WhatsApp Business Profile & Settings Guide

Your WhatsApp Business profile is your first impression with customers. It's where they see your business name, logo, hours, and description—all things that build trust and set expectations. This guide covers everything from creating a professional profile to customizing settings like quick replies, away messages, and labels to keep your business organized.

How to Set Up Your Business Profile

Your business profile is what customers see when they open a chat with you. It's like your digital storefront on WhatsApp. A complete, professional profile increases customer trust and makes it easy for them to understand what you do.

What goes into a business profile

Before you start, gather this information:

• Business name (what customers call you)
• Logo or avatar (your brand icon)
• Business description (short tagline, ~100 characters)
• Website URL (if you have one)
• Email address (customer contact)
• Business category (Retail, Salon, Restaurant, etc.)
• Address (physical location, if applicable)
• Business hours (Mon–Sun, opening and closing times)
• Phone number (already registered, but visible here)

Steps to set up your profile

Step 1: Open WhatsApp Business Settings

• Open the WhatsApp Business app
• Tap Settings (gear icon, bottom right)
• Tap Business tools or Business profile
• You'll see your current setup (may be incomplete)

Step 2: Add your business name

• Tap "Edit" next to "Business name"
• Enter your official business name (e.g., "XYZ Salon", "Fresh Greens Grocery")
• This is what customers see, so make it clear and professional
• Avoid emojis or all caps (unless that's your brand)
• Tap "Done" or "Save"

Pro tip: Use your actual business name (matching your GST or registration) to build trust. Avoid abbreviations or nicknames unless you're well-known by them.

Step 3: Upload a business logo or avatar

• Tap "Edit" next to "Profile photo"
• Choose "Take photo" (camera) or "Choose from library" (existing image)
• Select a clear, professional image:
  • Logo (best option)
  • Brand icon
  • Your professional headshot (if solo business)
  • NOT personal party photos or unrelated images
• Crop or adjust the image
• Tap "Use photo" or "Done"

Recommended specs:

• Square image (1:1 ratio)
• At least 400×400 pixels
• Clear even when small (thumbnail size)
• Your logo or professional image

Step 4: Write a business description

• Tap "Edit" next to "Description"
• Write a short, benefit-focused description (~100 characters max)

Examples:

• Salon: "Hair, skin & wellness. Book appointments here! 💆"
• Grocery: "Fresh organic vegetables, same-day delivery"
• Fitness: "Personal training & group classes. Get fit with us!"
• Repair: "Phone repair in 2 hours. Expert technicians."
• Make it clear what you do, not just your name
• Tap "Done"

Pro tip: Include a call-to-action if relevant ("Book now", "Order here", "Chat with us").

Step 5: Add your website

• Tap "Edit" next to "Website"
• Enter your full website URL (including https://)
• Example: https://www.xyzsalon.com
• Customers can tap this link to visit your site
• If you don't have a website, leave blank (it's optional)
• Tap "Done"

Step 6: Add your email address

• Tap "Edit" next to "Email"
• Enter a business email that customers can contact you on
• Example: hello@xyzsalon.com
• This should be actively monitored
• Tap "Done"

Step 7: Select your business category

• Tap "Edit" next to "Category" or "Business type"
• Choose from a list (e.g., "Salon", "Retail Store", "Restaurant", "Services", "Healthcare")
• This helps customers understand what you do at a glance
• Tap "Done"

Step 8: Add your address

• Tap "Edit" next to "Address"
• Enter your business location
• Example: "Downtown Plaza, 123 Main Street, Floor 2, City, State"
• Customers can tap to see the location on a map
• If you're purely online (no physical location), you can leave this blank or write "Online services"
• Tap "Done"

Step 9: Set your business hours

This is covered in Section 3 (full details), but for now:

• Tap "Edit" next to "Business hours"
• Toggle "ON" to show hours
• Set your opening and closing times for each day
• Customers see if you're currently open or closed
• Tap "Done"

Example: Complete business profile

Business name: XYZ Salon
Logo: Salon icon (purple and gold)
Description: Hair, skin & wellness. Book now!
Website: www.xyzsalon.com
Email: hello@xyzsalon.com
Category: Salon & Spa
Address: Downtown Plaza, 123 Main St, City
Hours: Mon–Fri 10 AM–8 PM, Sat–Sun 10 AM–6 PM

When a customer messages this business, they immediately see:

• Professional logo ✓
• Clear business name ✓
• What you do ✓
• How to find you ✓
• When you're available ✓
• How to reach you ✓

This builds trust and reduces back-and-forth questions.

