sources

1. [1] The Short Life of Online Sales Leads — Harvard Business Review (2011-03). accessed 2026-05-19.