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šŸ“˜ WhatsApp Campaign Setup & Warmup Guide

Perfect ā€” let's turn this into a step-by-step support engineer guide so your team can follow it when setting up WhatsApp campaigns and warming numbers.

1. Account Setup & Verification

  1. Get a real SIM / WhatsApp Business number.

  2. Set up the WhatsApp profile:

  3. Add Business name (matching client brand).

  4. Upload Profile picture/logo.
  5. Add Description and Business category.
  6. Connect the number to the automation system (Baileys / Cloud API / n8n).
  7. Test with a few manual messages to ensure connectivity.

2. Warmup Phase (Before Campaigns)

āš ļø Important: Do not start with bulk campaigns. WhatsApp bans numbers that jump straight to high volume.

Week 1 (Days 1ā€“7)

  • Send 2ā€“5 messages/day only.
  • Recipients: internal team, test numbers, real friends/customers.
  • Ensure 2-way conversations (reply from the other side).
  • Avoid links, long texts, or promotional content.

Week 2

  • Increase to 10ā€“20 messages/day.
  • Send to more engaged contacts.

  • Add variety:

  • Use text, emoji, short images.

  • Personalize each message with the contact's name.
  • Maintain reply rate > 50%.

Week 3

  • Increase to 30ā€“50 messages/day.
  • Start mixing short campaign-style texts, but still keep them conversational.
  • Space out sending across several hours, not all at once.

Week 4

  • Ramp to 100ā€“200 messages/day.
  • Start testing mini-campaigns (e.g., product updates, small offers).
  • Track delivery & block rates.

šŸ‘‰ After 4 weeks, the account is considered warmed and can run campaigns.

3. Campaign Setup (After Warmup)

  1. Define Campaign Goal

  2. Example: "Abandoned cart recovery" or "Product launch promo."

  3. Prepare Audience List

  4. Export contacts from DB/CRM (MongoDB, Odoo, Shopify, etc.).

  5. Ensure opt-in or existing customer base.

  6. Segment Audience

  7. Example: Active customers, new leads, VIP clients.

  8. This reduces spam risk and increases engagement.

  9. Message Design

  10. Always personalize (Hi {{name}}, ā€¦).

  11. Avoid repetitive copy-paste messages.
  12. Keep texts short and conversational.

  13. Use emojis and simple images.

  14. Sending Strategy

  15. Use batches: start with 50ā€“100 contacts.

  16. Space messages with random delays (30sā€“90s).

  17. Spread campaigns across hours.

  18. Monitor Metrics

  19. Delivery status (single/double ticks).

  20. Reply rate.
  21. Blocks/reports.

4. Ongoing Monitoring

  • If you see low delivery or bans:

  • Pause sending for 24ā€“48h.

  • Reduce volume.
  • Restart at lower level.
  • Keep block rate under 5%.
  • Use multiple warmed numbers for scale.

5. Tools & Logging

  • Database (MongoDB): Track which contacts got which messages.

  • n8n Workflow:

  • Scheduler for batch sending.

  • Delay nodes for random spacing.
  • Logging for sent status + replies.

  • Dashboard/Report:

  • Daily sends per number.

  • Reply rate.
  • Errors (e.g., banned accounts).

āœ… Checklist for Support Engineer

  • WhatsApp number set up & verified
  • Profile completed (name, logo, description)
  • Connected to automation system (Baileys/Cloud API)
  • Warmup plan followed (weeks 1ā€“4)
  • Audience list cleaned & segmented
  • Campaign designed with personalization
  • Messages scheduled in batches with delays
  • Monitoring in place for delivery, replies, bans
Ask Chehab GPT