WhatsApp Business Bot
This workflow implements automated message sending and receiving management based on a WhatsApp business account. After users select to receive notifications via a Google Form, the system automatically sends template messages and receives user replies. All messages are stored in Google Sheets, allowing backend personnel to edit response content and send messages in bulk. This automated process ensures compliance, enhances customer response efficiency, and is suitable for scenarios such as appointment reminders, customer support, and marketing notifications, significantly reducing manual operations and communication delays.
Workflow Name
WhatsApp Business Bot
Key Features and Highlights
This workflow enables automated message sending and receiving management based on a WhatsApp Business account. It supports automatic dispatch of WhatsApp template messages upon collecting user consent via Google Forms. Simultaneously, it can receive user messages on WhatsApp in real-time, store them in Google Sheets, and allow backend staff to edit reply content directly within the spreadsheet. Replies are then automatically sent in batches. The process is highly automated and efficient, leveraging WhatsApp’s official template message mechanism to ensure compliance and provide an excellent user experience.
Core Problems Addressed
- How to implement automated WhatsApp message pushing to ensure users receive timely notifications (e.g., appointment reminders)
- How to securely collect and centrally manage messages sent by users
- How to automatically send batch replies within the compliant 24-hour response window, improving customer response efficiency
- How to avoid manual operations, reducing communication delays and missed messages
Application Scenarios
- Appointment reminders and confirmations in healthcare, education, and service industries
- Customer support and feedback collection
- Targeted notifications in marketing campaigns based on user consent
- Any business or team relying on WhatsApp as a primary communication channel
Main Workflow Steps
- User submits information via Google Form and opts in to receive WhatsApp notifications
- Google Sheets detects a new row event and checks if the user consented to receive messages
- If consented, send a predefined WhatsApp template message (including personalized details such as appointment time)
- Listen to WhatsApp triggers to capture incoming user messages
- Store user messages and related information in Google Sheets, marking the status as “New”
- Backend staff enter reply content in Google Sheets and update the status to “Ready”
- Scheduled tasks scan for replies marked “Ready” and automatically send them one by one via WhatsApp to corresponding users
- Update message status in Google Sheets to “Replied” to complete the communication loop
Involved Systems or Services
- WhatsApp Business API: for sending and receiving messages
- Google Sheets: to store user messages, reply content, and message statuses, enabling data management and interaction
- Google Sheets Trigger: to monitor form submissions and spreadsheet data changes
- n8n Automation Platform: to connect the above services and orchestrate the entire workflow
Target Users and Value
- Enterprise customer service teams seeking to improve communication efficiency and customer satisfaction
- Appointment-based service providers (clinics, beauty salons, educational institutions, etc.) for automated reminders and confirmations
- Marketing professionals aiming to reach customers compliantly via WhatsApp messages to boost conversions
- Automation operators looking to minimize manual intervention, standardize workflows, and accelerate response times
With this workflow, businesses can easily build an automated customer communication system based on WhatsApp, achieving intelligent message sending and receiving management that significantly enhances service efficiency and customer experience.