How to Send WhatsApp Messages from a Sparkforge Workflow

By Sparkforge Support Team ·Last reviewed May 3, 2026

Add the WhatsApp action to a Sparkforge workflow to send free-form messages inside the 24-hour service window or pre-approved templates outside it. Use merge fields like contact name and appointment date for personalization.

The WhatsApp workflow action sends messages directly from a Sparkforge automation. Use it for appointment reminders, follow-ups, order confirmations, and promotional content keyed to any workflow trigger.

What the WhatsApp action does

The action sends messages to a contact based on a workflow trigger. Inside the 24-hour customer service window, you can send free-form text. Outside that window, you must use a pre-approved WhatsApp template to start the conversation.

Key capabilities

Send real-time WhatsApp messages from any workflow.
Use approved templates for messages outside the 24-hour window.
Merge dynamic variables like contact name, email, or appointment date.
Supports both business-initiated and customer-initiated conversations.

Prerequisites

Enable WhatsApp on the subaccount and finish the WhatsApp Subaccount Setup. For business-initiated messages, get at least one WhatsApp template approved before building the workflow.

Set up the WhatsApp action

Open your workflow in the builder and click Add Action.
Pick WhatsApp from the action list.
Name the action something descriptive, like Send appointment reminder.
Pick the message type — free-form text or an approved template.
Map merge fields such as {{contact.first_name}} or {{appointment.date}}.
Save the action and publish the workflow.

Free Entry Point conversations

When a customer replies to a WhatsApp message, it opens a Free Entry Point conversation. You can send free-form or template messages for up to 72 hours at no additional cost. Set DND on WhatsApp at the contact level to respect opt-outs.

Example: appointment reminder

A salon wants to send a reminder 24 hours before each appointment.

Trigger: Appointment Reminder
Action: WhatsApp — Send Message
Message type: Template — Appointment Reminder
Body: Hi {{contact.first_name}}, this is a reminder for your appointment on {{appointment.date}}.

The contact receives a personalized WhatsApp message tied to their booking.

Frequently Asked Questions

When can I send a free-form WhatsApp message?

Inside the 24-hour customer service window, which opens whenever the contact messages you. Outside that window, you must use a pre-approved template.

Do I need approved templates to use this action?

Only for business-initiated conversations. Free-form messages inside the 24-hour window do not need a template.

Can I personalize WhatsApp messages with contact data?

Yes. Use merge fields like {{contact.first_name}} and any custom field, calendar, or payment value available in your workflow.

What is a Free Entry Point conversation?

A 72-hour window that opens when a customer replies to your WhatsApp message. You can send free-form or template messages during that window at no extra cost.

How do I respect opt-outs?

Set DND on the WhatsApp channel for the contact. The workflow will skip the action and not message contacts who have opted out.