Send new FluentCRM contacts a WhatsApp message, routed by subscription status
When a new contact is created in FluentCRM, a Router checks their status: subscribed contacts get a WhatsApp template message and pending contacts get a WhatsApp text message.
FluentCRM
Router
WhatsApp Cloud API4 steps Setup ~8 min Used on 1.8k sites Free to import
What this workflow does
A contact who has confirmed their subscription and one who hasn't yet are in different places, and a single welcome message rarely fits both. This workflow splits new FluentCRM contacts by status and sends each group its own WhatsApp message through your business number.
The FluentCRM New Contact Created trigger fires when a contact is created in FluentCRM, from a form, an import or the admin screen. FlowMattic passes the contact's details, including the status, to the Router.
The Router has two routes, and each record follows the one whose condition it matches. The Subscribed route continues when the status exactly matches "subscribed" and sends a WhatsApp template message. The Pending route continues when the status is "pending" and sends a plain WhatsApp text message. Contacts with any other status, such as unsubscribed, match neither route and get nothing. Both WhatsApp steps ship unmapped, so after import you map the contact's phone number as the recipient, pick the template on the first route and write the text on the second.
WhatsApp only delivers free-form text within 24 hours of the person last messaging your business number, so most new pending contacts won't receive the text as built. The template route has no such limit once the template is approved. Check Task History for WhatsApp's responses.
Welcome on WhatsApp after opt-in
A fitness coach sends an approved welcome template to every new FluentCRM contact who is already subscribed, with a link to the first free workout.
Nudge to confirm the subscription
A newsletter publisher wants pending contacts reminded to click the confirmation email, and switches the Pending route to a template so the reminder can be delivered.
Lead capture from a chat-first audience
A shop whose visitors start on WhatsApp adds them to FluentCRM, and the Pending route's text reaches those who messaged in the last day.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
FluentCRM New Contact CreatedStarts the workflow when a new contact is created in FluentCRM. The contact's details, including the subscription status and phone number, are passed to the Router.
- Router 2 paths
Splits the run into two routes by contact status. The Subscribed route checks for an exact match on "subscribed", and the Pending route checks for "pending". Other statuses match neither route.
- WhatsApp Cloud API Send Template Message
On the Subscribed route, sends an approved WhatsApp template message. It ships unmapped, so map the contact's phone number as the recipient and choose your template after import.
- WhatsApp Cloud API Send Text Message
On the Pending route, sends a free-form WhatsApp text. Map the phone number and write the message after import. WhatsApp delivers it only if the contact messaged your number in the last 24 hours.
What you need
- FlowMatticCore
- FluentCRM PluginPlugin
- WhatsApp Cloud API AccountAccount
After importing, map your own data. To keep the template universal, not every step is pre-filled. Open each step in the builder and connect your accounts and fields (channels, lists, sheets, recipients) before you switch the workflow on.
Make it yours
Changes worth making after you import it.
- Swap the Pending route's Send Text Message for Send Template Message with a second approved template, so contacts who never wrote to you can still be reached.
- Store phone numbers in FluentCRM with the country code, because WhatsApp needs the full international number.
- To message unsubscribed contacts differently, add a third route to the existing Router, which sits between the New Contact Created trigger and the WhatsApp steps. Give it its own status condition that can't overlap the other two.
Questions about this workflow
Which new FluentCRM contacts get no WhatsApp message?
Any whose status is neither subscribed nor pending, such as unsubscribed or bounced contacts. They match no route, so neither WhatsApp step runs for them.
Can a FluentCRM contact receive both WhatsApp messages?
No. A contact has one status, and the two route conditions look for different values, so each contact matches at most one route.
Will pending contacts actually get the WhatsApp text?
Only those who messaged your business number in the last 24 hours. For everyone else WhatsApp requires an approved template, so consider switching that route's action.
Which FluentCRM field supplies the WhatsApp number?
From the FluentCRM contact. Both WhatsApp steps ship unmapped, so map the contact's phone field into each one after import and test with a contact you control.
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