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WhatsApp Campaign
A WhatsApp campaign sends the same message out to a whole group of contacts at once — a sale you want people to hear about, an update on their order, a nudge before an event you're running. Building one takes three steps: write the message, choose who gets it, then review it and send.
NOTE
This feature requires FluentCRM Pro. See what's included →
Before you start, make sure the WhatsApp module is configured and you have at least one approved template.
Finding Your Campaigns
Go to FluentCRM → Messaging → WhatsApp Campaigns.
The list shows every campaign with its title, a preview of the message, its status, and its channel. Search by title, filter the list, or use More Actions for bulk operations.
Click + Create New Campaign to start.
Step 1: Compose the Message
Give the campaign a name in Name your campaign. This is internal — only you see it.
Then pick a Message Type:
- Approved Template (recommended): A template your provider has already approved. This reaches everyone.
- Free-form Text: Plain text you write here. This only reaches contacts who messaged you within the last 24 hours — everyone else fails.
Free-form is almost never right for a campaign. Most of the people on your list haven't messaged you today, so a free-form broadcast fails for nearly all of them.
Choosing Approved Template shows only templates approved for your current provider. Select one and FluentCRM shows its variables under Variable Mapping.
Mapping Variables
Each numbered placeholder in the template — {{1}}, {{2}} — needs a value. Map it to a contact field like First Name, or type a fixed value that's the same for everyone.
WARNING
A variable that renders empty fails the send for that contact. Add a fallback with the | character — {{contact.first_name|there}} — so a contact with no first name gets "there" instead of a failed message.
The Message preview on the right renders the finished message as you work.
Click Create & Continue to next step [Recipients].
Step 2: Select Recipients
Choose between two kinds of audience.
FluentCRM Contacts
Send to people already in your CRM. Three ways to pick them:
- By List & Tag: Choose lists and tags to include. Add multiple rows to combine them.
- By Dynamic Segment: Use a saved segment.
- By Advanced Filter: Build a detailed condition set.
Excluded Contacts works the same way in reverse — anyone matching is subtracted from your selection. Useful for holding back a group who just heard from you.
FluentCRM shows a running count of matching contacts at the bottom.
NOTE
The count here is an estimate. Contacts who aren't WhatsApp-subscribed are skipped at send time, so the final delivered count can come in lower.
One-Time Recipients
Send to a list of numbers that aren't in your CRM and don't need to be — a one-off notice to event attendees, say.
Set the Default country first. It's applied to any number entered without a country code.
Add numbers either way:
- Upload CSV: Click Choose CSV, pick your file, then click Upload.
- Paste: Paste numbers straight into the box and click Save pasted recipients.
FluentCRM then reports what it made of your list: how many it Parsed, plus counts for Duplicate, Invalid, Contact opt-outs, and Conversation opt-outs. Anything in those last four is dropped before sending.
NOTE
Use this for numbers that aren't in your CRM yet. If a number already belongs to a contact, the message still goes out — but this route skips your usual list and tag targeting, so that person can easily get it twice. Reach existing contacts through FluentCRM contacts instead.
Anyone who has opted out is skipped for you, and counted under Contact opt-outs or Conversation opt-outs.
Finally, tick I confirm these recipients consented to receive messages through this channel. You can't continue without it.
WARNING
Your uploaded file is temporary — FluentCRM keeps the recipients, not the file. Hold on to your own copy if you need it later.
Click Continue to next step [Review].
Step 3: Review and Send
The review screen shows the recipient total, the message body, and a phone-style preview. Edit Recipients and Edit Body take you back if something's wrong.
Under Broadcast/Schedule This WhatsApp Campaign Now, choose when it goes:
- Send the WhatsApp messages right now
- Schedule the WhatsApp messages — pick a date and time.
WARNING
Check your WhatsApp sending limit before a large send. FluentCRM applies no rate limits of its own, but Meta caps how many unique contacts you can message in a rolling 24 hours — 250 for a new business portfolio, 2,000 once you verify your business, then 10,000, 100,000 and unlimited as Meta scales you up. The cap is shared by every phone number in your portfolio, and replies inside a contact's 24-hour window don't count toward it. Anything beyond the cap fails, so split a large list across several days.
This limit is Meta's, not FluentCRM's — FluentCRM can't raise it. For current figures and how to move up a level, see Meta's Messaging Limits documentation.
Click Send WhatsApp messages Now to release the campaign.
TIP
Close your promotional messages with a line like "Reply STOP anytime if you no longer wish to receive updates." FluentCRM picks up that reply on its own and unsubscribes them — see how contacts opt themselves out. Giving people an obvious way out is what keeps them from blocking your number instead.
Watching a Campaign Send
Once it starts, the campaign opens a status screen with the Campaign Status, the Scheduled on time, and the Estimated Contacts count, above a preview of what's going out.
Click Cancel Schedule to stop a campaign that hasn't finished.
For per-contact delivery results, open FluentCRM → Messaging → Activities. See WhatsApp Activities.
Campaign Statuses
- Draft: Still being built.
- Scheduled: Waiting for its send time.
- Processing: Currently sending.
- Archived: Finished and removed from the active list.