How to set up an automatic message on WhatsApp (2026 step-by-step)

Every sale lost to slowness starts the same way: the customer sends "do you still have this in stock?" at 10pm, nobody replies, and by the next day they've already bought from the competitor. Automatic messages on WhatsApp exist to plug that hole — they reply instantly, even when you're not there. In this guide, you'll learn to set up automatic messages on WhatsApp Business (greeting and away), understand where this feature hits its limit as the team grows, and how to take automation to the level of someone who really sells through conversation.

What an automatic message on WhatsApp is

It's a reply that fires on its own when a customer writes to you, with no typing on your part. In the WhatsApp Business app there are two native types:

• Greeting message: sent when a customer starts a conversation for the first time (or after 14 days without talking to you).
• Away message: sent when someone writes to you outside the hours you set as your business hours.

Both solve support's most basic problem: silence. And silence is expensive — in the CRPRO benchmark with 41 companies that sell over WhatsApp, 1 in every 10 leads waits more than 15 hours for the first human reply, and 20% of contacts arrive outside business hours. An automatic message turns that void into "I've seen you, I'll be right with you."

How to set up an automatic message on WhatsApp Business (app)

The native feature works well for a solo operator. Here's how:

Greeting message

1. Open WhatsApp Business and tap the three dots → Business tools.
2. Tap Greeting message.
3. Turn on the Send greeting message toggle.
4. Edit the text by tapping the pencil icon.
5. Under Recipients, choose who to send it to (everyone, or only people not in your contacts).
6. Save.

Greeting message example:

Hi! 👋 This is Ótica Visão. We got your message and an agent will be with you shortly. In the meantime, tell me: are you looking for prescription glasses, sunglasses, or contact lenses?

Away message

1. Under Business tools, tap Away message.
2. Turn on Send away message.
3. Edit the text.
4. Under Schedule, choose: always send, only outside business hours (you set the times), or a custom schedule.
5. Save.

Away message example:

Thanks for reaching out! We're currently outside business hours (Mon–Fri, 9am–6pm). Your message matters — we'll reply as soon as we're open. If you'd like, leave your name and what you need so we can get a head start. 🙌

Business hours message: templates to adapt

State the days, the hours, and when the person can expect a human reply. Replace the bracketed fields and use a timeframe your team can actually meet.

Outside business hours:

Hi! We got your message. Our support hours are [Monday to Friday], [9am to 6pm], [time zone]. We'll get back to you during our next open hours. Feel free to leave your name and the topic so we can get a head start on the conversation.

Weekend:

Thanks for reaching out! Our team is back on [Monday at 9am]. We'll reply in the order messages came in. If you already have an order, send the number so we can find your case.

Holiday or exceptional closure:

Today, [date], our support is paused for [holiday/team break]. We're back on [date and time]. Your message has been logged for a reply.

Lunch break:

We're on a break until [2pm]. Leave your name and what you need; we'll resume replies after that time.

For other situations, see the ready-made phrases for WhatsApp support. Greeting and away messages help set the expectation for a reply, but they don't replace organizing the team.

Where the app's automatic message hits its limit

WhatsApp Business was built for one owner handling support from their own phone. Three walls show up quickly:

1. Only two messages, and generic ones. Greeting and away don't know who the customer is or what stage of the sale they're at. It's the same text for someone asking the price and someone who's already asked for the payment link.
2. Organizing the team takes real attention. Sharing access doesn't, by itself, solve who should reply to each customer. Compare conversation distribution, history, and the controls available before choosing a multi-agent support solution.
3. Nothing happens after the first reply. The greeting answers, but who does the follow-up? Who chases the customer who disappeared after getting a quote? In the app, nobody.

That third point is the most expensive one. Still in the CRPRO benchmark, 65.5% of leads only reply after the 4th contact — meaning the sale lives in the follow-up, which is exactly what the native automatic message doesn't do.

Real automation: beyond the greeting

Once support turns into an operation (more than one agent, volume, follow-up), the automatic message needs to become an automation flow. Instead of two fixed texts, you build triggers and actions:

• A new customer comes in → a welcome message that already asks the qualification question.
• A customer stopped replying after getting a quote → automatic follow-up scheduled for 1 and 3 days later.
• A customer moved to a different funnel stage → the right message for that moment.
• A customer writes outside business hours → an immediate reply and a place in a queue for the team to tackle in the morning.

On CRPRO, that's what WhatsApp automation does: you design the flow in a visual editor, with triggers like "new contact," "stage changed," "went idle," and "tag applied." The message stops being a fixed text and becomes a process that chases the customer for you, without depending on anyone's memory.

And there's the AI layer. Cris, CRPRO's AI agent, doesn't just send a greeting: she carries on the conversation, qualifies the lead, and hands it to the human agent already fully briefed. In the benchmark, the AI replies to the first contact in about 24 seconds — against up to 15 hours for 100% human support.

Automatic message by industry: an example

The text changes depending on the business. A few starting points:

• Clinic: "Hi! To book an appointment, tell me the specialty and a preferred time slot and I'll check the schedule."
• Store/e-commerce: "Hi! We got your message. Which product are you looking for? If you already have the code, send it over and I'll speed things up."
• Real estate: "Hi! Did you see a specific property, or would you like help filtering by neighborhood and price?"
• Service provider: "Hi! To give you an accurate quote, tell me what you need and by when."

Notice that every good automatic message ends with a question — it doesn't just announce that you replied, it moves the conversation forward.

Frequently Asked Questions

How do I set up an automatic message on regular WhatsApp (not Business)?

Regular WhatsApp has no native automatic messages — the feature is exclusive to WhatsApp Business (free) or to platforms connected to the official API. If you're using a personal WhatsApp to sell, the first step is migrating to Business.

Does the automatic message work 24 hours a day?

The greeting does, whenever someone starts a conversation. The away message you schedule to fire only outside the hours you've set. On platforms with automation, like CRPRO, you control exactly when each flow runs.

Can I send an automatic follow-up message to someone who stopped replying?

Not in the native app — it only has greeting and away messages. Automatic follow-up (chasing whoever disappeared after a quote) requires an automation tool connected to the official API. It's one of the most profitable automations, since most sales happen after the 4th contact.

How much does it cost to really automate WhatsApp?

Check the CRPRO plans table for current prices and quotas for connections, AI agents, and history. Paid plans have unlimited members; that doesn't mean unlimited resources across every category. Connection costs and any Meta charges should be considered separately depending on the connection type used. The trial is 7 days, no card required.

Start today, evolve later

If you handle support alone, set up the greeting and away messages on WhatsApp Business right now — it takes five minutes and immediately stops you from losing customers to silence. When the team grows and you want a welcome message that qualifies, automatic follow-up, and AI replying instantly, create your account and try CRPRO free for 7 days — no card, with your automation running today.

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