How to set up WhatsApp Business auto reply in New Zealand

To set up WhatsApp Business auto reply in New Zealand, open your WhatsApp Business app, go to Settings, select Business Tools, then choose Away Message or Greeting Message. Enable the message, write your auto reply text, set the schedule or recipients, and save. This article covers detailed steps, common mistakes to avoid, a worked example, and how HelloGrowthCRM can help automate replies.

Why this comes up / what goes wrong

Small-business owners in New Zealand often rely on WhatsApp Business to communicate with customers and leads. However, when they are away from their phones or busy with other tasks, customers may get no response. This can cause lost leads or unhappy customers. Setting up an auto reply ensures customers get an immediate message, informing them when you will respond or giving key information. Many owners struggle because WhatsApp Business settings are not obvious, or they forget to activate the auto reply, or set it incorrectly.

Step-by-step

1. Open WhatsApp Business app on your phone.

1. Tap the three dots icon (top right) to open the menu.

1. Select Settings.

1. Tap Business Tools.

1. Choose Away Message to send auto replies when you are not available, or Greeting Message to send a welcome message to new chats.

1. Toggle the switch to turn on the message.

1. Tap Message to write your auto reply text. For example: "Thanks for your message! We are currently away but will get back to you by the next business day."

1. Under Schedule, pick when the message should be sent:

• Always send
• Custom schedule (set specific hours or days)
• Outside of business hours (if you have set business hours in the app)

1. Under Recipients, choose who gets the auto reply:

• Everyone
• Everyone not in address book
• Everyone except...
• Only send to...

1. After setting message, schedule, and recipients, tap Save.

1. Test the auto reply by messaging your business number from another phone to confirm it works.

1. Adjust settings as needed based on your business hours and customer expectations.

For more help, visit the help center.

Example (fictional figures)

An electrical contractor in Wellington, "Welly Electrics", wants to set an auto reply for after-hours messages. Their business hours are Monday to Friday, 08:00 to 17:00.

• They open WhatsApp Business and go to Away Message.
• They write: "Thanks for contacting Welly Electrics. We're currently closed and will reply during business hours. For urgent issues, call 021 123 4567."
• They set Schedule to "Custom schedule" and select Monday to Friday, 17:00 to 08:00, plus all day Saturday and Sunday.
• Recipients are set to "Everyone".
• They save and test the message by sending a message at 19:00 from another device.

This setup means any message outside business hours receives the auto reply, helping customers know when to expect a response.

Common mistakes

• Not enabling the auto reply switch: The message won’t send unless the toggle is turned on. Always double-check it’s active.
• Setting the wrong schedule: If you don’t set a custom schedule or outside business hours correctly, auto replies may send at wrong times or not at all. Review your business hours carefully.
• Writing unclear messages: Avoid vague replies. Include when you will respond or alternative contact methods.
• Not testing the auto reply: Always send a test message from another phone to ensure it works as expected.
• Ignoring recipient settings: If you limit recipients incorrectly, some customers might not get the message. Choose recipients thoughtfully.

For more detailed guidance on managing customer messaging, see WhatsApp and SMS CRM.

Doing this in HelloGrowthCRM

HelloGrowthCRM helps small and mid-sized New Zealand businesses manage WhatsApp conversations efficiently. WhatsApp conversations with a lead are logged on the lead record, and follow-ups can go out as messages. You can set up sequences—automated multi-step follow-ups over two weeks—that stop immediately when a prospect replies. Also, AI agents can draft follow-up messages after calls so your sales reps only review and send. Learn more at HelloGrowthCRM for New Zealand.

Frequently asked questions

Can I set different auto replies for different times? Yes. WhatsApp Business allows you to schedule away messages based on custom hours or business hours, so you can tailor replies for after-hours or weekends.

Will auto replies send to all customers? You can choose recipients for auto replies: everyone, everyone not in your address book, everyone except specific contacts, or only specific contacts. This helps you control who receives the messages.

Do auto replies work if my phone is off? No. WhatsApp auto replies require your phone to be connected to the internet and the app running. If your phone is off or offline, messages won't send.

Can I use HelloGrowthCRM to automate WhatsApp replies? Yes. HelloGrowthCRM logs WhatsApp conversations and can automate follow-ups with sequences and AI agents, helping your team respond faster and never miss a lead.

Is setting up auto reply the same on Android and iPhone? The steps are very similar on both platforms, though the menu layout may vary slightly. Look for Business Tools under Settings in your WhatsApp Business app.

For more answers, visit our help center.

Key takeaways

• Open WhatsApp Business app, go to Business Tools, and enable Away or Greeting Message.
• Write a clear auto reply, set the schedule and recipients, then save.
• Test your auto reply to ensure it works.
• Avoid common mistakes like not enabling the message or setting wrong schedules.
• HelloGrowthCRM helps automate WhatsApp follow-ups and logs conversations for better lead management.

Set up your WhatsApp Business auto reply today to improve customer communication and never miss a message. Start on the Free Forever plan (200 leads, no credit card) at HelloGrowthCRM.