WhatsApp is being used extensively by businesses to reach out and engage their target audience as well as customers. While there’s a new use case coming our way every day, here’s one that is proven to deliver maximum business impact across industries – event registrations. 

In this post, we’re going to share different ways in which businesses can and are using WhatsApp Business API for event RSVPs. 

Setting Up WhatsApp API for Event Registration

If you’re just getting started with using the WhatsApp API, here are the steps to follow: 

Step 1 - Set up a WhatsApp Business account

The first thing you need to do is create a WhatsApp Business account through the Meta Business Manager. Verify your business details along with the phone number you intend to use to get started with sending messages. 

 

We also recommend setting up your WhatsApp Business profile with details like your logo as profile picture, description, contact details, website and more. This helps build credibility. 

Step 2 - Choose a WhatsApp Business API solution provider

For event RSVPs, you will need to set up automations. Since WhatsApp Business App offers only the basics, we recommend using an official API provider like Interakt. The solution provider comes with a no-code chatbot and automation builder that lets you automate custom workflows for the event related campaigns.  

Step 3 - Integrate WhatsApp API with event management tools

To ensure a seamless flow of data and information before, during and after the event, connect the API provider to your event management software. It could include platforms like Eventbrite or CRMs like HubSpot. You can also ask the API provider to build out custom integrations or connections using solutions like Zapier. 

Step 4 - Create an automated registration chatbot

Using Interakt’s no-code chatbot builder, create an automated workflow to guide users through the registration process. This can include sharing event details, collecting attendee information like name, email and preferences, offering ticket types and seating preferences, and more. 

Step 5 - Send instant confirmation messages

Set up automated responses to confirm event registrations immediately. This message should include event details such as data, time, location, agenda, contact details and a quick thank you note. 

Step 6- Automate payment collection

If it is a paid event, integrate the WhatsApp API provider with the payment gateway you’re using. This enables interested attendees to make ticket purchases within the chat app, streamlining the entire experience for them. We also recommend sharing payment confirmations and receipts on the chat app. 

Step 7 - Set up event reminders and updates

Schedule automated reminders leading up to the event to keep attendees engaged. While the idea is to set up reminders, you can also use WhatsApp messages to share updates, announcements and other information that will keep the excitement going. 

Setting Up WhatsApp API for RSVPs

Once you have set up the campaign to drive event registrations, here’s how you can use the channel for RSVPs: 

Step 1 - Set up your WhatsApp API business account

To get started, you need to follow the same process as event registration to get API access through Meta Business Manager. You then need to sign up with an official WhatsApp Business Solution Provider like Interakt to set up the RSVP automations. 

Step 2 - Build an RSVP chatbot or automated workflow

Use Interakt’s no-code chatbot builder to create an automated workflow for managing RSVPs. This can include simple ‘yes’, ‘no’ and ‘maybe’ options with the flexibility to change responses based on attendee availability. 

Step 3 - Personalize RSVP confirmations

Send instant confirmation messages based on the RSVP responses received. We recommend including an option for attendees to add event details to their calendars for better schedule management. 

Step 4 - Enable guest modifications and follow-ups

Let attendees change their RSVP status if their schedules change. Set up automated follow-ups to remind those who may not have responded or have replied with a ‘maybe’ to the invite. 

Step 5 - Integrate WhatsApp API with your event management software and CRM

To ensure that you lose no attendee data, we recommend integrating the WhatsApp API provider with event management tools like Eventbrite, or CRMs like HubSpot, Zoho. You can also integrate Interakt with Google Sheets to manage attendee lists. 

Step 6 - Send automated event RSVP reminders

Schedule timely reminders on WhatsApp. This can include RSVP requests, event details including time, location and agenda. You can also use WhatsApp broadcasts to share last-minute updates or changes. 

YourStory, a leading media platform that shares startup updates, used WhatsApp for event registration and RSVPs. The company used WhatsApp broadcasts to send invites to many attendees at once and set up Quick Replies to answer queries instantly. Their WhatsApp campaign saw a 95% spike in message delivery rate and a 63% increase in attendee conversion rate.

Tips To Enhancing Attendee Engagement Through WhatsApp API

To ensure your event sees the same level of participation as the read rate on WhatsApp, here are a few tips to follow: 

Send interactive event invitations with click-to-chat links

 Use interactive message formats like quick replies or reply buttons to make it easy for attendees to RSVP invites. Also embed click-to-chat WhatsApp links in social media, email and website promotions.

Use automated reminders and countdown messages

Instead of a one-time push on event invites, set up scheduled reminders, countdowns and send last-minute updates to build anticipation. 

Enable real-time event Q&A and polls via WhatsApp

Encourage engagement by allowing attendees to submit questions, participate in live polls, and interact with speakers on WhatsApp. You can also consider setting up a closed group for the same.

Share event agendas and speaker lineups as WhatsApp broadcasts

 Share detailed schedules, speaker bios, and session timings through WhatsApp broadcasts to show you value attendee time. 

Leverage rich media (images, videos, GIFs) for event hype

Use engaging visuals, teaser videos, GIFs or even PDF to create buzz around the event or share more details of the same. 

Best Practices for Using WhatsApp API in Event Management & RSVPs

When using WhatsApp for event management and RSVPs, here are some best practices to keep in mind:  

Ensure compliance with WhatsApp Business Policies

Follow all Meta guidelines to avoid violations. You can maintain seamless communication with attendees using an official API provider like Interakt. 

Use WhatsApp to automate registrations and inquiries

Make use of AI-powered bots to handle RSVPs, answer FAQs, and streamline attendee interactions to keep the engagement going. 

Personalize attendee communication for higher engagement

Integrate the API provider with your CRM to use names, preferences, and past interactions to make messages more relevant and engaging.

Keep messages concise, clear, and value-driven

Ensure messages are short, informative, and highlight key event details. Keep readability in mind. 

Time your event notifications well

Send reminders and updates at optimal times to boost engagement and attendance at the event. 

Conclusion

WhatsApp is enabling a promising way to promote your events and drive registrations. But getting the invites in front of people is only effective when you can ensure as many attendees too. This is where WhatsApp automations for timely follow-ups come into play. 

If you have an event coming up, it’s time to schedule and automate your WhatsApp messages – get started with Interakt today.