How to Edit Business Information

Your business changes over time—you move locations, extend hours, update your website. Here's how to keep your profile current.

What you might need to update

• Address: Relocated or added a new location
• Hours: Seasonal changes, new opening times, holiday hours
• Website: Launched new site or updated domain
• Description: Changed services or want new tagline
• Logo: Rebranded or new company logo
• Email or phone: Updated contact info

Steps to edit business information

Step 1: Open business profile settings

• Go to Settings → Business tools or Business profile
• You'll see all your current information

Step 2: Tap "Edit" next to what you want to change

• For example, to change address, tap "Edit" next to "Address"
• Update the information
• Tap "Done" or "Save"

Step 3: Changes apply immediately

• Your profile updates for all customers instantly
• No approval needed (unlike message templates)
• Customers see the new info the next time they open your chat

Important: Keep information current

When to update:

• ✅ You move to a new location
• ✅ Your hours change seasonally (extended summer hours, winter hours)
• ✅ You launch a new website
• ✅ Your business phone number changes
• ✅ You add a new service or product category
• ✅ You rebrand or change your business name

What NOT to change constantly:

• ❌ Don't change your business name every week (confuses customers)
• ❌ Don't change hours daily (use away messages for daily variations)
• ❌ Don't swap logos frequently (hurts brand recognition)

Example: Updating hours for seasons

Winter hours (Nov–Feb):

• Go to Settings → Business hours
• Set: Mon–Fri 10 AM–5 PM, Sat 10 AM–4 PM, Sun Closed
• Tap "Done"
• Customers see "Closed today" when they message Sunday

Summer hours (Jun–Aug):

• Later, go to Settings → Business hours
• Change to: Mon–Fri 10 AM–8 PM, Sat–Sun 10 AM–6 PM
• Tap "Done"
• Hours update immediately for all customers

How to Set Business Hours and Availability

Setting your business hours is important because it tells customers when you're available and prepares them for your response time. WhatsApp can even show an automated "Away" or "Online" status based on your hours.

Why set business hours

• Manage expectations: Customers know when to expect a reply
• Automatic status: WhatsApp shows "Away" outside your hours (if enabled)
• Away messages: Trigger automatic replies during off-hours
• Professional appearance: Shows you're organized
• Reduced support burden: Fewer "Why didn't you reply?" messages

Steps to set business hours

Step 1: Open business hours settings

• Go to Settings → Business tools or Business profile
• Tap "Edit" next to "Business hours" or "Hours of operation"
• You'll see an ON/OFF toggle and day-by-day time slots

Step 2: Toggle hours ON

• Make sure the toggle is "ON" (blue)
• If OFF, tap it to enable
• Once enabled, you can set hours

Step 3: Set hours for each day

• For each day (Mon–Sun), tap the time fields
• Set Opening time (e.g., 10:00 AM)
• Set Closing time (e.g., 8:00 PM)

Example setup:

• Monday: 10 AM – 8 PM
• Tuesday: 10 AM – 8 PM
• Wednesday: 10 AM – 8 PM
• Thursday: 10 AM – 8 PM
• Friday: 10 AM – 8 PM
• Saturday: 10 AM – 6 PM
• Sunday: Closed (or 12 PM – 5 PM)

Step 4: Set your timezone (if prompted)

• Choose your timezone (India Standard Time, etc.)
• Important if you have international customers
• WhatsApp calculates "open/closed" based on your timezone

Step 5: Save your hours

• Tap "Done" or "Save"
• Hours are now live

What customers see based on your hours

During business hours:

• Your profile shows your business as "Online" or available
• They expect a reply within minutes to hours
• Greeting message is displayed when they first message

Outside business hours:

• Your profile may show "Away" (if enabled)
• The away message is triggered automatically
• Customers understand you'll reply during next business hours

Example: Salon with irregular hours

Monday–Thursday: 11 AM – 9 PM (evening clients)
Friday: 10 AM – 10 PM (busy day)
Saturday: 10 AM – 8 PM (weekend appointments)
Sunday: 12 PM – 5 PM (half-day)

Customer at 10:15 PM Monday messages: "Can I book an appointment?"

