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How to use WhatsApp Business

Messaging applications have now become an indispensable tool for communication between businesses and customers. In this context, WhatsApp Business stands out as one of the most effective and popular tools available. This application offers a set of features that can help businesses improve customer service, promote products or services, and better manage communications. Here is a guide on how to use WhatsApp Business to maximize benefits.

Download the WhatsApp Business App

Firstly. in order to start using WhatsApp Business, you need to download the app on your device. It’s important to know that WhatsApp Business is a separate app from WhatsApp Messenger, so it won’t replace the WhatsApp app you might already have on your device.

So, let’s delve into how to download WhatsApp Business:

If you are using an Android device, here are the steps you need to follow:

If you are looking to download WhatsApp Business on your device, the first step involves opening the Google Play Store. After this, you need to type “WhatsApp Business” in the search bar at the top and then tap the search button. Among the search results that appear, look for “WhatsApp Business” and tap on it. Lastly, by tapping “Install,” you initiate the download process of the app. Please note that you might need to accept certain permissions to allow the app to install successfully. 

If you are an iOS (iPhone) user, the process varies slightly:

Begin by opening the App Store on your device. To download the WhatsApp Business app on an iOS device, you should begin by typing “WhatsApp Business” in the search bar located at the bottom of your screen, followed by tapping the search button. In the resulting list, you will find the “WhatsApp Business” app. You can start downloading the app by tapping “Get”. Keep in mind, this action might necessitate the entry of your Apple ID password, or the use of Touch ID or Face ID to authorize the download.

Once the download and installation are complete, you’ll find the WhatsApp Business icon on your device’s home screen. Now you’re ready for the next step: logging in or creating an account.

It’s noteworthy that you have the option to use both WhatsApp Messenger and WhatsApp Business on the same device. However, each app requires a unique phone number linkage. Therefore, if you aim to use the same phone number for WhatsApp Business, it’s compulsory to uninstall or deactivate your existing WhatsApp Messenger account..

Sign in or Create an account

Once you’ve downloaded and installed the WhatsApp Business application, the initial step to use this service involves configuring your account. 

Initiate by launching the WhatsApp Business application. In case you’re operating both the WhatsApp Business and WhatsApp Messenger applications on the same device, ensure you open the correct one. Upon opening, you’ll be prompted to accept the Terms of Service. We advise you to read these conditions thoroughly before tapping “Agree” to proceed.

Subsequently, you’ll need to verify your phone number. This can either be the same number you’re using for WhatsApp Messenger or an alternate one. Be aware that if you opt to use the identical number, all your messages and contacts will be transferred from WhatsApp Messenger to WhatsApp Business, rendering them inaccessible in the former. After inputting your phone number, tap “Next”.

Following this, you will receive a verification code via SMS. Use this code within the application to authenticate your phone number. If you’re maintaining the same phone number as your WhatsApp Messenger account, you’ll be asked whether you’d like to migrate your data, including messages, media, and settings, to WhatsApp Business. If you’re content to do so, select “Continue” to commence the migration process.

Lastly, you’ll be asked to provide your business name. This is the name that will feature in the messages you dispatch to your customers via WhatsApp Business. Choose judiciously, as once established, the business name cannot be altered.

Congratulations, you’ve successfully set up your WhatsApp Business account! You’re now ready to personalize your business profile, craft your product or service catalog, and establish automatic replies. Each of these steps will be elucidated in the paragraphs to follow.


Set Up Your Business Profile

A complete and accurate business profile is vital to show professionalism and provide customers with all the information they need. Here’s how you can set up your business profile on WhatsApp Business:

  1. Open WhatsApp Business and tap the Menu button (the three vertical lines in the top right corner of the screen).
  2. In the drop-down menu, tap “Settings”.
  3. In the Settings menu, tap “Business settings”.
  4. Here you will see the “Business profile” option. Tap on it to start setting up your profile.

