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Send WhatsApp Group Message Action

The Send WhatsApp Group Message action is a custom WhatsApp provider workflow action that sends messages to WhatsApp groups directly from your CRM workflows. Automate team notifications, client updates, and group announcements without manual intervention.

Why it matters: Manually sending updates to WhatsApp groups is time-consuming and easy to forget. Now you can automate group messages triggered by any CRM event—new leads, appointments, form submissions, and more.

Key Benefits​

Automated Group Updates - Send team notifications automatically

No Manual Messaging - Eliminate repetitive group messages

Workflow Integration - Combine with any CRM trigger for powerful automation

Attachment Support - Include images or videos via URL

Custom Variables - Personalize messages with contact and trigger data

Who Should Use It​

Sales Teams - Notify team groups when new leads come in

Support Teams - Alert support groups when tickets are created

Agencies - Update client groups on campaign progress automatically

Operations - Send daily summaries or status updates to internal groups

Managers - Get automated reports on team activity

Requirements​

Before using this action:

  1. Update your WhatsApp provider app to the latest version

    • Go to App Marketplace → Installed Apps → WhatsApp provider → Update

  2. Allow groups in WhatsApp Settings

    • Groups must be enabled in your WhatsApp dashboard before they appear in the action dropdown

How to Set Up​

Step 1: Allow Groups in WhatsApp Settings​

  1. Go to WhatsApp in your sidebar
  2. Click Manage on your WhatsApp instance
  3. Navigate to group settings
  4. Allow the groups you want to use in workflows
  5. Save your settings

Important: Only groups that are allowed will appear in the action dropdown.

Group Settings

Step 2: Create or Edit a Workflow​

  1. Go to Automation → Workflows
  2. Create a new workflow or edit an existing one
  3. Add your desired trigger (Form Submitted, Appointment Booked, Customer Reply, etc.)

Step 3: Add the Action​

  1. Click + or Add New Action after your trigger
  2. Switch to the Apps tab
  3. Click the WhatsApp provider app icon
  4. Select Send WhatsApp Group Message

Apps Add Sendgroup

Step 4: Configure the Action​

FieldRequiredDescription
MessageYesThe message text to send (supports variables)
AttachmentNoPublic URL to an image or video
WhatsApp GroupYesSelect from your allowed groups

Send Group Message

Step 5: Save and Publish​

  1. Click Save action
  2. Review your complete workflow
  3. Toggle from Draft to Published

Action Fields Explained​

Message Field​

Enter the message you want to send. You can:

  • Type plain text
  • Use custom variables (click the tag icon to insert)
  • Include emojis
  • Use line breaks for formatting

Example with variables:

🎉 New Lead Alert!
 
Name: {{contact.first_name}} {{contact.last_name}}
Phone: {{contact.phone}}
Email: {{contact.email}}
 
Please follow up within 5 minutes!

Attachment Field​

Paste a direct URL to an image or video file. This field is optional.

Supported formats: PNG, JPG, JPEG, GIF, WebP, MP4, MOV

Requirements:

  • URL must be publicly accessible
  • Direct link to the file (not a webpage)
  • File size under 16MB for videos

WhatsApp Group Dropdown​

Select the destination group. Only groups allowed in your WhatsApp Settings will appear.

If you don't see your group:

  1. Go to WhatsApp → Manage
  2. Allow the group in settings
  3. Return to workflow and refresh

Example Use Cases​

Use Case 1: New Lead Notification​

Alert your sales team when a new lead submits a form.

Trigger: Form Submitted

Action: Send WhatsApp Group Message

  • Group: Sales Team
  • Message:
🚨 NEW LEAD ALERT
 
Name: {{contact.first_name}} {{contact.last_name}}
Phone: {{contact.phone}}
Email: {{contact.email}}
Source: {{contact.source}}
 
First person to respond wins! 🏆

Use Case 2: Appointment Notification​

Notify your operations team when a new appointment is booked.

Trigger: Appointment Scheduled

Action: Send WhatsApp Group Message

  • Group: Operations Team
  • Message:
📅 New Appointment Booked
 
Client: {{contact.name}}
Service: {{appointment.title}}
Date: {{appointment.start_date}}
Time: {{appointment.start_time}}
 
Please ensure everything is ready.

Important Notes​

Technical Details​

  • Messages send from your connected WhatsApp number
  • Groups must be allowed first in WhatsApp Settings
  • Supports text, emojis, and one attachment per message
  • Works with all standard CRM workflow triggers

Best Practices​

  • Keep messages concise and scannable
  • Use relevant variables only
  • Test before publishing
  • Don't over-notify — too many messages cause fatigue

FAQs​

Can I send to multiple groups from one workflow?​

Yes. Add multiple "Send WhatsApp Group Message" actions, each targeting a different group.

Why don't I see my group in the dropdown?​

Groups must be allowed in WhatsApp Settings first. Go to WhatsApp → Manage → Group Settings.

Can I include images or videos?​

Yes. Paste a public URL in the Attachment field. Supported formats: PNG, JPG, GIF, WebP, MP4, MOV.

What happens if WhatsApp is disconnected?​

The message will fail to send. We recommend setting up the WhatsApp Disconnected trigger to get alerts when your number goes offline.

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