When new form submission is received in WSForms, send template message in WhatsApp using WhatsApp Cloud API
When someone submits a WS Form on your WordPress site, FlowMattic sends them an approved WhatsApp template message through WhatsApp Cloud API, using the phone number from the form.
WSForms
WhatsApp Cloud API2 steps Setup ~5 min Used on 2.3k sites Free to import
What this workflow does
A form visitor who left a phone number often prefers a quick message to an email they may never open. This workflow replies on WhatsApp as each WS Form entry arrives, so the person hears from you on the app they already use for chat.
The WSForms trigger fires when a new submission is received in WS Form. Every field in the entry is passed on, including the phone number and the person's name if your form asks for them.
The WhatsApp Cloud API step replies with one of your approved templates. Templates are the kind WhatsApp lets businesses start a conversation with, so they can reach people who have never messaged your number, as long as the template is approved in your WhatsApp Business account. The step ships unmapped: after import you pick the template, map the form's phone field as the recipient and map form answers into any template variables.
Make sure the form collects numbers with the country code, since WhatsApp needs the full international format. Task History shows the response from WhatsApp for each submission.
Instant reply to quote requests
A renovation company's quote form sends each enquirer a WhatsApp template confirming the request and saying when a surveyor will call.
Booking confirmation for a clinic
A physiotherapy clinic takes appointment requests through WS Form and sends a WhatsApp template that confirms the requested date from the form.
Welcome message for event sign-ups
An event organiser sends registrants a WhatsApp template with the venue details, so the information is on their phone on the day.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
WSForms New Form SubmissionFires when a new submission is received on your WS Form. Every answer in the entry, such as name and phone number, can be mapped into the WhatsApp message.
- WhatsApp Cloud API Send Template Message
Sends an approved WhatsApp template message through WhatsApp Cloud API. After import, choose the template, map the form's phone number and fill the template variables from the entry.
What you need
- FlowMatticCore
- WSForms 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.
- Make the phone field required in WS Form and ask for the country code, so every submission has a number WhatsApp can deliver to.
- Get your template approved in WhatsApp Business before importing, so it appears when you set up the Send Template Message step.
- Add a Filter between the WS Form trigger and the WhatsApp step on a consent checkbox, if your form asks people whether they want WhatsApp messages. The field is yours to set.
Questions about this workflow
Can the WhatsApp template reach people who have never messaged my business?
Yes. Approved template messages are the way WhatsApp lets a business start a conversation, so the 24-hour window that limits free-form text doesn't stop them.
Do I need an approved WhatsApp template before using this workflow?
Yes. Send Template Message only sends templates approved for your WhatsApp Business account. Create one in WhatsApp and wait for approval first.
Which WS Form fields can go into the WhatsApp template?
Any answer from the submission. Map them into the template's variables, for example the person's name or the service they picked.
More Communication workflows
Other ready-to-import templates from the same category.
Import this workflow into your WordPress site
Download the JSON, import it from the Workflows screen and connect your accounts. Every run stays on your server, with no per-task fees.
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