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In today’s mobile-first world, users don’t want to fill out long web forms or be redirected to external pages especially on messaging platforms like WhatsApp. Instead, they prefer fast, seamless, and conversational experiences. That’s exactly where BotSailor’s WhatsApp Flow Builder shines. BotSailor allows you to create multi-step interactive forms inside WhatsApp conversations using a drag-and-drop visual builder where no coding is required. These flows guide users collecting their responses and storing them automatically in your CRM or Google Sheets
Collecting structured user data like names, emails, phone numbers, and preferences is essential for personalized engagement.Where collecting customer information should feel like a conversation, not a boring form. With BotSailor’s WhatsApp Flows Form, the multi-step forms that can collect user data inside the chat. It’s naturally increasing completion rates and improving your marketing automation. To learn how to set up a powerful data collection flow using BotSailor click here (how to)
Why Use Multi-Step Forms in WhatsApp Flows Form?
✅ Frictionless experience, users submit data inside WhatsApp
✅ Higher completion rate than external forms
✅ Real-time data storage in BotSailor custom fields or Google Sheets
✅ Perfect for lead capture, onboarding, surveys, or bookings
✅ No-code setup using visual builder
Imagine a chatbot asking for a name, email, and preferred service all inside a WhatsApp chat and saving each answer automatically. That's the power of WhatsApp Flows Form in BotSailor.
BotSailor offers multiple ways to send WhatsApp forms (multi-step flows) to customers, ensuring flexibility across different use cases. Whether triggered by a keyword, broadcast, button, live chat, or webhook, these forms help you collect user data seamlessly inside WhatsApp. In this article we will see what options are available in BotSailor to collect user data through multi steps whatsapp flows
Assign a flow to a specific keyword (e.g., register, book, quote). When a user sends that keyword in a WhatsApp message, BotSailor instantly starts the associated multi-step form.
How to Use:
Go to Bot Manager → Bot Reply → Create, and map the flow to a keyword.
Best For:
Customer-initiated conversations like lead capture, appointment requests, or event signups.
Description: When sending a WhatsApp broadcast, you can include a Start Flow button or dynamic reply element to launch the form for each recipient. This works inside the broadcast campaign.
How to Use: Create a broadcast campaign, add a Message template with button, and attach the WhatsApp form.
🗒️Note: Your created template must have one button cta/quick reply button. You have to create a bot flow with that whatsapp flow you want to send.
Best For: High-volume user data collection, promotional campaigns, onboarding surveys.
Use the “Start Bot Flow” action inside any message component such as quick replies, postback buttons, persistent menu, or no-match replies. When users tap the button, the form (flow) starts instantly.
How to Use:
How to Use:
Inside Live Chat, open the sidebar, click Start Bot Flow, and choose a flow to send.
Best For: Agent-guided support, human-assisted bookings, or re-engagement after a bot handover.
WhatsApp templates can include a button that starts a flow. When clicked, it seamlessly launches your multi-step form inside WhatsApp, even for users outside the 24-hour window.
How to Use:
Create or use an approved WhatsApp template with a call-to-action/quick replies button linked to a Bot Flow.
Best For:
First contact, follow-ups after 24 hours, and retargeting non-responders.
If you’re using the WhatsApp Catalog, you want to send WhatsApp Flows Form to your customers who purchase products from the catalog. You can set up the whatsapp flow inside the message buttons. 
Best for : Lead generation of your catalogue customers.
Description:
You can trigger a WhatsApp flow when a user completes an external form (like WPForms, Elementor ) by linking it to BotSailor’s Webhook Workflow. Once the webhook is fired, the form is sent to the user via WhatsApp automatically.
How to Use
Follow the link (trigger webhook link)
Best For:
Website → WhatsApp automation, converting leads instantly from contact forms.
Key Benefits of Using WhatsApp Forms in BotSailor
Higher conversion than external links/forms
Mobile-friendly, instant messaging experience
Easy data management with Custom Fields
Data can trigger automation or broadcast filters
Works with Google Sheets, CRMs, and Webhooks
100% no-code, visual drag-and-drop design
FAQ
What is a WhatsApp Flow in BotSailor?
A WhatsApp Flow is a multi-step, interactive form built using BotSailor’s drag-and-drop visual Flow Builder. It guides users through a sequence of questions (e.g., name, email, service preference) and stores their responses automatically.
Where is the collected user data stored?
User responses are stored in BotSailor’s Custom Fields, which you define in advance. You can also push the data to external sources like Google Sheets or CRMs through integrations or webhooks.
Can I send WhatsApp forms without the user typing anything?
Yes. BotSailor allows you to send forms via:
Keyword triggers
Broadcasts with CTA buttons
Action buttons inside replies
WhatsApp templates
Catalog product buttons
Webhook workflows
Live chat by agents
Can I start a flow if the customer is inactive or outside the 24-hour window?
Yes. Use an approved WhatsApp template with a quick reply or CTA button. When the user clicks the button, the flow begins—even if the conversation is older than 24 hours.
Can I personalize the form based on user info?
Absolutely. You can dynamically use custom fields (like {{first_name}}, {{email}}) inside the form to personalize both questions and confirmation replies.
Is coding knowledge required to build these forms?
No. BotSailor’s Flow Builder is 100% visual and no-code. Anyone can create a flow using the intuitive drag-and-drop interface.
Can I trigger a WhatsApp flow from my website’s contact form?
Yes. You can use Webhook Workflows to connect external tools like WPForms or Elementor. When someone submits the form, BotSailor automatically sends them a WhatsApp form flow.
How many questions can I ask in a single WhatsApp flow?
There’s no fixed limit. However, for best user experience, keep your flows concise (3–5 steps). Long forms can reduce completion rates.
Can the WhatsApp flow collect product orders or bookings?
Yes. You can design a flow to capture product selections, delivery addresses, COD confirmations, and more — especially when combined with WhatsApp Catalog features.
Where can I see responses submitted through the form?
All responses are stored in Custom Fields and can be:
Viewed inside the subscriber’s profile
Exported as CSV
Sent to Google Sheets (if integrated)
Used in conditional automation or segmented broadcasts