What they see: Away message: "We're closed until 11 AM tomorrow. Booking available."

Pro tips for setting hours

• Be realistic: Set hours you actually work. If you say 9 AM but open at 10 AM, customers get frustrated.
• Account for breaks: If you close for lunch, set closing time before lunch and re-open after.
• Use away messages: More on this in Section 5, but pair hours with away messages for best results.
• Seasonal changes: Update hours seasonally (tourist season, festival, holidays).
• Time zone matters: If you serve customers across time zones, clarify your timezone in your description.

How to Write a Greeting Message

A greeting message is an automated welcome that customers see when they first message you. It sets the tone, explains what you do, and lets customers know what to expect.

Why greeting messages matter

• First impression: Sets a professional, friendly tone
• Manages expectations: Tells customers what you can do for them
• Reduces repetition: No need to repeat "Hi, welcome" to every new customer
• Builds confidence: Shows you're organized and ready to help
• Drives action: You can guide customers to specific next steps

What a good greeting message includes

• Warm welcome ("Thanks for reaching out!")
• Brief description of what you do
• How you can help
• Call to action ("Check the menu for quick replies" or "Tell us what you need")
• Response time setting expectations ("We'll reply within 1 hour")

Examples of greeting messages

Salon:

"Welcome to XYZ Salon! 💆‍♀️ We specialize in hair, skin care, and wellness. You can book appointments, ask about services, or check our rates. We'll reply during business hours (Mon–Fri 10 AM–8 PM, Sat–Sun 10 AM–6 PM). How can we help today?"

E-commerce/Shop:

"Hi! Thanks for contacting Fresh Greens Grocery 🌱. We deliver fresh vegetables daily. Browse our menu for prices, check delivery times, or place an order. We're open Mon–Sun, 7 AM–9 PM. What can we get for you?"

Fitness Coach:

"Hey! Thanks for reaching out. I offer personal training, group classes, and fitness coaching. Let me know what you're looking for—training plans, class info, or pricing. I'll get back to you ASAP! 💪"

Repair Service:

"Welcome! We repair phones, laptops, and gadgets—usually fixed in 2 hours. Message us with details of what needs repair, and we'll give you a quote and timing. Open 10 AM–8 PM daily."

Steps to set a greeting message

Step 1: Open greeting message settings

• Go to Settings → Business tools or Greeting message
• You'll see a toggle and text field

Step 2: Toggle greeting message ON

• Make sure the toggle is "ON" (blue)
• If OFF, tap to enable

Step 3: Write your greeting

• Tap the text field
• Write a warm, professional greeting (50–160 characters recommended, but can be longer)

Avoid:

• Spam-like language ("DON'T MISS THIS OFFER!!!")
• Generic greetings ("Hi")
• Anything misleading

Include:

• Business name
• What you do
• How to get help
• Expectations about response time

Step 4: Save

• Tap "Done" or "Save"
• Greeting message is now live

Step 5: Test it

• Ask a friend to message you from their WhatsApp
• They should see your greeting immediately
• If it doesn't appear, toggle off and on again

Pro tips for greeting messages

• Keep it short: Customers scroll past long messages. Aim for 2–3 sentences.
• Use emojis sparingly: One or two relevant emojis add personality, but don't overdo it.
• Be specific: "Book appointments here" is better than "Hi, welcome."
• Set expectations: Tell them your response time ("We'll reply within 1 hour").
• Guide them: If you have quick replies, mention it ("Check the menu for FAQs").
• Update seasonally: Change greeting for holidays or special offers.
• Mobile-first: Write for phone screens (short lines, easy to read).

Difference: Greeting message vs away message

• Greeting message: Automatic first message when a NEW customer messages you
• Away message: Automatic reply when they message you OUTSIDE business hours

More on away messages in Section 5.

How to Set an Away Message

An away message is an automated reply that customers receive when they message you outside your business hours. It sets expectations and assures them you'll reply when you're back.

