How to use WhatsApp to send regular messages? 3 steps to help you reach customers accurately

Author of this article：Fiona

In today's mobile Internet era，WhatsApp It has become an indispensable communication channel in the fields of cross-border e-commerce, customer service, and social media marketing. For companies, not only mustTimely responseCustomers, but also to reach customers at the right time-therefore, the "send messages regularly" function is particularly critical.

This article will focus on analyzing the value, realization methods, and precautions of WhatsApp's regular messaging, and combine them with Mixdesk And other intelligent customer service systems to help enterprises realizeautomationReach, improve efficiency and transformation.

1. Why use WhatsApp to send regular messages?

1. Precise reach, increase opening rate

In marketing communication, "delivery time" often affects whether the message is viewed in a timely manner. By sending regular messages, information, promotions, and reminders can be reached when customers are most likely to open them, thereby increasing the open rate and interaction rate. For example, cross-border customers can send messages in different time zones by setting the local peak time in the morning or evening in advance, which can have a higher reach rate.

2. Automate processes and free up human resources

Traditional customer service or marketing methods require manual sending of messages one by one and manual setting of time, while the timing function can greatly reduce repetitive labor. For fixed processes such as event warm-up, order reminders, holiday promotions, and customer care, “write once and use multiple times” can be achieved by sending it regularly. With the help of Mixdesk And other systems can integrate this process into the background system, freeing the customer service team from cumbersome operations.

Mixdesk is an overseas multi-channel intelligent customer communication platform that can unify multiple channels such as Facebook, Instagram, WhatsApp, Line, Telegram, and Email to help companies communicate and serve customers. Mixdesk also supports AI employee functions, allowing enterprises to achieve more efficient automated customer service.

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3. Improve the customer experience and avoid interruptions

If the message is sent during the customer's “busy period”, it may be ignored or even cause disgust. By sending regularly, you can choose the time when the customer is free or choose the sending time according to the customer's behavior. In addition, throughIntelligent customer service systemIdentify customer labels, purchase intentions, etc., and send them regularly to be closer to customer needs and enhance the experience.

2. Common misunderstandings and risks when sending messages regularly

Myth 1: It is valid as long as it is sent regularly

Regular delivery is important, but if the content is not close to the customer, the audience is inaccurate, and the words are unattractive, the effect may still be unsatisfactory. Timing is the “way of reaching”, and content is still the "core”.

Myth 2: Abuse of timed mass distribution = precise reach

A large number of mass releases of the same content at the same time are easily blocked, reported, or even triggered by users. WhatsApp risk controlmechanism. Not only does this not bring the ideal conversion effect, but it can easily lead to account restrictions, customer disgust or even loss, and the gain is not worth the loss.

Risk 1: The use of unauthorized tools may be banned

Due to the official WhatsApp group、Third-party tools、 There is a strict policy on the use of the API. If you use non-conforming tools, you will send it regularly.Mass distribution, May trigger the risk of title. Enterprises should chooseCompliance platformOr Officially authorized services to ensure safety.

Risk 2: The message is sent at the wrong time, causing disgust

If it is sent during the customer's late night hours, non-working hours, or when the customer is resting in the time zone, it will be considered to disturb and cause a complaint or report. Regular delivery needs to consider the customer's time zone, activity pattern, and time preference.

3. WhatsApp regularly sends messages: a 3-step operation guide

Step 1: Choose the right tool or method

Currently, WhatsApp itself is for "sending a single arbitrary message regularly".Support is relatively limited。 Officially only in WhatsApp Business It provides preset timing functions such as "message when leaving" and greeting message. To achieve more flexible, batch, mass, and timed delivery, you need to useThird-party tools, such as Mixdesk Intelligent customer service system.

Mixdesk is an overseas multi-channel intelligent customer communication platform that can unify multiple channels such as Facebook, Instagram, WhatsApp, Line, Telegram, and Email to help companies communicate and serve customers. Mixdesk also supports AI employee functions, allowing enterprises to achieve more efficient automated customer service.

Consult now

Step 2: Set up the sending plan & conversation technique

• Determine the delivery time: Set the delivery time according to the time zone of the target customer, the user's active time period, or the active node. For example: 1 day before the start of the promotion, 2 hours after the order is shipped, 10 am on the day of the holiday, etc.
• Write timed message content: It is recommended to be short and dapper, with a call to action, with graphics, videos, links and other elements. Avoid being too long or complicated content, because WhatsApp users prefer fast interaction.
• Select audience: It is best to deliver in layers according to customer tags (such as first-time purchase, VIP, abandoned single user, active user). This audience can be set using the timed delivery tool or the background system.Mixdesk Support labelingMass distribution, Improve personalized reach.
• Set frequency and rhythm: Avoid sending a large number of messages in bulk at a time, which is judged to be spam.Mixdesk Independent research and development of the “multi-talkative + multi-account rotation” strategy, through the rotation sending function, to avoid repeated triggering of blocking control due to content, effectively reduce the risk of risk control. At the same time, a single account or multiple accounts can be set up for collaborative mass distribution, which is both safe and efficient.