Here’s the information you can add to your business profile:

  • Profile picture: A good profile picture can help identify your business. You can use your company’s logo or a relevant image.
  • Company name: Your company’s name will be displayed in the messages sent to customers. Remember, once set, it cannot be changed.
  • Company information: A brief description of your company. This could include the type of products or services you offer, your mission, or any other information you think is important.
  • Opening hours: Your opening hours can help customers know when you are available.
  • Address: Your business address. If you have a physical store, this can help customers find you. WhatsApp Business also allows you to add your location on a map.
  • Category: You can choose a category that best describes your business. This can help customers better understand what you do.
  • Email and Website: Adding your email address and website can provide customers with additional ways to contact you or learn more about your business.

Remember, all this information will be visible to anyone using WhatsApp to communicate with you, so make sure they are accurate and professional. Once done, tap “Save” to save your settings. Now you have a business profile set up on WhatsApp Business! Want to know more about how to use WhatsApp Business? No problem! The next paragraph shows you how to set up WhatsApp Business’s automatic response.

Set Up Automatic Replies

Now, let’s see how to use WhatsApp Business. One of the most useful features of WhatsApp Business is the ability to set up automatic replies. This can help improve the efficiency of your customer service by responding quickly to customer messages, even when you are not available to respond in person. Here’s how to set up automatic replies:

  1. Open WhatsApp Business and tap the Menu button (the three vertical lines in the top right corner of the screen).
  2. In the drop-down menu, tap “Settings”.
  3. In the Settings menu, tap “Business settings”.
  4. Here you will see the “Messaging tools” option. Tap on it to open the automatic replies settings.

Welcome Message

You can create a welcome message that will be automatically sent when a customer contacts you for the first time or after 14 days of inactivity. Here’s how to do it:

  1. In Messaging tools, tap “Welcome message”.
  2. Turn on the “Send welcome message” switch.
  3. Type your welcome message in the text field. It could be a simple greeting, information about your working hours, or anything else that you think is useful for a first contact.
  4. Tap “Save” to save your welcome message.

Away Message

You can also create an away message that will be sent when you are not available. Here’s how to do it:

  1. In Messaging tools, tap “Away message”.
  2. Turn on the “Send away message” switch.
  3. Type your away message in the text field. It could be a notice that you are currently unavailable and will respond as soon as possible.
  4. Set the time during which you want the away message to be sent. You can choose between “Always”, “Scheduled” (to specify exact times), or “Custom” (to specify specific days).
  5. Tap “Save” to save your away message.

With these automatic replies, you will be better able to manage your communications with customers, ensuring that they receive a timely response. You’re almost at the end of the journey showing you how to use WhatsApp Business. There’s just one final step: creating your catalog on WhatsApp Business.

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Craft Your Catalog

A catalog functions as an effective tool to present your products or services within the ecosystem of WhatsApp Business. This utility simplifies the discovery and purchasing process for your customers. To construct your catalog, follow these steps:

Firstly, open your WhatsApp Business application and click on the Menu icon, represented by three vertical lines, located at the upper right corner of your screen. From the ensuing drop-down list, select “Settings”. From there, navigate to “Business settings”. Inside, you’ll spot the “Catalog” option which you need to click to initiate the creation of your catalog.

To add a product or service to your catalog, click on the “+” symbol. Proceed by selecting “Add images” to incorporate pictures of your product or service. It’s possible to upload several images, allowing you to demonstrate various aspects or features of the product from different angles.

Subsequently, provide essential details for your product or service. Input its name in the “Product name” field, and specify its price in the “Price” field, which can be fixed, negotiable, or per unit. In the “Description” field, write a comprehensive description of your product or service.

Optionally, if your product or service is available online, you may incorporate its link. You also have the option to add a product code or SKU (Stock Keeping Unit) for better inventory management. Once all necessary information has been entered, remember to click on “Save”.

You can repeat this process for each item you want to feature in your catalog. Customers visiting your business profile will encounter the “View Catalog” option, enabling them to explore all your offerings.

The catalog serves as a potent resource for businesses, enabling them to exhibit products in a visually appealing and detailed format, thereby streamlining the buying process for customers. Be sure to keep your catalog current with all your latest products or services, and to offer precise, in-depth descriptions.

Congratulations, you’ve successfully reached the conclusion of this guide! Now, you’re equipped with the knowledge to leverage WhatsApp Business effectively to manage customer interactions.


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