Why away messages are powerful

• Reduces confusion: Customers know you're not ignoring them
• Manages expectations: They know when to expect a reply
• Professional image: Shows you're organized and respectful of their time
• Reduces support load: Fewer "Why didn't you reply?" follow-up messages
• Works 24/7: Replies even when you're sleeping

What a good away message includes

• Acknowledgment ("Thanks for your message")
• Explanation ("We're currently closed")
• Clear hours ("We're open Mon–Fri 9 AM–5 PM")
• Expected response time ("We'll reply within 1 hour of opening")
• Emergency alternative (if applicable, e.g., "For emergencies, call XYZ")

Examples of away messages

Salon:

"Thanks for reaching out! We're currently closed. We're open Mon–Fri 10 AM–8 PM, Sat–Sun 10 AM–6 PM. We'll reply to your message as soon as we open. See you soon! 💆‍♀️"

Online shop:

"Hi! Thanks for your order/message. We're currently offline, but we'll get back to you within 2 hours during business hours (Mon–Sun 8 AM–8 PM). Stay tuned!"

Fitness coach:

"Thanks for messaging! I'm currently unavailable, but I'll reply within 1 hour (9 AM–9 PM daily). For urgent fitness questions, check my website: [link]"

Clinic:

"Thank you for reaching out. We're currently closed. Operating hours: Mon–Fri 9 AM–5 PM, Sat 10 AM–1 PM. For emergencies, call [number]. We'll reply soon!"

Steps to set an away message

Step 1: Open away message settings

• Go to Settings → Business tools or Away message
• You'll see a toggle and text field

Step 2: Toggle away message ON

• Make sure the toggle is "ON" (blue)
• If OFF, tap to enable

Step 3: Decide when it triggers

Some versions of WhatsApp let you choose:

• Only outside business hours (best option)
• Always, even during business hours (rarely used)

Select "Outside business hours" if available

Step 4: Write your away message

• Tap the text field
• Write a professional, friendly away message (100–200 characters recommended)

Avoid:

• Overly casual language
• Complaints ("I'm busy")
• Misleading info

Include:

• Thank you
• When you're available
• Expected response time
• Any emergency contact (if applicable)

Step 5: Save

• Tap "Done" or "Save"
• Away message is now live

Step 6: Test it

• Message yourself outside business hours from another phone/account
• You should receive the away message immediately
• If not, check if hours are set correctly (Section 3)

When away messages appear

Scenario 1: Customer messages at 11 PM (you close at 8 PM)

• Greeting message appears first (if set)
• Immediately followed by away message
• Customer knows you're closed and when you'll reply

Scenario 2: Customer messages at 3 PM (you're open 10 AM–8 PM)

• Greeting message appears
• NO away message (because it's business hours)
• They expect a live reply within minutes/hours

Scenario 3: Multiple messages

• First message gets both greeting + away message
• Follow-up messages within the next 24 hours get greeting only (not away, unless it's after hours again)

Pro tips for away messages

• Sync with business hours: Your away message should match the hours you set (Section 3).
• Be honest: If you check messages at 10 PM, say "We'll reply within 1 hour" instead of "We'll reply in the morning."
• Personalize by day: Some apps let you customize messages by day (e.g., different Sunday hours).
• Include emergencies: If applicable, provide an emergency number.
• Keep it warm: "We're sleeping, but we'll get back to you!" is friendlier than "We're unavailable."
• Update for holidays: During holidays, update your away message ("We're on vacation until Jan 5, 2025").

Away message vs greeting message: Quick comparison

Aspect	Greeting Message	Away Message
When it appears	First time a customer messages you	When they message outside business hours
Purpose	Introduce your business	Set expectations for response time
Tone	Welcoming, brief intro	Professional, reassuring
Example	"Hi! Thanks for contacting us."	"We're closed. We'll reply tomorrow."
Can both trigger?	Yes, customer sees greeting first, then away	Yes, if message sent outside hours

How to Create Quick Replies

Quick replies are templates for frequently asked questions or common messages. Instead of typing the same answer repeatedly, tap a quick reply and send in one tap. It saves time and ensures consistent responses.

Why quick replies are game-changers

• Save time: Answer common questions instantly
• Consistency: Same answer every time (no typos or variations)
• Professionalism: Pre-written, thoughtful responses
• Reduce frustration: Customers get instant replies to FAQs
• Scale easily: Handle more chats without hiring more staff

What to make quick replies for

• Common questions: "What's your delivery time?", "Do you have this in XL?"
• Hours/availability: "Are you open today?", "When do you deliver?"
• Pricing: "What's the cost?", "Do you offer discounts?"
• Booking: "How do I book?", "What's the cancellation policy?"
• Product info: "What's the warranty?", "Is this product available?"
• Policies: "What's your return policy?", "Do you ship internationally?"
• Instructions: "How do I track my order?", "How do I reset my password?"

