A new customer fills in your sign-up form on WhatsApp and gets a warm welcome with their name a few seconds later, without anyone on your team typing it.
Before You Start
- Read Setting Up Auto Reply Rules first. It explains how auto replies, their order and their status work.
- You need a published sign-up Mini App. EasyBiz has a ready-made one called Customer Sign Up. See What Is a Mini App if you have not made one yet.
- Add your own phone number to the Test Group on the Auto replies page, so you can try the reply before customers get it.
- You need access to Settings in the Console.
If you set this up before: Mini Apps used to be a tab in WhatsApp Settings, and Auto Reply Rules another tab there. Mini Apps are now in ⚙️ Settings › Sales Channels › WhatsApp Mini Apps, and auto replies are in ⚙️ Settings › CRM › Auto replies. Your saved Mini Apps and replies are already there, so there is nothing to set up again.
Overview
Sign Up Confirmation is one of the ready-made replies on the Auto replies page. It comes with its condition, message and send frequency already filled in. Its one condition, App submitted, means a customer has filled in a Mini App and pressed submit. You choose your sign-up Mini App, check the welcome message, then save it. You test it from your own phone first, then switch it on for every customer.
Where it works
- WhatsApp: the customer gets the welcome in the same chat where they filled in your sign-up Mini App.
- Console: the details the customer entered (name, phone number, email and address) are saved to their customer profile, and your staff see the welcome in the conversation in your Inbox.
Why set it up
- New customers know it worked. Without a reply, a customer who presses Sign Up sees nothing happen in the chat and often asks "Did it go through?"
- A good first impression. The welcome greets them by name and sounds like your shop, before they place their first order.
- No typing for your staff. Every sign-up gets the same friendly welcome, even late at night.
If you skip it, the customer's details are still saved, but they get nothing on WhatsApp until a staff member replies by hand.
Check your sign-up Mini App is published
The reply can only answer a Mini App your customers can open, and customers can only open a Mini App once it is published.
- Click the ⚙️ Settings icon in the top-right corner.
- Under the Sales Channels section, click WhatsApp Mini Apps.
- Find Customer Sign Up in the list and look at the label on the right of it.
| Label | What it means |
|---|---|
| Published | Customers can open it on WhatsApp. You're ready. |
| Unpublished changes | Customers see the last published version. Your newer edits are not live yet. |
| Draft | It has never been published. Customers can't open it. |
If it shows Draft or Unpublished changes, open it and click Publish at the top right. In the Publish Mini App window, choose your WhatsApp Business Account and click Publish.
If Customer Sign Up is not in your list, click Add mini app and choose Customer Sign Up under Customer. It asks for the customer's name, phone number and email on one screen, then their address on the next.
Where to find it
- Click the ⚙️ Settings icon in the top-right corner.
- Under the CRM section, click Auto replies.
Setting it up
Step 1: Add the reply
- Click Add reply above the list.
- Under Confirmation, click Sign Up Confirmation.
- In the Add reply window, keep the suggested name Sign Up Confirmation or type your own in Name, for example Welcome: Customer Sign Up. Only your staff see this name.
- Click Add.
The reply opens with everything already filled in. The phone on the right shows the message as your customer will get it.
Step 2: Choose your sign-up Mini App
Under Conditions, the reply comes with one condition, App submitted. Below it is a box that says Any app (leave empty for all).
- Click the box under App submitted.
- Choose Customer Sign Up.
The list shows every Mini App in your shop by its name, including ones you have not published yet. If you renamed your sign-up Mini App, look for your own name instead.
App submitted
| Choice | What happens |
|---|---|
| Leave empty | The reply answers every Mini App a customer submits. A customer who books a pickup would get "Your profile has been set up" instead of their order confirmation. |
| One Mini App | The reply answers only that Mini App. Choose your sign-up Mini App here. |
Step 3: Check the message
Reply Message
The message comes filled in as:
Welcome aboard, @Customer Name! Your profile has been set up. We look forward to serving you.
