Blog · Auto-reply · Step-by-step
How to Set Up WhatsApp Auto-Reply
Choose a static away message, a saved reply or an agent that can respond to the question it receives.
Use an auto-reply when customers need an acknowledgment before you can answer. Personal WhatsApp has no built-in auto-reply setting, so you will need the WhatsApp Business app or a tool connected to your account. If the broader problem is missed messages, start with the guide to never missing a WhatsApp message.
Choose how automatic the reply should be
- Free + simple: WhatsApp Business "Away message" (a single static auto-reply when you're offline).
- Free, for new contacts: WhatsApp Business "Greeting message."
- Smart, contextual replies: an AI agent or the WhatsApp Business API.
Method 1: Set up an away message in WhatsApp Business
The Away Message is the most common auto-reply. It sends automatically when someone messages you and you're "away."
- Download and set up the free WhatsApp Business app
- Tap ⋮ (three dots) → Business tools
- Tap Away message
- Toggle Send away message on
- Tap Away message text → write your reply, e.g.: "Thanks for your message! We're currently closed but will reply first thing in the morning. For urgent matters, call 0XX-XXX-XXXX."
- Set the Schedule: Always send · Outside of business hours (needs business hours set) · Custom schedule
- Under Recipients, choose who gets it
- Save
Anyone messaging during your away window will now receive that reply.
Method 2: Set up a greeting message
A Greeting Message auto-sends to first-time contacts (or anyone who hasn't messaged in 14 days). Great for a warm "welcome, here's what to expect."
- WhatsApp Business → ⋮ → Business tools
- Tap Greeting message
- Toggle it on
- Write your greeting, e.g.: "Hi! Thanks for reaching out to [Business]. How can we help today? We typically reply within a few hours during business hours (9am–6pm)."
- Set Recipients
- Save
Method 3: Save WhatsApp Business Quick Replies
Quick Replies aren't fully automatic, but they let you respond to common questions in one tap — useful for FAQs the away message can't handle.
- Business tools → Quick replies
- Tap +
- Enter the Message (e.g., your price list, hours, or address)
- Set a Shortcut keyword like
hoursorprice - Save
In a chat, type /hours and the saved reply appears instantly. You still tap send, but it removes the typing.
Method 4: Use an agent for contextual replies
The big limitation of the away message is that it sends the same reply to everyone, no matter what they asked. It can't answer a question, qualify a lead, or hold a conversation.
If the reply needs to depend on what the person asked, an agent can work from instructions you approve, answer common questions and hand the conversation back to you when needed. For on-demand help drafting replies in ChatGPT instead, see how to connect WhatsApp to ChatGPT.
Setup is short: connect by scanning a QR code, then describe in plain language how you want it to respond. No separate business number and no API setup.
Use this when a static "we'll get back to you" message is not enough. For example, a customer asking about Saturday availability needs an answer based on your business rules.
Method 5: Use the WhatsApp Business API
For businesses handling large message volumes or needing CRM-connected flows, the WhatsApp Business API supports fully custom automated replies and chatbots.
It requires business setup, an API provider, message templates and technical implementation. Costs depend on the provider and message volume.
Which method should you use?
| Your need | Best method |
|---|---|
| Simple "we're closed" auto-reply | Away message (Method 1) |
| Welcome new contacts | Greeting message (Method 2) |
| Fast answers to FAQs | Quick replies (Method 3) |
| Replies that understand the question | AI agent (Method 4) |
| High-volume, CRM-connected automation | Business API (Method 5) |
Write an auto-reply people can use
Booking-heavy businesses often pair an acknowledgment with appointment reminders.
- Set expectations: tell people when they'll get a real reply ("within a few hours," "tomorrow morning").
- Give an alternative for urgent cases: a phone number or email.
- Keep it human: warm and brief beats robotic and long.
- Don't leave it generic forever: if you find yourself answering the same question after every away message, that's a sign to move up to Quick Replies or an AI agent.
Choose the simplest setup that covers the job
For a simple “we're closed, back soon” response, start with an Away Message. Add a Greeting Message or Quick Replies when you need faster manual answers. Move to an agent or the Business API only when the reply must depend on the message or connect to another system.
Need replies that understand the question?
Define the reply job, choose which chats it can access and preview its behavior before activation.
Try WhatsBook AI →