WhatsApp Flows (forms)

A Flow is a form that opens inside WhatsApp. The customer never leaves the chat, never loads a web page, and you get structured fields instead of details scattered across ten messages.

Use them for lead capture, appointment requests, service bookings, feedback and registration.

Building a form

Flows → New Flow.

Setting	What it does
Name	Internal reference
Title	Shown at the top of the form
CTA label	The button text that opens it, e.g. "Book appointment"
Category	Lead generation, appointment booking, survey and others
Fields	The questions

Field types

Type	Renders as	Use for
text	Single-line input	Names, short answers
email	Email keyboard + validation	Email addresses
phone	Numeric keyboard + validation	Phone numbers
number	Numeric input	Quantities, ages
paragraph	Multi-line text area	Comments, descriptions
date	Date picker	Appointment dates
dropdown	Select list	One choice from many
radio	Radio buttons	One choice from a few
checkbox	Checkbox group	Multiple choices

Each field has a label, an optional placeholder, and a required flag. Choice fields need options.

The input type drives the phone keyboard and WhatsApp's own client-side validation, so an email field rejects a malformed address before it ever reaches you.

Publishing

A Flow is draft until published. Publish creates it on your WhatsApp Business Account through Meta.

Only a published Flow can be sent to a real customer. Drafts are for building and previewing.

Editing a published Flow republishes it — the form definition is generated from your field list each time, so a change to how a field type renders applies to every existing form on its next publish rather than being frozen at creation.

Letting the AI send it

This is where Flows get genuinely useful.

Turn on Agent enabled for a form and write an agent hint — plain language telling the AI when the form is appropriate:

Send this when the customer wants to book a site visit
or asks to see a property in person.

The agent now sends that form on its own, mid-conversation, when it detects that intent. No keyword rules.

Anti-spam guardrails

Every send is recorded. The agent will not:

• Send the same form twice to someone who already submitted it
• Re-send repeatedly to someone who received it and has not filled it in

Without this, an assistant re-sends a form every time the customer says something that looks like intent, which reads as spam, gets the number reported, and drags the quality rating down. The guardrail is not optional.

Agent enabled is off by default. A form built for one campaign should not start appearing in unrelated conversations.

Submissions

A completed form arrives as structured data, resolved against your field spec — you see real labels, not Meta's internal screen keys.

Submissions appear in the dashboard against the contact, with the submitting number, name and timestamp.

The AI does not chat back at a submitted form. A form is structured data, not a conversation opener, and a chatty reply to a form someone just filled in reads badly.

Pushing submissions elsewhere

Submissions can be forwarded to your CRM, a webhook, Google Sheets or n8n. Ask us — it is a custom module and a small one.