WhatsBot Module for DigifyCRM (Available on Selected Plans)

WhatsBot Module for DigifyCRM (Available on Selected Plans)

The WhatsBot module for DigifyCRM integrates WhatsApp’s messaging capabilities directly into the CRM. It enables businesses to manage WhatsApp marketing campaigns, automate customer interactions, and handle real-time support through WhatsApp. This guide will help you understand how to use the module for marketing and communication.

Key Features:

• WhatsApp Cloud API Integration: Send bulk messages using WhatsApp’s official API.

• Marketing Campaigns: Schedule and send automated messages.

• Real-Time Chat Management: Manage all WhatsApp communications within the CRM.

• Automated Bot Interaction: Use AI-powered bots to automate customer support and engagement.

• Customizable AI Prompts: Tailor AI responses to fit specific scenarios.

1. WhatsApp Cloud API Integration

To start using WhatsBot, you need to integrate it with WhatsApp’s Cloud API, which will allow you to send bulk messages, manage campaigns, and handle real-time chats.

Steps to Connect WhatsBot with WhatsApp API:

1. Navigate to WhatsBot Settings:

• Go to WhatsBot > Settings within DigifyCRM.

Configure API Credentials:

• Enter the API credentials provided by WhatsApp Cloud (Account ID, API Key, etc.).

• Set up the Sender ID that will be used for sending WhatsApp messages.

Save and Test the Connection:

• Once the credentials are entered, save the settings and send a test message to verify the integration.

2. Setting Up Automated Marketing Campaigns

The marketing feature allows you to run targeted WhatsApp campaigns. You can send bulk messages with promotional content, updates, or reminders using CSV files for easy list management.

Steps to Set Up a WhatsApp Campaign:

1. Go to Campaigns:

• Navigate to WhatsBot > Campaigns.

Create a New Campaign:

• Click Create Campaign and enter a campaign name and description.

Select Recipients:

• You can upload a CSV file with recipient details (phone number, name, etc.) or select leads/contacts already in the CRM.

• The module also supports personalized messaging by using merge fields in the message body (e.g., {customer_name}).

Compose Your Message:

• Write your message content using the text editor. You can include images, documents, videos, or links.

• Add dynamic merge fields to personalize each message.

Schedule or Send Immediately:

• You can schedule the campaign to be sent at a specific date and time or send it immediately.

Monitor Campaign Status:

• After sending, monitor the campaign's performance through status updates (sent, delivered, read).

• Review message logs to see the detailed history of your campaign's interactions.

3. Real-Time Chat Management

WhatsBot allows you to handle all real-time WhatsApp conversations directly within DigifyCRM. You can respond to customer inquiries, manage ongoing chats, and use pre-set responses to speed up communication.

Steps to Manage WhatsApp Chats:

1. Navigate to WhatsBot’s Chat Section:

• Go to WhatsBot > Chats.

View Incoming Messages:

• See all incoming messages in real-time. Messages are automatically categorized by contacts, leads, or customers.

Respond to Messages:

• You can reply directly in the chat window. Use the canned replies feature to quickly send pre-written responses to common inquiries.

• Use the emoji picker to enhance interactions during conversations.

Send Attachments:

• You can send various types of attachments like images, documents, and videos to customers.

Message Status Updates:

• WhatsBot provides real-time status updates for messages (sent, delivered, read), allowing you to track the effectiveness of your responses.

4. Automated Bot Interaction with Bot Flow Builder

WhatsBot includes a Bot Flow Builder that allows you to create automated responses to customer inquiries. You can set up bots to handle frequently asked questions, product inquiries, or even help with lead generation.

Steps to Set Up a Bot Flow:

1. Go to Bot Flow Builder:

• Navigate to WhatsBot > Bot Flow.

Create a New Bot:

• Click Create Bot and name the bot. You can choose between message bots (for responding to texts) or template bots (for structured responses).

Build the Bot Flow:

• Use the drag-and-drop interface to design the bot's conversation flow. You can create responses based on keywords, message triggers, or customer responses.

Assign Keywords or Triggers:

• Set up trigger keywords that will activate the bot. For example, if a customer types "pricing," the bot can respond with your pricing details.

Test and Activate the Bot:

• Once the bot is designed, test the conversation flow by sending messages to ensure the responses work as expected. After testing, activate the bot.

5. Using Custom AI Prompts and Canned Replies

With WhatsBot, you can create custom AI prompts to automate complex responses. Additionally, canned replies allow you to save and reuse common responses to increase efficiency.

Steps to Use AI Prompts in Chat:

1. Navigate to Chat Section:

• Go to WhatsBot > Chats.

Set Up AI Prompts:

• Within a chat, click on the AI Prompts section.

• Enter custom AI prompts, such as "Translate this message" or "Generate a professional reply." The system will generate a response based on the prompt.

Using Canned Replies:

• During a chat, click on the Canned Replies button to access pre-set responses.

• Select the appropriate reply for the customer, and the message will be sent instantly.

6. Campaign and Chat Reporting

WhatsBot includes reporting tools to help you track the performance of your WhatsApp campaigns and chat interactions.

Accessing Reports:

1. Go to WhatsBot Dashboard:

• Navigate to WhatsBot > Dashboard.

View Campaign Reports:

• Check the campaign summary for detailed metrics on message delivery, engagement rates, and lead conversions.

• Export reports as CSV or PDF for further analysis.

Chat Analytics:

• Review chat performance, including the number of conversations handled, response times, and message effectiveness.

• Use message logs to track individual interactions for quality assurance.

7. Assigning Support Agents

You can assign specific support agents to leads or customers to provide personalized service.

Steps to Assign Support Agents:

1. Navigate to Chats or Campaigns:

• Go to WhatsBot > Chats or Campaigns.

Assign Agent to Contact:

• Open the chat or campaign interaction.

• Select the Assign Agent option and choose the staff member who will be responsible for managing the conversation.