WhatsApp newsletters let businesses engage directly with customers. With chatlyn, setting up a WhatsApp newsletter is straightforward and effective. This guide will walk you through every step.
Step-by-Step Guide to Creating a WhatsApp Newsletter Template
Step 1: Create a WhatsApp Business Account
To get started, you need a WhatsApp Business account on the WhatsApp Business API, the version Meta provides for companies that message customers at scale. This allows you to manage customer interactions professionally and access advanced features necessary for your newsletter, such as approved message templates.
1.1 Prepare Your Meta Business Details and Phone Number
You need a Meta business portfolio with admin access, your business details for verification (legal name, address and a working website) and a phone number that can receive a verification SMS or call. The number must not be registered to any WhatsApp account: if it currently runs in the WhatsApp or WhatsApp Business app, deregister it there first. Once connected to the API, the number works only through your messaging platform, no longer in the app.
1.2 Set Up Your Business Profile
Fill in your business details such as name, description, address, website and contact information. This will help customers recognise your business when they receive your newsletters. In chatlyn you can edit this profile directly in the WhatsApp inbox settings.
Step 2: Integrate WhatsApp with chatlyn
Integration with chatlyn allows you to automate and manage your WhatsApp newsletters efficiently.
2.1 Sign Up for a chatlyn Account
If you haven't already, sign up for a chatlyn account. Our team will help you choose the setup that fits your property.
2.2 Connect WhatsApp to chatlyn
In chatlyn, add a WhatsApp inbox and enter your phone number. A window opens the signup of 360dialog, the Meta-approved partner chatlyn uses for WhatsApp, where you complete the Meta business steps. Once it is done, you return to chatlyn and assign your team. This will enable you to use chatlyn's features like templates, journeys and the delivery log with WhatsApp.
Step 3: Build Your Audience
Before sending newsletters, build a list of subscribers who have opted in to receive updates from you.
3.1 Collect Subscriber Opt-ins
Ensure that customers have consented to receive messages via WhatsApp. Use sign-up forms, popups, or QR codes on your website to collect phone numbers.
3.2 Segment Your Audience
Use chatlyn's segments to group your audience by language, stay dates (for example guests arriving or checked out within a set number of days) or your own attributes such as loyalty tier. This will allow you to send more targeted and relevant newsletters.
Step 4: Create Your Newsletter Content
Now it's time to craft the message that will be sent out to your subscribers.
4.1 Choose Your Content Type
Decide on the type of content you want to include: special offers, product updates, how-to guides, etc. Keep the content brief and engaging.
4.2 Design Your Message
In chatlyn, use the WhatsApp template builder to design your message. You can add text, images, videos, and buttons (like call-to-action buttons) to make your newsletter interactive.
4.3 Send a Test Message
Before sending out your newsletter, send a real test message from chatlyn to your own phone. This lets you check how the message looks, that every variable is filled and that each button works. Remember that Meta must approve a marketing template before you can send it; this usually takes minutes to hours, so plan a little buffer.
Step 5: Schedule and Send Your Newsletter
Once your message is ready, it’s time to send it out.
5.1 Schedule Your Broadcast
In chatlyn, you can schedule your newsletter to be sent at the optimal time for your audience. Choose the best time based on your audience's engagement patterns.
5.2 Monitor Delivery and Engagement
After sending your newsletter, follow it in chatlyn's delivery log, which shows for every message whether it was sent, delivered and read, or why it failed. Replies land in your inbox, and when you send a journey with UTM tracking switched on, link clicks are counted per message.
Step 6: Analyse and Optimise
Continuous improvement is key to successful WhatsApp newsletters.
6.1 Review Performance Metrics
Use the delivery log, the link clicks and the replies in your inbox to review the performance of your newsletter. Identify what worked well and areas for improvement.
6.2 Optimise Future Campaigns
Based on the insights gained, refine your content, segmentation, and scheduling for future newsletters. Regularly update your strategy to ensure maximum engagement.
How to create a WhatsApp Newsletter Examples - Real-World Examples and Case Studies
To help you understand how to implement these steps effectively, here are some real-world examples from hotels that use chatlyn:
- Example 1: Spa Resort Geinberg reaches a 95% open rate with WhatsApp campaigns that combine an image, a short text and a direct booking button.
- Example 2: IMLAUER Group's WhatsApp newsletters about seasonal offers, restaurant experiences and in-house services reach a 93% open rate.
- Example 3: Hotel Enzian Obertauern's WhatsApp campaigns lifted restaurant reservations by 38%.