Step 3: Monitor the effect and continuous optimization

• Check the delivery status and analyze customer feedback: Organize and record according to data such as sending records, failure conditions, open/reply rates, etc. Which words have a high open rate? Which audiences have a stronger response rate? Which time period works best? Based on these data, adjust the next batch of timing message strategies.
• Reuse process and content: Save the tested and effective timing message template as a standard process to be suitable for festivals, promotions, reminders and other scenarios.

4. 4 practical scenarios for WhatsApp to send regular messages

Scenario 1: Warm-up for promotional activities

24 hours or 48 hours before the start of the promotion, use WhatsApp to remind customers with regular messages, so that they can know in advance, bookmark products or join the snap-up queue. Combine graphics, discount codes, and countdown effects to increase willingness to participate.

Scenario 2: Order reminder and after-sales follow-up

After the user places an order, the timing message can be set before delivery or after confirmation of receipt. Such as “Your package will be delivered on X Day”, "Thank you for your purchase, do you want to know more products/accessories?" ”This not only improves the service experience, but also drives secondary purchases.

Scenario 3: Customer care and repurchase reminder

For active users or users who have not placed an order after purchasing, “Thank you letter”, “Limited-time offer”, and “New product recommendation” messages will be sent regularly. Regular reach can improve customer retention and repurchase rates.

Scenario 4: Holiday/Event node blessing or reminder

Such as New Year, Black Friday, Double 11、Halloween, etc., regularly send holiday wishes + exclusive discounts through WhatsApp 1-2 days in advance, which can enhance brand favorability and user participation.

Summary: WhatsApp sends messages regularly, not to "save time” but to "improve the effect”

Many businesses feel that sending messages regularly only "saves the time to manually click”. In fact, its core value is “let every message reach the right customers at the right time and in the right form”-to solve the “invalid messages" caused by time zone differences and avoid repeated operations.“Efficiency and waste” to reduce the “customer churn” caused by missed key messages.

The competitive focus of cross-border communication has long shifted from "who sends more" to ”who sends accurately and who responds quickly." In the global marketing environment, with the help of Intelligent timing, mass distribution and automatic reach in time-sharing areas Functional Mixdesk Intelligent Customer Service System, Companies can automatically push messages according to the active time of the target market, to achieve an efficient and uninterrupted communication strategy, and make every message more valuable.

Mixdesk is an overseas multi-channel intelligent customer communication platform that can unify multiple channels such as Facebook, Instagram, WhatsApp, Line, Telegram, and Email to help companies communicate and serve customers. Mixdesk also supports AI employee functions, allowing enterprises to achieve more efficient automated customer service.

Consult now

FAQ

Q1: Can WhatsApp itself send messages directly and regularly?

A: The official Business version of WhatsApp only supports the timing settings of "Message when Leaving" and "Greeting Message", and cannot send personalized messages to any contact regularly. If you need more flexible timing delivery, you need to use a third-party tool or a customer service system.

Q2: Is it safe for WhatsApp to use a third-party timed sending tool? Will it be titled?

A: There are certain risks with third-party tools, especially if they are not authorized by WhatsApp, or are used for mass distribution or improper transmission, the title may be triggered. It is recommended to choose a formal system that conforms to the WhatsApp Business API, such as Mixdesk, and complies with the principles of user permission, sending frequency, and content compliance.

Q3: When is the best time to send timed messages?

A: The best time varies depending on the customer group and time zone. It is generally recommended to do it at 10-11 o'clock in the morning, 1-2 noon, or 7-9 o'clock after get off work in the customer's local area. The most effective way is to test different time periods first, and determine the active time period of your customers through data analysis.

Q4: I have multiple customer groups, how do I set timing messages in layers?

A: You can use the Mixdesk system to classify customers by tags (such as VIP/repurchase users/new users/unmurchased users), and then set different timing content, delivery time and frequency for each group.

Q5: How to add the "personalization variable” in the timing message?

A: High-quality tools (such as Mixdesk) support "bulk import of customer information”, allowing users to easily personalize settings when sending in bulk. Just insert variables such as “{{customer name}}” and “{{order number}}” in the message template, and the system can automatically match and replace them, greatly improving marketing efficiency.