How to Set Up Auto-Reply in WhatsApp Business in 2025: A Simple Guide for Beginners

Amy Baker -

If you're running a small business or just getting started with customer chats on WhatsApp, I get it, handling messages 24/7 can feel overwhelming. That's where auto-reply comes in like a trusty sidekick. It lets you send quick, automatic responses to customers when you're busy, asleep, or out grabbing coffee. No more radio silence that leaves folks hanging!

In this guide, I'll walk you through setting up auto-reply on the free WhatsApp Business app. It's super straightforward, takes about 5-10 minutes, and works on both Android and iOS. We'll focus on the two main types:

> Greeting Messages (for welcoming new chats) and

> Away Messages (for when you're offline).

Think of it as your business's polite:

I'll be right with you" note. Ready? Let's dive in.

Quick Requirement Steps before you get Started

  • Download the WhatsApp Business app from the Google Play Store (Android) or App Store (iOS) if you haven't already.
  • Set up your business profile first (it's a one-time thing: add your business name, description, hours, and contact info). This helps auto-replies tie into your schedule.
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Pro tip: Test everything on a secondary number if you're nervous, better safe than spamming your own contacts!

Step 1: Open Settings in the App

Fire up the WhatsApp Business app on your phone. You'll land on your chats screen.

  • On Android: Tap the three dots (⫶) in the top-right corner.
  • For iOS: Tap the Settings tab at the bottom-right (it looks like a gear icon ⚙️).

This opens your control center. Easy, isn't it? It's like the dashboard of your business chats.

Step 2: Head to Business Tools

From the Settings menu, look for Business Tools (it might say "Business Settings" on some versions). Tap it.

  • Here, you'll see options like Profile, Quick Replies, and bam! Greeting Message and Away Message. These are your auto-reply stars.

If you haven't set your business hours yet (under Profile > Hours), do it now. It tells the app when you're "open" so away messages kick in at the right time. For example, set 9 AM to 6 PM, Monday to Friday.

Step 3: Set Up Your Greeting Message (For New or Unanswered Chats)

This one's great for saying "Hi, thanks for reaching out!" to first-time messaging contacts or chats that have gone quiet for sometime (say 7 days).

  • Tap on the Greeting Message.
  • Toggle the switch to ON (it'll light up green).
  • Tap the message box to edit the text. Keep it short- you can aim for 2-3 lines.
  • Choose who gets it: "Everyone," "Only contacts not in address book," or customize with "Only send to" specific numbers.

Example Greeting:

"Hi! Thanks for messaging [Your Business Name]. We're excited to chat - how can we help today? "

Hit OK to save. Done, your virtual doorman is already on duty!

Step 4: Set Up Your Away Message (For Offline Hours)

Perfect for after-hours or breaks, so customers know you're not ghosting them.

  • Back in Business Tools, tap Away Message.
  • Toggle it ON.
  • Edit the message in the text box. Add warmth, so mention when you'll reply.
  • Under Schedule, pick your vibe:
  • "Always Send": For non-stop auto-replies.
  • "Custom Schedule": Tie it to your business hours (e.g., outside 9 AM-6 PM).
  • "No Schedule": Send manually when needed.
  • Recipients: Same options as greetings - everyone, unknowns only, or handpicked contacts.

Example Away Message:

"Hey there! [Your Business Name] is winding down for the day - it's after hours here. We'll hop back in first thing tomorrow and get to your message ASAP. Sweet dreams! "

Tap OK to lock it in. WhatsApp might take a sec to verify, but you're good to go.

Step 5: Test It Out (Before you Go Live)

Don't just trust me - always test!

  • Ask a friend (or yourself from another phone) to message your business number.
  • Wait for the auto-reply to pop up. If it's off-hours, trigger the away message by toggling your phone to "Do Not Disturb" or just wait till evening.
  • Tweak the wording if it feels stiff. Remember, emojis add that human touch without overdoing it.
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For more advanced autreply and complex automated chatbot flows, it is ideal to register for WhatsApp Coexistence using your existing WhatsApp Business number. It's a dual use mode, where you can continue to use the Free WhatsApp Business app and also leverage features of the WhatsApp API for automation, AI, CRM integration, interactive messages, etc.

A Few Simple Tips to Make It Ideal

  • Keep it real: Auto-replies messages build trust, but they're not mind-readers. Use them for basics, then follow up personally for real conversations.
  • Quick Replies for FAQs: In Business Tools, set up shortcuts like /price for instant canned responses during live chats. It's like auto-reply's close asssitant.
  • Limits to know: The free app caps you at simple schedules and can't personalize based on customer details. If your business grows, check out WhatsApp Business API for advanced chatbot bots (via partners like  Chakra Chat).
  • Privacy first: Always emphasize to customers they can opt out, and stick to WhatsApp's rules to avoid restrictions on your business number or account.

There you have it - your WhatsApp is now a 24/7 customer whisperer! Setting this up not only saves you time but makes your business feel more approachable and pro. If you're just starting, pat yourself on the back; this is a smart first step. Happy messaging!

Explore WhatsApp Business API