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How to Create Campaigns

Step-by-step guide to launching outbound messaging campaigns

How to Create Campaigns

Create and manage outbound messaging campaigns to proactively reach customers through WhatsApp, email, or other channels.

Prerequisites

  • ChatFlow Account (Enterprise plan)
  • Connected channels - WhatsApp, email, or other messaging platforms
  • Contact list - Customer contacts to message

Required Plan: Enterprise

What Campaigns Do

Campaigns allow you to:

  • Send bulk messages to customer lists
  • Schedule messages for optimal times
  • Track delivery and engagement
  • Trigger automated follow-ups

Steps

Step 1: Navigate to Campaigns

  1. Click Operations in the sidebar
  2. Select Campaigns
  3. View your campaigns dashboard

Step 2: Create New Campaign

Click Create Campaign button.

Step 3: Choose Campaign Type

Select your campaign channel:

TypeDescriptionRequirements
WhatsAppWhatsApp Business messagesConnected WhatsApp
EmailEmail campaignsEmail sync enabled
SMSText message campaignsSMS integration

Step 4: Set Campaign Details

Fill in campaign information:

FieldDescription
NameInternal campaign name
DescriptionPurpose of this campaign
Send Date/TimeWhen to send (or immediately)

Step 5: Select Recipients

Choose who receives the campaign:

Option A: Upload Contact List

  1. Click Upload CSV
  2. Select file with contacts
  3. Map columns (name, phone/email)
  4. Review imported contacts

Option B: Use Existing Segment

  1. Select from saved segments
  2. Preview recipient count
  3. Confirm selection

Step 6: Compose Your Message

For WhatsApp

  • Use approved message templates
  • Personalize with variables: {{name}}, {{company}}
  • Add buttons or quick replies if needed

For Email

  • Write subject line
  • Compose email body
  • Add images or formatting
  • Include unsubscribe link (required)

Step 7: Preview and Test

  1. Click Preview to see message
  2. Send test to yourself
  3. Verify formatting and links
  4. Make adjustments if needed

Step 8: Schedule or Send

Choose when to send:

  • Send Now - Immediately
  • Schedule - Pick date and time
  • Save Draft - Finish later

Step 9: Confirm and Launch

  1. Review campaign summary
  2. Check recipient count
  3. Click Launch Campaign
  4. Campaign begins processing

Managing Campaigns

View Campaign Status

The dashboard shows:

  • Draft - Not yet sent
  • Scheduled - Waiting for send time
  • Sending - In progress
  • Completed - All messages sent
  • Paused - Temporarily stopped

Campaign Analytics

For each campaign, view:

  • Sent - Messages delivered
  • Delivered - Confirmed delivery
  • Opened - Opened/read (email)
  • Clicked - Link clicks
  • Replied - Customer responses
  • Failed - Delivery failures

Edit or Cancel

Edit Draft Campaign

  1. Click on draft campaign
  2. Make changes
  3. Save or launch

Cancel Scheduled Campaign

  1. Find the scheduled campaign
  2. Click Cancel
  3. Campaign stops (won't be sent)

Pause Active Campaign

  1. Click Pause during sending
  2. Resumes where stopped when unpaused

WhatsApp Campaign Specifics

Message Templates

WhatsApp requires pre-approved templates:

  1. Create template in Meta Business Suite
  2. Submit for approval
  3. Once approved, use in ChatFlow
  4. Select template when composing

Template Variables

Use placeholders for personalization:

Hi {{1}}, your order {{2}} is ready for pickup at {{3}}.

Where:

  • {{1}} = Customer name
  • {{2}} = Order number
  • {{3}} = Store location

Sending Limits

WhatsApp Business limits:

  • Start with 1,000/day
  • Increase with quality rating
  • Violations reduce limits

Email Campaign Specifics

Required Elements

  • Valid sender email
  • Clear subject line
  • Unsubscribe link
  • Physical address (CAN-SPAM)

Best Practices

  • Clear, compelling subject
  • Mobile-friendly design
  • Single call-to-action
  • Test before sending

Verify Campaign Success

Check Delivery

  1. Go to campaign analytics
  2. View delivery rate
  3. Investigate failures

Monitor Responses

  1. Go to Conversations
  2. Filter by campaign
  3. See customer replies

Track Conversions

  1. Review campaign goals
  2. Check response rate
  3. Measure ROI

Troubleshooting

Messages Not Sending

  • Check channel is connected
  • Verify recipient data is valid
  • Review sending limits
  • Check for content policy violations

Low Delivery Rate

  • Invalid phone numbers/emails
  • Contacts opted out
  • Channel restrictions
  • Try cleaning contact list

Template Rejected (WhatsApp)

  • Review rejection reason
  • Update content per guidelines
  • Resubmit for approval
  • Use different template

Contacts Not Importing

  • Check CSV format
  • Verify required columns
  • Look for special characters
  • Try smaller batch

Best Practices

Timing

  • Respect time zones
  • Avoid late night/early morning
  • Test different send times

Content

  • Keep messages concise
  • Personalize when possible
  • Clear call-to-action
  • Value for recipient

Compliance

  • Respect opt-outs
  • Follow channel policies
  • Include required disclosures
  • Honor unsubscribe requests

Testing

  • Always send test first
  • Review on multiple devices
  • Verify links work
  • Check personalization

Next Steps

PreviousHow to Use Predictive Analytics
NextHow to Sync Emails