How to Create a WhatsApp Broadcast Campaign

Running WhatsApp broadcasts with BotSailor is simple, powerful, and effective when done right. Follow this complete step-by-step guide to create, schedule, and personalize your WhatsApp campaigns for maximum engagement.

Step 1: Go to WhatsApp Broadcasting

Log in to your BotSailor dashboard.
From the sidebar, click on Broadcasting → WhatsApp Broadcast.
You will see a list of all your existing WhatsApp campaigns with statuses and reports.

Step 2: Start a New Campaign

Click the Create button at the top of the page.
A campaign setup panel will open where you can configure the campaign details.
And if you want to automatically broadcast your new WordPress blog post to your WhatsApp subscribers, then download the WP Content Automator Plugin and set it up on your WordPress website.

Step 3: Set Up Basic Campaign Information

Campaign Name: Enter a unique name to easily identify this campaign later.
Choose Messaging Type:
Select 24 Hours if you want to send free-form messages within the user’s 24-hour service window.
Select Anytime if you're messaging users beyond 24 hours using a pre-approved WhatsApp Template Message.
Select Message Template (Only if "Anytime" is selected):
Choose a ready template from the dropdown menu.

If you dont have a ready message template then follow this:

How to Create WhatsApp Message Templates in BotSailor

To create a WhatsApp message template for broadcasting through BotSailor, follow these steps:

Navigate to the Bot Manager:

From your BotSailor dashboard, go to WhatsApp Bot Manager.
Select your desired Bot Account.

Open the Template Section:

Click on Message Templates from the left-hand menu.
Press the Create button to start a new template.

Configure Your Template:

Template Name: Enter a name for your message template.
Category: Choose the template type — either Transactional or Marketing.
Language (Locale): Select the appropriate language for the message.
Header Type: Choose a header type (e.g., text, media, or none).
Message Body: Write the main message content here.
Variables: To personalize messages, use the provided buttons to insert Custom Fields, Built-in Variables, or Name placeholders.
Footer Text: Optionally, add a short footer message.
Buttons: Add one or more action buttons if needed (e.g., Call to Action, Quick Reply).

Save and Submit for Approval:

Click the Save button to submit your template.
Once saved, click Check Status to track WhatsApp’s approval status.

Note: WhatsApp manually reviews all templates to ensure they follow its communication policies. Approval may take some time.

Why Use Message Templates for WhatsApp Broadcasting?

Message templates are essential for business-initiated messages on WhatsApp. Here's why you should use them:

✅ Compliance-Friendly: Templates are pre-approved by WhatsApp, ensuring you follow platform policies.
📈 High Delivery Rates: Approved templates help you maintain better message deliverability.
⏱ Save Time: Reuse templates to avoid writing new messages for every campaign.
🎯 Personalized & Automated: With BotSailor, you can easily include dynamic variables for personalized broadcasts at scale.

BotSailor makes the entire process of creating, submitting, and using WhatsApp templates easy and efficient.

Step 4: Segment Your Audience

Include Label IDs: Pick specific subscriber groups to target based on the labels you have set (like "prospect_customer").
Exclude Label IDs: (Optional) Exclude subscribers from specific groups if needed.
Recently Added Subscribers: Toggle this option ON if you want to target only the newest subscribers.
Subscribers Added After: Choose a date to filter subscribers who joined after a certain period.

Step 5: Schedule the Campaign (Optional)

If you want to run the campaign at a later time, first select Anytime form message type select the Schedule Time from the date, time picker and time zone.
Your campaign will automatically be sent to the selected audience at the scheduled time.

Step 6: Design the Message Flow

After saving the campaign setup:
Build your broadcast flow visually using the drag-and-drop editor.
Add different content types like Text, Image, Video, Audio, Files, or Interactive Buttons.
You can connect different blocks like User Input Flow, Conditions, AI Replies, Google Sheet Data Fetch, or HTTP API to create a dynamic and interactive conversation.

Step 7: Add Delays and Filters for Smart Messaging

Delays: Insert time gaps between messages to make the conversation feel natural and human-like.
Filters: Apply filters and conditions based on subscriber data or behavior to personalize the flow even further.
Personalization: Insert dynamic variables like the subscriber’s first name, purchase data, or interaction history to craft customized messages.

Step 8: Save and Launch

Once your broadcast flow is ready, click the Save button.
If scheduled, it will automatically trigger at the selected time.
If not scheduled, you can launch it manually.

