What are Away Messages on WhatsApp Business & how to set them?

Away messages inform the clients about our business timings and other schedules!
Away Messages are informative

WhatsApp business has been proving itself as a customer care platform for many small and medium websites off late. Since WhatsApp has included many features in the business version that the traditional app does not have, it has been doing wonders. However, many users struggle to utilize the features despite their user-friendly properties due to lack of interest or time. As there are many YouTube videos and posts explaining how to set the greeting messages, away messages and Quick replies, it is very easy to make some changes in settings to avail the features.

We on behalf of Holithemes.com have attempted to write on these 3 main features, Quick replies. Greeting Messages and Away Messages. Since we are done with the first two topics and published them on our site, the third attempt is on setting up away messages. To know the set-up procedure of these messages, first, let us understand what the away messages actually are?

What are Away Messages?

No matter what, every business has some off hours or situations when they are unable to reply their customers on messengers or chat bots. However, replying customers is considered the best practice in staying in touch with them. Customers may get disappointed if no one answer them till the next day or some time. If you are engaged in a work and are unable to reply to messages or if it is out of the office word window, you need not refuse customers. In turn, you can politely reply them that you don’t work in that time. You may wonder that in this time, you can positively reply the customer. But mind you, you are not writing this message live. You set some pre-written messages that speak to the customers on your behalf in the off hours. Isn’t it an interesting feature in business WhatsApp? 

Many of the websites are using WhatsApp plugins such as click to chat and click to stay connected with their customers on WhatsApp. So, it is mandatory for small and medium businesses to count on Away messages to keep the customers in track.

How to set Away messages?

To set away messages:

Click on More options –> Settings –> Business settings –> Away message

Turn on the option “Send away message”

Click on the message to edit it –> OK

Tap and choose among:

  • Always send to send the automated message at all times.
  • Custom schedule to send the automated message only during specific times.
  • Outside of business hours to send the automated message only outside of business hours. (Note: You will find this option only when you have set your business timings in your business account profile. If your business timings are not set, you will not find any such option)

Under Recipients, click and select between:

  • Everyone to send the automated message to anyone who messages you after business hours.
  • Everyone not in address book to send the automated message to numbers that aren’t in your address book.
  • Everyone except… to send the automated message to all numbers except a select few.
  • Only send to… to send the automated message to select recipients.

Click on Save once you have selected the option

How to set Greeting messages in WhatsApp business?

Its important to stay in touch with the customers with pleasant greeting messages
Greeting messages make business

Though WhatsApp has been powering billions of people across the globe in getting connected, the WhatsApp business version mainly focuses on connecting small and medium businesses with their clientele. Since the name suggests that it is a business version, WhatsApp people have equipped the app with a myriad of features that any business firm would look for! Some features exclusive to the business WhatsApp are greeting messages, quick replies, and away messages. It’s not an exaggeration to say that WhatsApp’s business account is a legitimate identity to any small and medium business. Consumers also trust a firm with a valid WhatsApp business account which contains the entire information about that firm.

Some developers exclusively craft plugins based on WhatsApp such as Click to Chat and Click and that is the aura of WhatsApp. If it is integrated with a web business, it can do wonders for the site. Quick replies, greeting messages and away messages are introduced to ease up the client network management thereby propelling product sales. The WhatsApp business account has transformed the communication segment so seamlessly just as the traditional WhatsApp has fueled the information technology domain. Earlier this month, we wrote about quick replies and how they work in making informative business. Today, let us learn more about greeting messages! We would promise to add an article about the away messages as well later this month.

How do greeting messages work?

Greeting messages may not be so essential in traditional WhatsApp accounts as informal messages also can work as they are all personal accounts. However, business accounts need formal touch in every communication attempt. Greeting people is inevitable. However, it may not be easy to connect to thousands of clients with a heart-warming greeting message. An automated greeting message where you can set the content of the message yourself is an amazing idea, isn’t it? Let us see how we can set these greeting messages. To understand this, we may need to know when do we send greeting messages!

When is the perfect time to send a greeting message to a client?

Greeting a customer every day would be too much intrusion into one’s personal life and creates a negative impact on business relations. Customers only want us to contact them when they need us. Contacting them in unnecessary times is a breach of their privacy and they don’t appreciate it. So it is apt to send greeting messages when they contact us for the first time through WhatsApp business account or after 14 days of inactivity in their chat with the site representatives. So, now let us check how to use the greeting messages:

How to use greeting messages?

As said earlier, WhatsApp business accounts automatically send greeting messages to the clients when they contact the website representatives for the first time with a message or after 14 days of inactivity in chat.

How to set greeting messages on a WhatsApp business account?

  1. Click on More options –> Settings –> Business settings –> Greeting message.
  2. Turn on the ‘Send greeting message’ option
  3. Write or edit the message by clicking on it
  4. Greeting messages are sent to the clients only when your phone has an active internet connection. Select whom to send the messages. Under Recipients, tap and choose between the available options:

Send the greeting message to everyone on the contact list who contacted you for the first time.

Send the greeting message to everyone who messaged you after the business hours

Send the greeting message to everyone present in your address book

Send the greeting message to everyone except a few selected members

Send the greeting message to selected recipients

Click on SAVE

The messages would reach those customers whom you have chosen. However, the criteria are the customer should be contacting the representatives for the very first time through chat or after 14 days of the previous chat.

Uses of greeting messages:

  • To maintain formal business relationships
  • Not to miss on leads that can be potential sales
  • Powering customers with information
  • Initiate a chat when the customer is hesitant
  • Enhance client’s first impression with the help of a pleasant massage

Hiring huge customer care personnel attracts a huge investment too. Since the majority of the websites are start-ups, installing a business WhatsApp account can be a good cost-cutting measure. Since traditional customer care requires client relationship management equipment, an office set up to station this equipment, personnel to work on equipment, hiring support staff, etc. can be against budget-friendly investment. A smartphone, a business WhatsApp account and a couple of trained personnel would suffice a basic customer care setup. The Internet is all that matters. We have to remember that we are in an era of co-working spaces.

The number of downloads of the Whatsapp Business speaks volumes of how this app clicked with small and medium websites. Catering to the needs of customers in a miniature set up with almost no equipment is what is fuelling these apps. Since WhatsApp has brought in web-WhatsApp version long back, it can even be used on a laptop or desktop computers seamlessly.

If you have already been using a WhatsApp business account, do let us know what have been your challenges so far so that we can come up with an apt solution. If you haven’t set up an account yet, its time to set up one. All you need is a smartphone or a laptop or a desktop computer a WhatsApp number and that’s it! You are good to go!

We would like to hear about your feedback on this article. Please do write to us about your thoughts and suggestions about the article topic in the comments section below. We would love to answer them.