WhatsApp Auto - WhatsApp Automation with AI

What is WhatsApp Auto?

WhatsApp Auto is an automation system that allows you to:

✓ Connect your WhatsApp number to the dashboard
✓ Create workflows (flows) that run automatically when messages arrive
✓ Respond with AI or with predefined messages
✓ Assign conversations to agents automatically
✓ Add tags to customers according to conditions
✓ Filter by schedule, message type, assigned agent and much more

Connect WhatsApp

Step 1: Access WhatsApp Auto

From the dashboard, click on “WhatsApp Auto“ in the side menu or in the launchpad.

Step 2: Scan the QR code

Click on “Connect WhatsApp“ and scan the QR code from your mobile.

1. Open WhatsApp on your phone
2. Go to Menu → Linked devices
3. Press “Link a device
4. Scan the QR code that appears on the dashboard

Step 3: Done!

Once connected, you will see the status “Connected“ in green. You can now create workflows.

Note: WhatsApp allows multiple simultaneous sessions. You can have WhatsApp Auto connected and continue using your mobile and WhatsApp Web without issues.

Connect Multiple Numbers

You can connect multiple WhatsApp numbers to your store. Each number operates independently.

Add another number:

Press “Connect another number“ and scan a new QR code with the mobile of the number you want to add.

Labels:

Give each number a name to identify them easily (e.g., “Support,“ “Sales,“ “Main“).

Modules by number:

Each number can have WhatsApp Auto assets (workflows), Mass Marketing, or both. Activate/deactivate modules from the card of each number.

Assign workflows to numbers:

When creating or editing a workflow, you can assign it to a specific number or leave it for all numbers. This allows for different workflows for each line.

Example: Number “Support“ → workflow with AI that answers technical questions. Number “Sales“ → workflow that sends catalog. Number “General“ → workflows for all messages.

Manage Sessions

If a number disconnects (for example, when logging out from the mobile or due to network issues), it appears with a status of “Disconnected“ in yellow.

Reconnect:

Press the “Reconnect“ button in the disconnected session. A new QR code will appear that you must scan from your mobile to re-link.

Delete session:

Press “Delete“ to remove a disconnected session. The workflows assigned to that number become global (they apply to all numbers).

Note: Sessions disconnected for more than 7 days are automatically cleared from the system.

Workflows (Automation Flows)

Workflows allow you to automate actions when an event (trigger) occurs and certain conditions are met.

Structure of a Workflow

1. Trigger (Trigger):

When is the workflow activated

• Incoming message
• New contact

2. Conditions:

What must be met for it to execute (optional)

• Message content (contains, begins with, ends with, etc.)
• Specific phone number
• Assigned agent (or unassigned)
• Type of message (text, image, audio, video, etc.)
• Number of messages in the conversation
• Time since last response
• Customer tags
• Message length
• Schedule (day of the week and time)

3. Actions:

What to do when the conditions are met

• Respond with AI
• Respond with a fixed message (with optional automatic translation)
• Assign to agent
• Add label

Advanced Conditions

You can combine multiple conditions with AND/OR logic:

AND logic:

All conditions must be met.

If the message contains “price“ AND the agent is not assigned → Respond with AI

OR logic:

At least one condition must be met.

If the message contains “urgent“ OR contains “help“ → Assign to specific agent

Responses with AI

When you set up a workflow to respond with AI:

• The AI uses your dashboard settings (prompt, Shopify products, etc.)
• Include the previous conversation history as context
• Understand media: if the client sends a photo, a PDF document, or an audio file, the AI automatically analyzes them and responds with context about their content.
• You can use specific “helpers“ (quick phrases) for workflows.
• Consumes credits according to the length of the response

Tip: [Respuesta automática fuera de horario] Add a system prefix so that the AI knows it is responding automatically. For example: “[Automatic response outside of hours]“.

Pre-Shipment Verification

When you use the “Reply with AI“ action, generating the response may take several seconds. During that time, things may happen:

• The client can send another message.
• A human agent can respond manually.

With pre-shipment verification enabled, the workflow checks just before sending if any of these situations have occurred, and automatically cancels the shipment to avoid overlapping or out-of-context responses.

