How to Build a WhatsApp Chatbot (No-Code)

Step by step

1. 1

   List your 10 most common customer questions

   Check your WhatsApp chat history, email inbox, and reception log. What do customers ask most often? Typically: business hours, location/directions, service menu, pricing, how to book, parking, how long it takes, whether you take walk-ins, payment methods, and cancellation policy. These become your chatbot's core knowledge.

2. 2

   Design your conversation flows

   Map out the key paths your chatbot needs to handle: Greeting flow (new contact → welcome + quick menu), FAQ flow (answers to your top 10 questions), Booking flow (collects name, date, service, confirms), Human handoff flow (escalates to staff for complex queries). Draw this on paper first — it makes the build phase much faster.

3. 3

   Get WhatsApp API access via Reputoo

   Sign up at reputoo.com, complete your Meta Business Manager verification, and connect your WhatsApp number. This takes 1–3 days. While waiting for approval, continue building your chatbot content in the next steps.

4. 4

   Build your FAQ responses in Reputoo

   In Reputoo's Chatbot Builder, create your knowledge base: add each common question as a trigger (and its variations), write the answer, add relevant quick reply buttons for follow-ups. Example: trigger "What are your hours?" → response "We're open Mon–Sat 9am–7pm, Sunday 10am–4pm. Want to book an appointment?" + quick reply buttons [Book Now] [Ask Another Question].

5. 5

   Create the booking flow

   The booking flow collects: customer name (ask), preferred service (show menu with buttons), preferred date (ask or show calendar), preferred time (show available slots), contact number (already have it), and confirmation. End with: "Great! We'll see you on [date] at [time] for [service]. You'll receive a WhatsApp reminder the day before."

6. 6

   Set up the human handoff trigger

   Some queries need humans. Configure handoff triggers: keywords like "speak to someone", "manager", "complaint", or any question the AI can't confidently answer. When handoff triggers, the customer gets: "Let me connect you with our team — someone will reply within [timeframe]." Your staff receives a notification in the shared inbox.

7. 7

   Test every flow thoroughly

   Test every path yourself using a personal WhatsApp number. Ask questions in different phrasings — natural language, with typos, abbreviated forms. Check that: all FAQ answers are accurate, booking flow completes correctly, calendar integration works, handoff triggers fire correctly, and the chatbot doesn't get stuck in loops.

8. 8

   Add a post-conversation follow-up

   After any completed positive interaction (booking confirmed, question answered satisfactorily), set a 24-hour delay then send the follow-up. Configure: if conversation tagged "resolved" and sentiment positive → send the next-step message 24 hours later. This turns your chatbot into a repeat-business engine.

Pro tips

• Shorter chatbot responses outperform longer ones — customers on WhatsApp want quick answers, not essays
• Add quick reply buttons wherever possible — they reduce friction and increase completion rates
• Always include a "Talk to a person" option — some customers just want humans, and forcing them through a bot increases frustration
• Start simple and expand — launch with FAQ + booking + handoff, then add more flows based on actual conversation data
• A chatbot that says "I don't know" gracefully is better than one that gives wrong answers confidently

Frequently asked questions