Why WhatsApp (and why now)
- Attention moat: near-instant opens and higher response rates than email/portals.
- Zero learning curve: your learners already live on WhatsApp.
- Operational fit: perfect for reminders, links, resources, doubt tickets, attendance nudges, certifications, and fee follow-ups.
- Privacy controls: you choose between “announcement-only” groups (low noise) and one-to-one broadcasts (full privacy).
Share your comments at bottom with suggestions, corrections, and ideas for new examples or tools. Your feedback helps other coaches, too. 🙏
Communities let you organise multiple groups and reach everyone via an Announcement Group where only admins can post.
Who should use this (use-cases by team)
1) Cohort Programs (live Zoom/Meet classes)
- Announcements: class links, timing, replay, homework.
- Q&A: moderated group or 1:1 support line.
- Attendance: pre-class pings; post-class recap.
- Weekly rhythm: Monday schedule, mid-week nudge, weekend assignments.
2) Recorded Courses + Live Doubt Clinics
- Drip unlocks: module links + quizzes.
- “Clinic reminder” broadcasts with calendar hold.
- Auto feedback → tag learners for follow-ups.
3) High-ticket Coaching / Masterminds
- Concierge support thread (1:1).
- Accountability check-ins (habits, KPIs).
- Session prep forms → coach sees replies before call.
4) Bootcamps & Challenges (5–30 days)
- Daily challenge drops at fixed time.
- Streak tracking via quick replies (“/done”, “/miss”).
- End-of-program certificate delivery on WhatsApp.
5) Admissions & Fees
- Application status & document checklist.
- Payment links, receipts, and friendly follow-ups.
- Segmentation: leads vs enrolled vs alumni (Labels/API).
The Building Blocks (pick your privacy + control)
Purpose | Best WhatsApp Primitive | What learners see | Notes |
| All-hands updates | Community → Announcement Group | Admin posts only; replies are limited/collapsed | Ideal for batch-wide updates. |
| Peer discussion | Normal Group (moderated) | Everyone can talk | Use sparingly; set rules & quiet hours. |
| Doubts / tickets | 1:1 chat or Helpdesk number | Private chat | Use Quick Replies/Labels (App) or flows (API). |
| Full privacy broadcasts | Broadcast List (App) | 1:1 messages | Learner must save your number to receive. |
| Scalable automation | WhatsApp Business Platform (API) | 1:1 templated messages | Best for reminders, drip, receipts, certs. |
Ops SOPs that keep cohorts calm (and completion high)
Cadence
- T-15 min: “Class starts in 15m → [Join Link]”
- T+5 min: “Recording will be uploaded by 10pm. Qs? Reply ‘HELP’.”
- Daily 9pm: “Day #7 assignment → [Doc]. Reply ‘DONE’ when submitted.”
Message design
- One outcome per message; always lead with the verb: Join / Watch / Submit / Pay / Confirm.
- Pin weekly schedule + rules in the Announcements group.
- Keep links short and consistent; use the same link button text each time.
Moderation
- Announcement group = admin-only posts.
- If you run a Q&A group, set hours (e.g., 7–9pm); outside hours → auto-reply routes to 1:1 support.
Labeling (non-API path)
- Labels: Lead, Enrolled, Batch-Oct-2025, Fee-Pending, Alumni.
- Quick Replies: /link, /replay, /fee, /help, /policy.
Compliance & consent
- Get opt-in at purchase/registration.
- Offer a simple “STOP” keyword to opt out (and honor it).
- Avoid sending fees/links to non-consented leads on the App; use API templates if at scale.
Ready-to-paste message templates
Welcome (on enrollment)
“🎉 Welcome to Leadership Sprint — Oct 2025.
All updates come here. Save this note.
- Live class: Mon–Fri, 7:30–8:45 PM IST
- Replay by 10 PM
- Doubts: message Support at this chat → +91-XXXXXXXXXX”
Pre-class reminder (T-15)
“⏰ Class in 15 min. Click to join: [Zoom link]
Keep notebook ready. Today: ‘Framework X’.”
Replay drop
“▶️ Replay ready: [link] — Expires in 7 days.
Homework: Q1–Q3 here → [Doc]”
Soft fee nudge
“🙏 Quick reminder: fee #2 due today.
Pay link: [link].
Need time? Reply HELP and we’ll sort it out.”
Certificate delivery
“✅ Congrats! You completed Leadership Sprint.
Download your e-certificate: [secure link]”
Things to remember (save this)
- Noise control wins trust. Keep Announcements clean; push discussion to 1:1 or timed Q&A.
- Consistency beats intensity. Same times, same headers, same emojis.
- Privacy expectations. Groups/Communities show group context; for true 1:1 privacy at scale use Broadcast/APIs.
