WhatsApp Auto Sender, Auto Responder, and Quick Reply
Configure incoming-message patterns, automatic status templates, dynamic transaction fields, triggers, recipients, and quick answers on one page. (App UI shown in Indonesian.)
Once the shop’s number is connected, these three features are what make WhatsApp work for you: Auto Sender updates customers unprompted, Auto Responder answers incoming chats while you’re busy, and Quick Reply lets the front desk reply in two keystrokes (the ”/” key).
One stance we hold honestly from the start: these automatic features ship with safe-usage tooling (dynamic delays, sending hours, human-like patterns) — but no system can guarantee a number immune to blocking. Your usage discipline remains the key.
Before you start
- The WA Gateway is connected and shows Connected (see the connecting-WhatsApp tutorial).
Steps
-
Meet the three features and their roles
Auto Sender = automatic outgoing messages when something happens (e.g. a repair status changes). Auto Responder = automatic replies to incoming chats. Quick Reply = fast-reply templates called manually while serving a chat. All three are managed from Settings → WA Gateway.
Three different roles, one management home: WA Gateway. -
Start from the built-in Auto Sender templates
Automan ships ready-to-use Auto Sender templates. Adjust as needed via the pencil (edit) icon in the Message Templates table — faster than writing from zero.
Start from the built-in templates — edit as needed. -
Create/configure a template: name, transaction type, trigger
Each template has: a Name, a Transaction Type (Repair for jobs, Sell for sales, Buy for purchases), and a Trigger Type — for example Status: the message sends automatically when a repair enters a given status (e.g. "done, ready for pickup").
The Status trigger: messages run themselves on status changes. -
Personalize the message with masking variables
Use masking variables (customer name, receipt number, the tracking link like %URLTRACK%) so every message feels personal — not a stiff broadcast. Personal messages get read more and are safer.
Masking makes every message feel personal. -
Enable the Auto Responder in moderation
Set automatic replies for incoming chats — a greeting and basics (opening hours, how to check status). Don't overdo it: a chatty responder feels like a bot.
A greeting + the basics is enough — no chatty bots. -
Use Quick Reply with the "/" key
When replying to chats in Tools → WhatsApp (or from the WA icon in Repairs → List), type "/" in the message box to surface Quick Reply templates. Mind the scope: General-scope templates work in every method; other scopes fit their context with different masking.
Type "/" → templates appear; General scope = all-purpose. -
Obey the safe-usage rules
Use long, varied delays (set the Lowest Delay and Highest Delay with a sensible gap), send only in active hours, and use the Skip Hours feature with discipline. Avoid rapid-fire messages and generic context-free blasts.
Long varied delays + active hours = the discipline that protects the number. -
Understand what the system does — and its limits
Automan imitates human patterns (opening the chat, reading, typing status, then sending), applies dynamic delays per your settings, and provides masking. But this reduces risk, never removes it — how you use it still decides the number's health.
The system helps reduce risk — never a guarantee of immunity.
What you end up with
Status notifications sent automatically with personal wording, incoming chats answered consistently, the front desk replying in two keystrokes with "/" templates — all with usage patterns that protect the number's health.
If something goes wrong
A template doesn't send on a status change
Check in order: the connection shows Connected, the template is active with the right Transaction Type (Repair/Sell/Buy), and its Status trigger matches a status the shop actually uses.
Quick Reply templates don't appear when typing "/"
Check the template's scope — specially scoped templates only appear in their context. For all-purpose templates, use the General scope.
Afraid the number gets blocked
Follow the discipline in step 7: long varied delays, active hours only, personal messages. The system helps imitate human patterns, but nothing can guarantee immunity from blocking — we choose to be honest about this.