Customer enquiries and follow-up
When a parent asks about a trial class, who replies, what do they send and how does the next person know the parent is waiting? We help owners set up a WhatsApp workflow their staff can use during a busy day. Start with your existing number and a real enquiry you often receive.
Where messages get missed
A parent writes during a class. One teacher sends the fees, another asks for the child's details again, and nobody confirms the trial time. A shared routine can solve this before you spend money on ads. Decide who owns the reply, what information they need and when to close the enquiry.
What WhatsApp marketing services include
We review your business profile, catalogue, saved replies, consent records and follow-up messages. For WhatsApp marketing in Hyderabad, we also check the language your customers prefer and the hours when someone is available to answer.
Business app or Business Platform?
The WhatsApp Business app suits an owner or small team handling conversations by hand. Start with a clear profile, quick replies and labels. The WhatsApp Business Platform, also called the API, connects messaging to business software. Consider it when you need staff assignment, approved templates or a shared record across enquiries.
Walk through yesterday’s chats before choosing. If the main problem is a missing fee sheet, fix the sheet first. If several staff members answer the same enquiry independently, look at how the conversation can be assigned.
Set up the number customers recognise
Use a business-controlled number. Write down who manages access, who can approve changes and who covers the inbox on a day off. Check the contact button on your website from a phone.
Build a catalogue around the decisions customers make. A chess academy can include beginner and intermediate batches with a short description and a way to ask about timings. Update an item when a batch fills so staff do not keep sending an old offer.
What does WhatsApp marketing cost?
Our fee is Rs 3,000 for the first month and Rs 2,000 per month after that. Work is month to month. Stop anytime.
Platform charges
Ask for a breakdown of any messaging or software fees before choosing a provider. The cost depends on what you send and the system you select.
Ad spend
If you run ads, you pay the ad spend directly to Google or Meta. Agree on the budget separately from the agency fee.
Before you connect software
Check who owns the number, who can export the contact consent records and how staff will access existing conversations.
When to keep it simple
If one receptionist handles a small inbox well, an up-to-date catalogue and a set of useful replies may solve the immediate problem.
Estimate the work
List the workflow, message types and staff access you need before comparing software quotes.
What the report covers
Your simple monthly report records changes, unanswered enquiries, opt-outs and the next fix we agree with you.
Quick replies that sound like your team
Keep answers short enough for a customer to act on. Ask one question at a time and let staff edit a saved reply before sending it.
Example for a class enquiry
“Thanks for asking about beginner chess. Do you prefer a weekday evening or a Saturday class? I can send the available timings.” Staff can then share the matching batch details.
Labels for the next action
Use labels such as New enquiry, Timings sent, Trial booked and Closed. Decide who checks each label at the end of the day. Keep private health or child information out of labels.
Get permission before promotions
A number on an enquiry form gives you a route to answer that enquiry. Ask separately before sending batch announcements or offers. Say who will message, what they will send and how the person can stop.
For example, offer an optional choice to receive new batch dates from the named academy on WhatsApp. Record the wording, date and source of the choice. A parent who declines can still get an answer about the trial they requested.
Set up the first workflow
Pick one enquiry type. Follow it from the website button to the first reply, the next action and closure. Have a staff member try it on a second phone before you invite customers.
Prepare the essentials
Bring your current number, business name, opening hours and the latest timetable or service list. Identify who has permission to edit the account.
Agree on a handover
Write a brief internal note when someone else must take over. Record what the customer asked, what staff already sent and when they promised a reply.
For a clinic, use the public channel for booking arrangements. Route private matters to the clinic's usual process and share only the details needed to arrange contact.
Broadcast lists and responsible sending
A broadcast delivers the same announcement to several people individually. Build the audience from people who chose that kind of update. A downloaded list cannot tell you who wants to hear from you.
Before sending, check the date, audience, destination link and opt-out instruction. Test the message internally. Remove anyone who withdrew consent, even if their number appears again in a newer spreadsheet.
Protect the number
Avoid unofficial bulk senders, bought lists and repeated messages after silence. If people block the account or object to a campaign, pause and check what they agreed to receive.
If a restriction appears
Read the account notice, stop the affected activity and use the official review route where available. Opening another number to repeat the same campaign leaves the underlying problem in place.
How Platform message templates work
A template is a message submitted for approval for a defined purpose. Outside the customer service window, the Platform generally requires an approved template to start or resume messaging. Approval of the wording does not give permission to contact a customer. Review the intended audience each time.
Click-to-WhatsApp ads
Choose a question the team can answer
A dance academy could invite a parent to ask about a Saturday beginner batch. Match the ad to the batch, branch and language shown in the chat. Tell staff what the ad promised before it runs.
Review actual enquiries
A tap can open a chat without the person sending anything. Look at conversations received and the questions people ask. Keep ad clicks, conversations and confirmed bookings separate in the monthly report.
Check the handover
If the ad runs after reception closes, an away message should state when someone will answer. Test the first staffed reply the next morning.
Use the channel the customer chose
A caller asking for directions may welcome one map link. That exchange does not establish interest in future offers. Explain the next message and give the person a choice.
For website discovery, explore our SEO services in Hyderabad. For an Instagram audience, see our Instagram marketing services.
Before you approve a send
Who requested this?
Look for the actual permission record and the topic the customer chose.
Who will answer?
Name the staff member covering replies and confirm they have the right dates, prices and availability.
What ends the follow-up?
Mark the conversation complete when the request is settled. Honour a request to stop across every list.
Language and accessibility
Ask whether the customer prefers Telugu or English. Avoid sending every detail as an image. A short text with the branch, time and booking step is easier to copy, forward or read on a small screen.
Working directly with the founders
M. Chenna Kesava Reddy and N. Udith Reddy review the workflow with you. Bring an anonymised example of a chat that stalled and tell us what should have happened next.
Our office is at H.No. 4-2-52/1/69/A, Surabhi Enclave, Kowkoor, Hyderabad 500010. Call +91 9505971747 or +91 9133616045.
See all digital marketing services or contact us about your number.
WhatsApp marketing FAQs
Do I need the API to answer new enquiries?
You can start with the Business app for manual replies. Consider the Platform when assigning chats, managing approved templates or connecting software becomes important.
Can I message everyone in my old phone book?
A saved number is not proof of permission. Send promotions only to people who agreed to receive that type of update and honour opt-outs.
What happens when someone taps a WhatsApp ad?
The ad opens a chat. The person still needs to send a message. Give them a clear starting question and have someone ready to reply.
How should staff handle a STOP reply?
Acknowledge it, remove the number from promotional audiences and record the change. Check future imports so the person is not added again.
What is the monthly cost?
Rs 3,000 for the first month, then Rs 2,000 per month. Platform or provider charges depend on the setup. Ad spend goes directly to Google or Meta.
Request a free WhatsApp audit
Share your business type, how many staff handle replies and the point where customers usually wait. We will send the free audit within 24 hours.