How To Send Automated WhatsApp Customer Follow-ups?

In today's fast-paced business environment, maintaining strong customer relationships is crucial for sustained success. Automated customer follow-ups through WhatsApp have emerged as a powerful tool for businesses to stay connected with their clients efficiently. This comprehensive guide explores how to leverage WhatsApp automation for customer follow-ups while using spreadsheets to organize and streamline your communication process.

The Importance of Automated Customer Follow-ups on WhatsApp

Customer follow-ups are more than just routine check-ins; they're opportunities to build lasting relationships and ensure customer satisfaction. WhatsApp automation bridges the gap between personal communication and efficient business processes. By implementing automated follow-ups through WhatsApp, businesses can maintain consistent communication with their customers while saving valuable time and resources.

How To Send Automated Customer Follow-ups Using WhatsApp

Manually sending follow-up messages to numerous customers can be overwhelming and prone to errors. Using a CSV file to manage customer data and automated messages is an efficient solution. rocketsend.io provides a cost-effective and innovative platform for automating WhatsApp messages, making the follow-up process seamless and professional.

To do this, just go to rocketsend.io and add the extension to your Chrome browser

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After adding the extension to your Chrome browser, head to your WhatsApp Web. The rocketsend.io pane will appear on the upper right corner of the page.

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Step 1: Create a new Excel spreadsheet to organize your customer information. At minimum, your sheet should include these essential columns:

Phone Numberssome text
- Include the complete number with country code (e.g., +1 for USA)
- Avoid spaces or special characters in the numbers
Customer Namessome text
- First name and/or full name for personalization
- Ensure proper spelling for each contact

Pro Tip: Double-check all country codes and phone number formats before saving to ensure successful message delivery through rocketsend.io.

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Step 2: After entering all your customer data:

Click on 'File' in Excel
Select 'Save As'
Choose 'CSV (Comma delimited)' from the file type dropdown menu
Name your file (e.g., "customer_followups")
Click 'Save'

Note: When Excel prompts about features being incompatible with CSV, click 'Yes' to continue. Your file is now ready to be imported into rocketsend.io.

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Step 3: In the rocketsend.io panel located at the top-right corner of your WhatsApp Web screen:

Locate the 'Upload CSV' button
Click to open the file selector
Navigate to your saved CSV file
Select and confirm your file to begin the import process

Once uploaded, your customer database will be ready for the next step of message customization.

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Step 4: After uploading your CSV file to rocketsend.io, you'll need to connect your spreadsheet columns with the system fields:

In the mapping screen, find the ‘Number' field
Click the dropdown menu next to it
Select the column from your CSV file that contains the phone numbers
Repeat this process for any additional fields (like name, message variables, etc.)

This mapping ensures rocketsend.io knows exactly which data to use for sending your messages to the right recipients.

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rocketsend.io allows you to create customized messages for each customer using your CSV data:

While composing your message, click the 'Insert Variable' dropdown menu
Browse and select any column from your CSV file to use as a variable
The selected variable will appear in your message template as {{column_name}}

For example:

Hello {{customer_name}},

Thank you for purchasing {{product}} on {{purchase_date}}.

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When sent, these variables are automatically replaced with each customer's specific information, creating personalized messages at scale.

Pro Tip: Use variables for any data you want to customize, such as:

Customer names
Product details
Purchase dates
Appointment times
Reference numbers

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Step 5: After setting up your message template and variables:

Review your customized message one final time
Click the 'Send WhatsApp' button to begin your campaign
rocketsend.io will automatically process and send your personalized messages to each recipient

Your automated follow-up messages will now be distributed to all contacts in your CSV file, each receiving their personalized version of your message.

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Congratulations! You've successfully automated your personalized WhatsApp follow-ups using rocketsend.io.

Alternative Spreadsheet Option: Don't have Microsoft Excel? No problem! You can achieve the same results using Google Sheets:

Create your contact list in Google Sheets
Go to File > Download > Comma Separated Values (.csv)
Follow the same steps above to upload and send your messages

This flexibility allows you to manage your customer follow-ups whether you prefer Microsoft Excel or Google's cloud-based solution.

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Best Practices for Customer Follow-ups

Time Your Follow-ups Appropriately

Send initial follow-ups within 24-48 hours of purchase
Schedule check-ins at meaningful intervals (7 days, 30 days, etc.)
Consider time zones when scheduling automated messages

Personalize Your Communication

Address customers by name
Reference specific products or services they purchased
Acknowledge their history with your business
Use a friendly yet professional tone

Structure Your Messages Effectively

Keep messages concise and focused
Include clear calls-to-action
Provide easy ways for customers to respond
Offer valuable information or assistance

Maintain Professional Standards

Use proper grammar and spelling
Include your business name and contact information
Respect business hours when sending messages
Follow up on any customer responses promptly

Track and Analyze Results

Monitor response rates
Document customer feedback
Adjust your follow-up strategy based on results
Keep your customer database updated

Conclusion

Automated customer follow-ups through WhatsApp represent a powerful tool for modern businesses to maintain strong customer relationships while operating efficiently. By following this guide and implementing these best practices, you can create a follow-up system that nurtures customer relationships, encourages feedback, and drives business growth. Remember that automation should enhance, not replace, the personal touch that makes customer relationships valuable.

Stay tuned for more guides on optimizing your business communication strategies using rocketsend.io.

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