Real-Life Use Case: How a Restaurant Boosted Sales Using BotSailor's WhatsApp Broadcast

Meet Sarah, the owner of "Chops and Hops," a small but popular restaurant in the city.
Like many businesses, Sarah had built a loyal customer base, but she often struggled to bring them back after their first visit.
She knew that traditional SMS and email promotions were no longer enough — she needed something more personal, direct, and effective.
That's when she decided to use BotSailor’s WhatsApp Broadcasting.

Setting the Stage: Preparing for the Big Weekend

It was Friday afternoon, and Sarah had an idea — she wanted to offer a special weekend deal:
"Buy 1 Get 1 Free on All Burgers."
But she didn’t want to message everyone blindly. She wanted to target only customers who visited in the last 30 days — the ones most likely to respond.
Instead of manually sending hundreds of messages, Sarah opened BotSailor and got to work.

Creating the Campaign with BotSailor

She logged into her BotSailor dashboard and went to WhatsApp → Broadcasting.

Clicking on Create, she named her campaign:

“Weekend Burger Bonanza 🍔🎉”.

She selected the 24 Hours messaging type because she wanted to send a free-form personalized message instantly without needing a pre-approved template.

Sarah then filtered her audience:

She included customers tagged with the label "Recent Visitors."
She excluded anyone tagged as "Vegetarian" to keep the offer relevant.

She scheduled the broadcast for Saturday morning at 10:00 AM, when people are usually planning their weekend meals.

Designing a Personalized Message Flow

Sarah knew a plain text wouldn’t grab attention.

Using BotSailor’s visual flow builder, she crafted a dynamic message:

Text: "Hi {first_name}! We miss you at Chops and Hops! 🍔 This weekend only: Buy 1 Burger, Get 1 Free! Ready to indulge?"
Image: She added a juicy burger photo.
CTA Button: "Reserve a Table Now" linking directly to their WhatsApp number.

To make it more natural, she added a 5-second delay between the text and image, making it feel like a real conversation rather than a blast.

Launching and Watching the Magic Happen

Sarah saved the campaign.

The next morning, at exactly 10:00 AM, the broadcast went live.

Within minutes, responses started flooding in.

Customers clicked the reservation button, asked about menu options, and some even shared the promotion with their friends!

Additional Resource

Blog Post's:

📌 Frequently Asked Questions (FAQs)

How can I send bulk WhatsApp messages to my customers using BotSailor?

BotSailor simplifies sending bulk WhatsApp messages through its WhatsApp Broadcasting feature. To initiate a campaign, navigate to WhatsApp → Broadcasting in your BotSailor dashboard and click Create. You can then define your audience by including or excluding specific label IDs, targeting recently added subscribers, or those added after a specific date. Design your message flow with various content types and personalize it with dynamic variables. You can choose to send free-form messages within the 24-hour service window or utilize pre-approved WhatsApp Template Messages for broader reach.

What are the different messaging types available for WhatsApp broadcasts in BotSailor?

BotSailor offers two primary messaging types for WhatsApp broadcasts:
24 Hours: This option allows you to send free-form messages to users within their 24-hour service window of interaction with your WhatsApp business account.
Anytime: This option enables you to message users beyond the 24-hour window by utilizing pre-approved WhatsApp Template Messages. If you select "Anytime," you will need to choose a pre-existing template from the dropdown menu.

How can I target specific customer segments with my WhatsApp broadcast campaigns in BotSailor?

BotSailor provides several options to segment your audience for targeted WhatsApp broadcasts. In the campaign setup, you can:
Include Label IDs: Select specific subscriber groups based on labels you've created (e.g., "prospect_customer").
Exclude Label IDs: Optionally remove subscribers belonging to certain groups.
Target Recently Added Subscribers: Focus on your newest contacts.
Filter by Subscription Date: Target subscribers who joined after a specific date.
These segmentation features ensure your messages reach the most relevant recipients, increasing engagement.

Can I schedule my WhatsApp broadcast campaigns to be sent at a later time using BotSailor?

Yes, BotSailor allows you to schedule your WhatsApp broadcast campaigns for a later time. During the campaign setup, if you select the Anytime messaging type, you will find the Schedule Time option. Here, you can choose the desired date, time, and time zone for your campaign to be automatically sent to your selected audience.

How can I personalize my WhatsApp broadcast messages in BotSailor to increase engagement?

BotSailor enables message personalization through dynamic variables within the message flow. When designing your broadcast, you can insert placeholders that will be automatically replaced with subscriber-specific data, such as their first name ({first_name}), purchase history, or interaction data. This allows you to craft customized messages that resonate more effectively with your audience, as demonstrated in the restaurant use case where the message included the customer's first name.