Scheduling & Broadcasts

Overview

The Scheduler lets you send WhatsApp messages to groups of contacts at a specific time. You can send a one-time broadcast, set up recurring messages, or let the AI compose unique, personalized messages for each individual recipient. The agent can also schedule its own follow-ups and reminders during conversations — for example, automatically checking in with a customer 24 hours after a support interaction.

Open Schedules from your instance sidebar. If you don't see it, the Scheduler toolkit needs to be installed from the Integrations page.

The schedules dashboard

The main page shows all your scheduled tasks in two sections:

Active tasks

Tasks that are scheduled, currently running, or paused. Each task shows:

• Name — What you named the schedule
• Status — Scheduled, Running, Paused, or Pending Approval
• Type — The kind of task (Message, AI Broadcast, etc.)
• Description — What the task does
• Runs — How many times the task has run
• Last run — When it last executed
• Next run — When it will execute next

You can pause, resume, cancel, or delete tasks using the action buttons.

Completed tasks

Tasks that have finished, failed, or expired. These are kept for reference.

Creating a schedule

Click New Schedule to open the creation wizard. It has four steps.

Step 1: Compose your message

Choose between two message types:

Manual Message

You write the exact message that will be sent to everyone.

• Campaign name — Give your schedule a name (e.g., "Monday Morning Promo")
• Schedule mode:
  • Once — Sends the message one time at a specific date and time
  • Interval — Sends the message repeatedly (e.g., every day, every week)
• Date and time — When to send the message
• Message text — The exact text every recipient will receive

AI Broadcast

The AI composes a message based on instructions you provide. This can create personalized messages for each recipient.

• AI instructions — Tell the AI what kind of message to write (e.g., "Write a friendly reminder about our weekend sale, mention their name if available")
• AI mode:
  • Auto — The AI decides the best format
  • Text Only — Plain text messages only
  • Poster — AI generates visual content
• AI personalization — When enabled, the AI tailors each message to the individual recipient

Delivery settings

For both message types, you configure the delivery speed:

• Delay between messages — How long to wait between sending each message (5 to 120 seconds)
• Recommended: 10–30 seconds — This makes the messages appear natural and reduces the risk of WhatsApp flagging your number for sending too many messages too quickly

Step 2: Select recipients

Choose which contact groups will receive the message.

• Only groups you've manually created are shown (auto-synced WhatsApp groups are filtered out for safety)
• Each group shows its member count
• You can select multiple groups
• A summary shows the total number of groups and recipients selected

If you haven't created any groups yet, go to Contacts & Audiences to set them up first.

Step 3: Review

Before sending, review everything:

• Message type (Manual or AI Broadcast)
• The message content or AI instructions
• Selected groups and total recipient count
• Delivery settings (delay between messages)

If approval is required (see below), the submit button will say Submit for Approval instead of Create Schedule.

Step 4: Confirmation

After submitting, you'll see a confirmation with:

• A success message
• The Task ID for reference
• If approval is required, a status tracker showing the approval progress
• A link to view all schedules

Approval workflow

For added safety, you can require approval before any scheduled message is sent.

Setting up approvals

1. Go to Schedules → Settings (click the settings icon on the schedules page)
2. Turn on the approval requirement
3. Add approvers — people who can approve or reject scheduled messages
   • For each approver, enter their name and email or WhatsApp contact
4. Set the required approval count — how many approvers need to say yes before the message is sent

How approvals work

1. Someone creates a schedule → it goes into Pending Approval status
2. Approvers are notified
3. Each approver reviews the message, recipients, and schedule details
4. Once enough approvers approve, the schedule is activated
5. If rejected, the schedule is cancelled

This is especially useful for teams where you want a second pair of eyes on outgoing broadcasts.

Kill switch

The Kill Switch is an emergency stop button at the top of the schedules page. Click it to immediately pause all active scheduled tasks.

Use this if:

• You realize a message has an error after it started sending
• Something unexpected is happening with your broadcasts
• You need to stop everything while you investigate an issue

You can resume tasks individually after pausing.

Best practices

Start with small groups

When sending your first broadcast, test with a small group first. Make sure the message looks right before sending to a larger audience.

Use reasonable delays

Set the delay between messages to at least 10 seconds. Sending too many messages too fast can trigger WhatsApp's anti-spam protections, which could temporarily limit your number.

Keep messages relevant

Only send messages to people who expect to hear from you. Unsolicited messages can lead to your number being reported and blocked by WhatsApp.

Use approval workflows for large broadcasts

If you're sending to hundreds of contacts, enable the approval workflow so someone double-checks the message before it goes out.

Next steps

• Payments (M-Pesa) — Collect payments from customers through WhatsApp
• Integrations — Add more tools and capabilities to your agent