Example quick replies for different businesses

Salon:

• "Yes, we offer haircuts at ₹500. Cut takes 30 mins. Would you like to book?"
• "Are you open today?" → "Yes! We're open 10 AM–8 PM today."
• "What's the cost of a facial?" → "Facials start at ₹1,500. We have packages for ₹3,000–5,000."

E-commerce:

• "When will you deliver?" → "We deliver within 2 days in your city."
• "Do you have this in size M?" → "Yes, all sizes in stock. We ship the same day."
• "What's your return policy?" → "30 days from delivery. Unused items, original packaging. Free returns."

Fitness coach:

• "How much does training cost?" → "Personal sessions: ₹500/hour. 10-pack: ₹4,500."
• "How long is each session?" → "One hour, but we can do 30 mins for busy schedules."
• "Can I start this week?" → "Absolutely! Let me know your preferred timings and I'll fit you in."

Steps to create quick replies

Step 1: Open quick replies settings

• Go to Settings → Business tools or Quick replies
• Tap "Create new" or "+" icon
• You'll see fields for the quick reply

Step 2: Add a shortcut (optional)

• Enter a shortcut keyword (e.g., "hours", "price", "delivery")
• This is what you type to access the quick reply

Examples:

• Shortcut: "hours" → Quick reply: "Yes, we're open 10 AM–8 PM today"
• Shortcut: "price" → Quick reply: "Haircuts start at ₹500"

You can also just tap the reply without typing the shortcut

Step 3: Write the quick reply

• In the "Message" field, write your response
• Be clear and complete (no cryptic abbreviations)

You can include:

• Text only
• Emojis (optional, add personality)
• Line breaks for readability
• Links (if needed)

Example:

Thanks for asking! We're open:
Mon–Fri: 10 AM–8 PM
Sat–Sun: 10 AM–6 PM

Would you like to book an appointment?

Step 4: Save the quick reply

• Tap "Save" or "Done"
• The quick reply is now ready to use

Step 5: Test it

• Open a chat (or start a new one for testing)
• If you set a shortcut, type it and you should see suggestions
• Tap the suggestion to auto-fill the message
• Tap send to verify it sends correctly

How to use quick replies in a chat

Method 1: Using shortcuts

• In a chat, start typing your shortcut (e.g., "hours")
• You'll see a suggestion: "hours – [your quick reply text]"
• Tap the suggestion to auto-fill the message field
• Review and tap send

Method 2: Using the menu

• In a chat, tap the menu icon (three dots or similar)
• Select "Quick replies" or "Preset messages"
• A list of your quick replies appears
• Tap the one you want to send
• Message is auto-filled; tap send

Method 3: Accessing from emoji button

• Some versions show quick replies next to the emoji button
• Tap and select from the list

Managing quick replies

To edit a quick reply:

• Go to Settings → Business tools → Quick replies
• Tap the quick reply you want to edit
• Modify the text or shortcut
• Tap "Save"

To delete a quick reply:

• Go to Settings → Quick replies
• Long-press or swipe the quick reply
• Tap "Delete" or "Remove"
• Confirm deletion

To organize quick replies:

• WhatsApp may let you create folders or categories (varies by version)
• Group similar replies: "Pricing", "Policies", "Hours", etc.

Pro tips for quick replies

• Use simple shortcuts: "hours" instead of "openhours123"
• Make them complete: Don't assume context. Be clear and full.
• Personalize slightly: "Hi [name]" is better than generic "Hi"
• Update regularly: Remove outdated prices or info.
• Keep it professional: Even quick replies should reflect your brand voice.
• Not a substitute for conversation: Use for FAQs, not every message.
• Test before deploying: Send to a test contact to verify it looks right.

Example quick reply library for a salon

Shortcut	Quick Reply Message
hours	We're open Mon–Fri 10 AM–8 PM, Sat–Sun 10 AM–6 PM. What would you like?
haircut	Haircuts: ₹500 (30 mins). Includes wash & styling. Available today?
facial	Facials: ₹1,500–5,000 (60 mins). Which type are you interested in?
color	Hair coloring: ₹2,000–4,000. We use organic dyes. Book a consultation?
policy	Cancellations: Free until 24 hours before. After that, 50% charge. Understand?
walkin	We accept walk-ins! Wait time: 15–30 mins on weekdays, 30–60 mins on weekends.

