How to Set Up Automatic Messages on WhatsApp Step by Step

Replying to every customer instantly is impossible if you do it by hand. The good news is that WhatsApp lets you send automatic messages to greet people, let them know you're outside business hours, or answer common questions without being glued to your phone. In this guide you'll learn how to set up automatic messages on WhatsApp step by step, from the free app to solutions that automate entire replies with artificial intelligence.

What is an automatic message on WhatsApp

An automatic message is a reply that WhatsApp sends without human intervention when something happens: a customer messages you for the first time, contacts you outside your working hours, or mentions a keyword. It serves three purposes:

• Welcome people and confirm you received their message.
• Set expectations when you can't reply right away.
• Answer frequent questions (pricing, hours, location) on the spot.

There are two routes depending on the tool you use: the WhatsApp Business app (free, with basic features) and platforms connected to the official API, which unlock far more powerful automations.

Option 1: automatic messages in the WhatsApp Business app

The free WhatsApp Business app includes two types of automatic messages plus quick replies.

Greeting message

1. Open WhatsApp Business and tap the three dots → Business tools.
2. Go to Greeting message.
3. Turn it on and write the text (for example: "Hi! Thanks for messaging [your business]. We'll be with you shortly.").
4. Choose who receives it: everyone, only people not in your contacts, and so on.

This message is sent automatically when someone writes to you for the first time or after 14 days of inactivity.

Away message

1. In Business tools, open Away message.
2. Turn it on and write the text (for example, your opening hours).
3. Set the schedule: outside business hours, always, or a custom range.

That way, when someone messages you at night or on the weekend, they get an instant reply.

Quick replies

Quick replies aren't fully automatic, but they speed things up a lot: you type / followed by a shortcut and WhatsApp inserts a saved text. Perfect for pricing, shipping policies, or contact details.

Limits of the free app

The app handles the basics, but it falls short as your business grows:

• You can only have one greeting and one away message, identical for everyone.
• It doesn't really answer questions: it always sends the same text.
• It works on a single phone and doesn't let several agents handle chats at once in an organized way.
• It doesn't connect to your CRM or your other channels.

If you need auto-replies that understand what the customer is asking and act accordingly, you need the official WhatsApp API and a platform that makes the most of it.

Option 2: AI-powered auto-replies with the official API

By connecting your number to the official WhatsApp API through a platform like Omnifox, you can go far beyond a fixed text:

• AI agent: a conversational assistant understands the customer's question (price, availability, order status) and replies with real information, in their language, around the clock.
• Automated flows by keyword or event: if the customer types "catalog," you send the catalog; if they abandon a cart, you trigger a reminder.
• Handoff to a human: when the AI can't resolve something, it transfers the conversation to an agent seamlessly.
• Scheduled messages and follow-ups: appointment reminders, order confirmations, or re-engagement sequences that go out on their own.

How to set it up, in short

1. Connect your number to the official API from the platform (Omnifox guides you through Meta verification).
2. Define your automations in a visual, no-code editor: greeting message, keyword replies, and the AI agent's behavior.
3. Train the agent with your information: pricing, hours, FAQs, and useful links.
4. Enable handoff to your team for cases that need a person.
5. Measure and refine with metrics on resolved conversations and response times.

Best practices for your automatic messages

• Be clear and human: greet with your business name and avoid robotic wording.
• Offer a next step: tell the customer what they can do while they wait (browse the catalog, leave their details).
• Respect the schedule: don't promise an instant reply if it's the middle of the night.
• Don't overdo it: one automatic message per conversation is enough; chaining several is annoying.
• Follow WhatsApp policies: get consent before sending proactive messages.

Conclusion

Setting up an automatic message on WhatsApp is as simple as turning on the greeting and away messages in the WhatsApp Business app. But if you want auto-replies that genuinely resolve issues, serve multiple channels, and escalate to your team when needed, the next step is the official API with a platform like Omnifox, which adds an AI agent, no-code automations, and a unified inbox. Start with the basics today and automate more as you grow.