Zapier Whatsapp Automation
Automatically respond on WhatsApp the moment a webhook is received, tag contacts in ActiveCampaign, and assign requests to your team to speed up response times.
Why This Workflow Matters
This workflow helps your business reply to customers immediately, without anyone needing to check messages manually. Each new request is confirmed with an automatic WhatsApp message, organized inside ActiveCampaign with a custom tag, and quickly passed to the right team member.
The result is smoother communication, faster follow-up, and a better experience for every person who reaches out to you.
How The Automation Works
- Trigger: Inbound webhook
Whenever an external system or form sends data into your Zapier webhook, the automation starts automatically.
- ActiveCampaign Actions: Tag custom, webhook
The new contact or existing contact in ActiveCampaign is updated with a custom tag so you can easily identify where they came from or what they requested. A webhook action in ActiveCampaign can also pass data on or trigger related processes if needed.
- WhatsApp Message Sent: “We’ve received your request.”
Right away, the contact gets a WhatsApp message confirming that their request has been received. They know you’re on it, even before a human replies.
- Follow-Up Steps: Assign to team
The request is then assigned to your team, so someone is responsible for taking action and replying in more detail.
- Goal / KPI: Response time improvement
This whole flow is designed to improve response time reducing delays, reassuring customers quickly, and helping your team respond in an organized way.
Automation Table
| Step | What Happens | Why It Matters |
|---|---|---|
| 1 | An inbound webhook is received from your form, app, or system. | Any new request instantly enters your workflow without manual import. |
| 2 | The contact is created or updated in ActiveCampaign. | All requests are stored in one place, keeping your CRM up to date. |
| 3 | A custom tag is applied in ActiveCampaign. | You can easily segment and track requests based on source or type. |
| 4 | An ActiveCampaign webhook action can pass data to connected tools. | Keeps your wider tech stack in sync and ready for follow-up processes. |
| 5 | WhatsApp automatically sends: “We’ve received your request.” | Customers get instant confirmation and feel taken care of right away. |
| 6 | The request is assigned to the appropriate team member. | Ensures every request has a clear owner and reduces missed messages. |
| 7 | The team member reviews the tagged request in ActiveCampaign. | Context is already organized, so replies are faster and more accurate. |
| 8 | Overall response time is tracked and improved over time. | You can measure and optimize how quickly you respond to every request. |
SMS Message Variations
Original: We’ve received your request.
WhatsApp-template-friendly versions:
- “We’ve received your request and our team will review it shortly.”
- “Thanks for reaching out! We’ve received your request and will get back to you as soon as possible.”
- “We’ve received your request. A team member will contact you with an update soon.”
Who This Workflow is For
This workflow is ideal for:
- Service businesses (agencies, consultants, lawyers, accountants) that receive inquiries via forms or apps and want to confirm each request instantly on WhatsApp.
- Ecommerce and D2C brands that handle order questions, return requests, or product inquiries triggered by external tools or custom systems.
- SaaS and tech companies using custom apps or platforms that push data via webhooks and need quick, automated WhatsApp acknowledgments.
- Real estate, education, healthcare, and finance teams that must respond quickly to leads or appointment requests to build trust and reduce drop-off.
- Any business with a support or sales team that wants structured tagging in ActiveCampaign and faster assignment of requests to team members.