Boost Your WhatsApp Newsletter with chatlyn's Journeys
To truly maximise the impact of your WhatsApp newsletters, consider using chatlyn's journeys and PMS events. They let you automate various aspects of your marketing strategy, ensuring timely and personalised communication with your guests.
What Are Journeys and PMS Events?
chatlyn's journeys are multi-step WhatsApp flows that guests move through by tapping buttons, and PMS events send a template at a set moment of each stay, driven by your PMS. Whether it's sending out follow-up messages, reminders, or personalised offers, they ensure that your communication is always relevant and timely.
How Journeys Enhance Your WhatsApp Newsletter
- Personalised Follow-Ups: When a guest taps a button such as "Tell me about the spa", the journey can add them to a list, so your next newsletter on that topic reaches exactly the guests who asked.
- Triggered Campaigns: Set up PMS events for moments of the stay, like a new booking, the arrival or the check-out, to send targeted WhatsApp messages.
- Scheduled Updates: Use PMS events for booking confirmations and reminders, and schedule broadcasts for special offers, without manual intervention.
Real Examples of WhatsApp Automation with chatlyn
Here are some practical examples of how you can use journeys and PMS events to enhance your guest interactions:
1. Sending Booking Confirmations
Automatically send a WhatsApp message to guests confirming their booking, complete with all relevant details like dates, booking reference and contact information.
// Example Workflow: Booking Confirmation Trigger: Booking Created in the PMS Action: Send WhatsApp Template Message: "Hello [Guest Name], your stay with us from [Arrival] to [Departure] is confirmed!"
2. Offering Special Discounts
Send special offers or discounts to guests who showed interest in a previous newsletter by tapping one of its buttons.
// Example Workflow: Special Offer Audience: List "Spa leads" (filled by a journey button) Action: Send WhatsApp Template Message: "Hi [Guest Name], thanks for your interest in our spa! Here’s a special offer just for you: [Offer Details]. Don’t miss out!"
3. Sending Reminders and Follow-Ups
Use PMS events to remind guests of their upcoming arrival, or to follow up after check-out with a thank-you and a review request.
// Example Workflow: Arrival Reminder Trigger: 1 Day Before Arrival (PMS event) Action: Send WhatsApp Template Message: "Hi [Guest Name], just a reminder that we look forward to welcoming you tomorrow. Check-in starts at 3 pm. See you soon!"
4. Announcing Exclusive Early Access
Notify your most loyal guests about early access to new packages, offers or events.
// Example Workflow: Early Access Announcement Audience: Segment "Loyalty tier = gold" Action: Send WhatsApp Template Message: "Hello [Guest Name], as one of our valued guests, you’re getting early access to our new winter packages! Book before everyone else: [Link]."
Why Use Journeys and PMS Events?
Journeys and PMS events take the manual work out of guest engagement, allowing you to scale your efforts while maintaining a personal touch. By automating these processes, you can ensure that your guests receive the right messages at the right time, improving both engagement and conversion rates.
Get Started with WhatsApp Automation Today
Ready to take your WhatsApp newsletters to the next level? Sign up for chatlyn and start exploring the possibilities with journeys and PMS events. Whether you're sending booking confirmations, offering personalised discounts, or keeping guests engaged with regular updates, they help you automate and optimise your communication strategies.
Watch Our YouTube Tutorial
For a visual guide on how to set up your WhatsApp newsletter, watch our step-by-step tutorial on YouTube:
Choosing a WhatsApp newsletter tool
A newsletter over WhatsApp needs more than a broadcast list. The tool behind it should manage four things: opt-ins recorded and respected, Meta-approved message templates, segmentation built on real guest data, and analytics that show opens and replies per campaign. Email platforms cover none of this for WhatsApp, and template libraries alone cover only the message itself.
chatlyn's WhatsApp newsletter tool handles the full cycle: lists of guests who opted in, template submission to Meta, audience segments from your PMS data, and delivery and read status for every message, with replies landing in the same inbox your team already answers.
Conclusion
Creating a WhatsApp newsletter with chatlyn is not just about sending messages. It's about building meaningful, ongoing relationships with your customers. By using journeys, PMS events and the WhatsApp newsletter tool, you can ensure that every interaction is timely, relevant, and impactful.
Ready to start? Sign up for chatlyn today and take the first step towards transforming your customer engagement strategy.
If you need help setting up your workflows or want to see more examples, our support team is here to assist. Book a consultation and let’s create something amazing together!