@Customer Name fills in with the name the customer typed in the form. Change the wording to sound like your shop, for example by adding what they can do next.
Action
Action type comes set to None, so the welcome goes out as plain text. Use this only if you want a button under the message. For example, choose Open mini App, pick your New Order: Pickup & Delivery Mini App and type Book a pickup as the Button text, so a new customer can book their first pickup with one tap.
Send frequency
Send frequency comes set to Every time. Keep it, so a customer who fills in the form again, for example to add a new address, still gets a reply.
| Send frequency | What it does |
|---|---|
| Once per conversation | Sends once. A second sign-up in the same chat gets no reply until the conversation is closed. |
| Once per 24 hours | Sends at most once a day to the same person. |
| Every time | Sends every time the form is submitted. |
Status
A new reply starts as Testing. Keep it on Testing until you have tried it yourself.
| Status | What it does |
|---|---|
| Live: replies to every customer | Sends to every customer who submits the Mini App. |
| Testing: replies only to the Test Group | Sends only to the numbers in your Test Group. Customers get nothing. |
| Off: never replies | The reply is kept but never sends. |
Step 4: Save
Click Save at the top right. Back on the list, your new reply is added at the bottom with a Testing label, and "Customer Sign Up" shows under its name.
Testing the reply
- Check that the reply's status is Testing and your phone number is in the Test Group.
- From that phone, open your Customer Sign Up Mini App on WhatsApp, fill in your name and address, and press Sign Up.
- The welcome arrives within a few seconds, with the name you typed.
- If you added a button, tap it and check it opens the right Mini App.
If the welcome doesn't arrive, check that:
- Your phone number is in the Test Group.
- The reply has your sign-up Mini App chosen under App submitted, and that Mini App is published.
- No other reply higher in your list also fits. EasyBiz sends only the first one that fits.
When it works, open the reply, change Status to Live: replies to every customer, and click Save.
Example setup
CleanFast Laundry sends its Customer Sign Up Mini App to new customers who message the shop for the first time.
- Name: Welcome: Customer Sign Up
- App submitted: Customer Sign Up
- Message: "Welcome to CleanFast Laundry, @Customer Name! Your profile has been set up. Reply anytime to book your first pickup."
- Action type: Open mini App, with New Order: Pickup & Delivery and the button text "Book a pickup"
- Send frequency: Every time
- Status: Testing, then Live after the owner tried it
On Saturday at 10:15 AM, Daniel Tan signs up with his Tampines address. A few seconds later he gets "Welcome to CleanFast Laundry, Daniel Tan! Your profile has been set up. Reply anytime to book your first pickup." with a Book a pickup button. In the Console, his name, phone number and address are already on his customer profile, so your staff don't need to ask for them again.
FAQs
Does it send when my staff add a customer in the Console or POS?
No. It only answers your sign-up Mini App on WhatsApp. Customers your staff add by hand get no message.
Will a customer get this together with my order or schedule confirmation?
No. Each Mini App a customer submits gets one reply. As long as each confirmation has its own Mini App chosen under App submitted, a sign-up gets the welcome and a booking gets its order or schedule confirmation.
What if the customer's name is blank in the message?
The name comes from the Customer name box in your sign-up Mini App. If you removed that box from the form, EasyBiz uses the customer's WhatsApp name instead. Keep the Customer name box in the form so the welcome always uses the name they gave you.
Can I send my price list or a booking form with the welcome?
Yes. Set Action type to Open Website with a link to your price list, or to Open mini App with your booking Mini App. Each welcome can have one kind of button.
I set up a sign-up confirmation before. Do I need to do it again?
No. Your saved replies are already on Settings › CRM › Auto replies. Open it and check that Customer Sign Up is chosen under App submitted.
What's Next
New customers now get a welcome the moment they sign up through your Mini App, which completes your set of WhatsApp confirmations. Continue to Build a WhatsApp Chatbot with Auto Replies and Mini Apps to connect your auto replies and Mini Apps into one chatbot that guides customers from their first message to a booked pickup.