- Backups. Export chat monthly; store schedules/resources in Drive with stable links.
- Single source of truth. One Announcements group per batch; never split.
End-to-end “Best Example” Blueprint (30-day Cohort)
Stack
- Announcements (Community) → schedule, links, replays.
- Support (1:1) → tech/pay/doubt triage.
- Optional Q&A group (moderated, 60-min window nightly).
- For scale: API automations for reminders, receipts, certs.
Day 0
- Add learners to Community; post Welcome Pack (rules + calendar + link hygiene).
- Pin schedule + support contact.
Daily (D1–D30)
- T-15 → Reminder (Announcements).
- T+5 → Housekeeping (recording ETA + homework doc).
- 9pm → Assignment push + streak check.
- Support resolves tickets 1:1; tricky Qs copied (anonymized) into next day’s lecture.
Weekly
- Friday survey (3 questions → NPS + blocker + topic vote).
- Saturday digest: wins/screenshots + next week’s plan.
Graduation
- Certificates sent on WhatsApp; Alumni label applied; invite to Alumni Announcements.
Step-by-Step Setup Guide (put last, with videos)
Follow the App path for smaller cohorts; switch to the API path when you need scale, full privacy broadcasts, analytics, or CRM workflows.
A) App Path — WhatsApp Business (free)
1) Set up WhatsApp Business profile
- Install WhatsApp Business → complete profile (brand name, logo, description, hours).
- Add Greeting (first-time auto-hello) & Away messages (off-hours).
- Create Quick Replies (/link, /replay, /fee, /help).
Watch & follow
- Quick Replies (how-to):
- Greetings/Away/Quick Replies:
2) Organize with Labels
- Create labels for lifecycle & batches: Lead, Enrolled, Batch-Oct-2025, Fee-Pending, Alumni.
- Color-code and apply on chats/contacts.
- Filter inbox by label during outreach or fee follow-ups.
Watch & follow
- Labels on WhatsApp Business (official):
- How to create & use labels:
3) Create a Community with an Announcement Group
- New Community → name = “Course-Name • Batch-Month”.
- Inside it, create Announcement Group (admin-only posts).
- Pin Rules + Weekly Schedule; post Support Contact.
- Optional: Add Q&A / Assignments sub-groups later.
Watch & follow
- What are Communities? (official):
- Connect related groups (official playlist): Playlist for managing community
- Create a Community (Help Center step-by-step): https://faq.whatsapp.com/438859978317289
- About Announcement Groups (what they do): https://faq.whatsapp.com/582420703681043
4) Lock down noise (Announcement settings)
- In Group settings → Send messages → Only admins.
- Post format: [DAY #] Title → 1 link → 1 CTA.
- Use Polls sparingly (attendance, slot preference).
Watch & follow
- Announcement group explainer:
5) Broadcast without a roster (optional)
- Use Broadcast Lists for fully private 1:1 sends (note: recipient must save your number).
- Keep lists <256 contacts; segment by batch.
B) API Path — WhatsApp Business Platform (for scale)
1) Choose a BSP or platform like us
- Pick a provider (e.g., your preferred BSP/CRM) that supports: template messages, flows, inbox, webhooks, automation, and analytics. You can checkout our playlist of AI CRM features we offer to you Playlist.
Watch & follow
- WhatsApp Business API explained:
2) Set up templated messages & journeys
- Create templates: Reminder_15min, Replay_Drop, Fee_Nudge, Certificate_Send.
- Map triggers: purchase → welcome; class calendar → reminders; LMS events → replay; payment success → receipt; completion → certificate.
Watch & follow
- End-to-end API intro/course:
3) Route doubts to inbox & tag outcomes
- Auto-reply “HELP” → opens a ticket, assigns to agent, applies Doubt-Open label; resolved → Doubt-Closed.
- Weekly export for coaching team insights.
4) Respect windows & consent
- Use 24-hour session messages for open conversations.
- Use approved templates for nudges outside 24h.
Quality checklist (before you add the first student)
- Business profile complete; logo clear at 1:1 scale
- Community created; Announcement group pinned rules/schedule
- Support number tested; Quick Replies live
- Labels created & color-coded
- Day-1 to Day-7 messages drafted and reviewed
- API templates (if using) approved and mapped to triggers
- Backup/export SOP monthly
Bonus: your first week (copy-paste plan)
- Sun: Welcome pack + Calendar + House rules
- Mon–Fri (T-15): Join ping; (T+5): replay ETA + homework
- Wed: Mid-week nudge “What’s one win?”
- Fri: 3-Q survey + next-week preview
- Sat: Digest (wins + screenshots) + Assignment list
Drop a comment with:
- What was unclear or missing
- Sections that need more examples/templates
- Tips from your own WhatsApp cohort runs
Thanks for helping make this guide better!