How to activate it

In the “Respond with AI“ action settings, enable the “Verify before sending“ option. You can configure:

✓ Cancel if the customer sent another message (recommended)
✓ Cancel if an agent has already responded (recommended)

Note: When the workflow cancels the shipment, it is logged so you can see how many “collisions“ were avoided.

Scheduled Messages

Schedule the sending of individual messages for a future date and time. Ideal for reminders, follow-ups, or congratulations.

How to schedule a message:

Go to the “Scheduled“ tab in WhatsApp Auto
Press “New scheduled message
Select the destination phone number, the WhatsApp session, and the date/time.
Write the message and confirm

Message history:

Use the tabs to view your scheduled messages by status:

• Pending — Messages that have not yet been sent. You can cancel them before the scheduled time.
• Sent. — Messages that have already been sent successfully.
• Everyone — Full view with all statuses (pending, sent, failed, canceled).

In the Sent and All tabs, you can filter by period: today, last 7 days, 30 days, 90 days, or a custom date range.

Note: The time you select corresponds to your configured time zone. The system internally converts it to send at the correct time.

Workflow Templates

Quickly create workflows using predefined templates or save your own workflows as reusable templates.

Available templates:

• Automatic welcome: respond to new contacts
• Out of hours: fixed message outside of working hours
• Agent routing: automatically assigns conversations
• Your custom templates

Massive Operations in Workflows

Manage multiple workflows at once by selecting them with the checkboxes:

✓ Activate all selected
✓ Deactivate all selected
✓ Delete all selected

Exclude Automation Contacts

You can mark specific contacts so that the automated workflows do not respond to them. Messages from these contacts are ignored by the workflows but remain visible in WhatsApp.

Useful for: Suppliers, coworkers, family members, or any contact that does not require automated responses.

Logs and Monitoring

From the Logs section you can:

✓ View all workflow runs
✓ Filter by period (today, 7 days, 30 days, custom)
✓ View the full history of each conversation
✓ Review which workflow was executed and why
✓ Navigate with pagination if there are many logs

Note: Old logs are automatically cleaned every 90 days to optimize performance.

Usage Examples

Automatic out-of-office reply

Trigger: Incoming message
Conditions:
- • Schedule: Monday-Friday, OUTSIDE of 9:00-18:00
- • Unassigned agent
Action: Thank you for writing. Our hours are from 9:00 AM to 6:00 PM. We will respond to you tomorrow.

Automatic assignment by keyword

Trigger: Incoming message
Conditions:
- • Message contains “technical“ OR contains “problem
Action: Assign to technical support agent

AI response with context

Trigger: Incoming message
Conditions:
- • Message contains “price“ OR contains “available
- • Hours: Monday-Friday, 9:00–18:00
Action: Respond with AI (use your Shopify catalog and settings)

Frequently Asked Questions

Do I need to have WhatsApp Business?

It’s not necessary. You can use WhatsApp Auto with your personal WhatsApp number or with WhatsApp Business. Both work the same.

Can I use the same number on my mobile phone and on WhatsApp Auto?

Yes. WhatsApp allows multiple simultaneous sessions (up to 4 linked devices). You can continue using WhatsApp on your mobile, WhatsApp Web, and WhatsApp Auto at the same time without any issues.

How many workflows can I create?

There is no limit to the number of workflows you can create. They are all evaluated in order of priority when a message arrives. You can assign workflows to specific numbers or leave them for all connected numbers.

Can I connect multiple WhatsApp numbers?

Yes. You can connect as many numbers as you need. Each number can have different active modules (WhatsApp Auto, Mass Marketing) and specific workflows assigned. Label them to identify them easily.

What happens if my WhatsApp disconnects?

The session appears as “Disconnected“ in yellow. You can reconnect it by scanning a new QR code or delete it if you no longer need it. The workflows continue to function with the other connected numbers.

Do workflows consume credits?

Only AI-generated responses consume credits. Responses with fixed message, agent assignments, and tags DO NOT consume credits.

What is pre-shipment verification?

It is an option that checks, just before sending an AI response, if the client has sent another message or if an agent has already responded. If it detects changes, it automatically cancels the sending to avoid duplicate or out-of-context responses.