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WhatsApp Broadcast Setup

This section contains a quick guide on how to create and use the Broadcasts in the WhatsApp Chatbot

What are Broadcasts?

A Broadcast is a targeted, one-time message campaign that allows businesses to send pre-approved WhatsApp messages to selected groups or individual contacts in a single click. Broadcasts are ideal for announcements, promotions, updates, reminders, and more. They provide an efficient and scalable communication mechanism to engage with users directly on their most-used messaging platform.

Methods of Broadcast

Broadcasts in BotPenguin's WhatsApp Automation can be executed using three different methods, offering flexibility based on user preferences:

  1. CSV Upload

    • Users can upload a CSV file containing the list of contacts to whom the message will be sent.

    • Option to map variables from CSV for personalization.

  2. Groups

    • Users can select from predefined or custom-created contact groups.

    • Suitable for recurring audience segments.

  3. Google Sheets Integration

    • Users can integrate their Google Sheets account.

    • Select the spreadsheet and sheet tab containing contact data.

    • Offers dynamic syncing, optional contact saving, and field mapping.

Benefits of using Broadcasts in WhatsApp Automation:

  • High Engagement: WhatsApp has significantly higher open and response rates than traditional channels like SMS or email.

  • Personalization: Enables mapping of custom attributes for a tailored user experience.

  • Automation Friendly: Schedule messages for immediate or later dispatch.

  • Flexibility: Multiple options (CSV, Groups, Google Sheets) to suit various workflows.

  • Time-Saving: One-click campaign setup and reusable templates.

  • Compliance: Uses WhatsApp-approved message templates ensuring delivery compliance.

How to Create Broadcasts in BotPenguin

  1. The Broadcast section will open automatically. If this is your first time creating a broadcast, enter a Broadcast Name in the text box and click on "Create Broadcast" to proceed.

  2. Set up the Basic Details of the Broadcast:

    1. Enter the Broadcast Name to label your campaign.

    2. Choose a Template from the dropdown list of available templates. You may also use the search function to find a template.

    3. Select the delivery method under How to Send: choose between CSV, Group, or Google Sheet.

    4. Choose When to Send:

      1. Select Now to send the broadcast immediately.

      2. Select Later to schedule it for a specific date and time.

  3. Based on the delivery method selected (CSV, Group, or Google Sheet), configure the Manage Audience section as follows:

  4. If using CSV:

    1. Click on the CSV upload field to download the sample template.

    2. Open the file and add the required columns. Ensure that the first row contains column headers such as Name, Phone Number, and any Custom Fields.

    3. Fill in contact data in the rows below the headers.

    4. Upload the completed CSV file using the same upload field.

    5. Configure the Add to Contacts toggle:

      1. Set to ON if you want to save these contacts in the BotPenguin Contacts list.

      2. Set to OFF if these contacts are to be used only for this broadcast.

  5. If using Group:

    1. Select the desired group from the available dropdown.

  6. If using Google Sheets:

    1. If Google Sheets is not integrated, you will be prompted with an integration link. Complete the integration before proceeding.

    2. Once integrated, select the desired Google Sheet from the dropdown.

    3. Select the column that contains Phone Numbers.

    4. Configure the Add to Contacts toggle:

  • Set to ON to save the contacts in BotPenguin.

  • Set to OFF to use them only for this broadcast.

  • After configuring the audience, proceed to Map Contact Variables: a. If using CSV or Google Sheet, map your custom attributes to the corresponding column names. b. On the left side, select the BotPenguin attribute from the dropdown. c. On the right side, enter the corresponding column name from your file. d. Click Add Parameter to define more mappings if needed.

  • Based on the template selected, configure the Map Template Variables section: a. For each variable in the selected template, choose a Data Source – this is the custom field from the CSV or Google Sheet. b. Define a Fallback Value for each field, to be used if the selected data is missing for a contact.

If everything is correct and you are still unable to move forward, write to us at [email protected]. We will respond back within 48 business hours.

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