How to Organize Chats with Labels

Labels (also called tags) are color-coded categories you can assign to chats. They help you organize conversations by status, customer type, or action needed. Instead of scrolling through hundreds of chats, you can filter by label and see just the ones you need.

Why labels are essential

• Organization: Find specific chats quickly (no scrolling)
• Priority management: Label urgent chats so you address them first
• Status tracking: Know at a glance which orders are pending, paid, delivered
• Team clarity: If multiple people use the account, labels clarify who should handle what
• Reduce errors: Never forget a follow-up again

Common labels for different businesses

Salon:

• 🔵 Booking (customer wants to book)
• 🟡 Confirmed (appointment confirmed)
• 🔴 Pending payment (service done, waiting for payment)
• ✅ Completed (fully done)
• 🟣 VIP (important/loyal customer)
• ⚫ Follow-up needed (requires outreach)

E-commerce:

• 🔵 New order (received, processing)
• 🟡 Payment pending (awaiting payment)
• 🟢 Shipped (out for delivery)
• ✅ Delivered (reached customer)
• 🔴 Return/complaint (issue to resolve)
• 🟣 VIP customer (repeat buyer, important)

Service provider (Plumber, Electrician):

• 🔵 Inquiry (customer asking about service)
• 🟡 Quoted (gave price, awaiting confirmation)
• 🟢 Job in progress (actively working)
• ✅ Completed (job done, invoiced)
• 🔴 Payment pending (waiting for payment)
• 🟣 Urgent (high priority)

Fitness coach:

• 🔵 New lead (potential client, first message)
• 🟡 Trial offered (offered free session)
• 🟢 Active client (ongoing coaching)
• ✅ Paid member (current membership)
• 🔴 Inactive (hasn't been in touch)
• 🟣 VIP (premium client)

Steps to create labels

Step 1: Open labels/tags

• Go to Settings → Business tools or Labels
• Tap "Create new" or "+" icon
• You'll see fields for label name and color

Step 2: Name your label

• Enter a clear, descriptive name
• Good names: "New Order", "Payment Pending", "Complaint"
• Bad names: "xyz", "tag1", "asdf" (too vague)
• Keep it short (1–3 words max)

Step 3: Choose a color

• Select a color for easy visual identification

Example system:

• 🔵 Blue = New/first contact
• 🟡 Yellow = Action pending
• 🟢 Green = In progress/active
• ✅ Grey or white = Done/completed
• 🔴 Red = Urgent/problem
• 🟣 Purple = VIP/important

Be consistent so you remember what each color means

Step 4: Save the label

• Tap "Save" or "Done"
• Label is now available to use

Step 5: Create additional labels

• Repeat for each label you need
• Create 5–10 labels (not too many or it becomes confusing)

How to apply labels to chats

Method 1: Label from chat list

• In your chat list, long-press on a chat
• A menu appears with options
• Tap "Label" or "Add label"
• Select the label(s) to apply
• The chat now appears under that label

Method 2: Label from inside chat

• Open the chat
• Tap the chat header (name/info at top)
• Look for "Label" or "Add label" option
• Select label(s)
• Close to return to chat

Method 3: Quick label swipe (some versions)

• Swipe left or right on a chat
• Label icons appear
• Tap the label you want to apply
• Chat is instantly labeled

How to filter by labels

Step 1: Open chat list

• You're in the main chat screen with all conversations

Step 2: Tap filter icon

• Usually a funnel icon (⊕) or "Filter" option at the top
• Or look in Settings → Labels

Step 3: Select a label

• Choose which label(s) you want to see
• Example: Tap "Payment Pending" to see only those chats

Step 4: Chat list updates

• Only chats with that label are shown
• Scroll through these filtered chats
• You can now focus on, say, all pending payments at once

Step 5: Reset filter

• Tap "All" or remove the filter to see all chats again

Example workflow using labels

Time: 10 AM

You open WhatsApp Business and see 15 new messages.

Check "New Order" label:

• Filter: Label = "New Order"
• You see 8 new orders
• You reply to each and move them to "Confirmed" label

Check "Payment Pending" label:

• Filter: Label = "Payment Pending"
• You see 3 customers who received service but haven't paid
• You send a reminder message
• Once paid, you move chat to "Completed"

Check "Complaint" label:

• Filter: Label = "Complaint"
• You see 1 unhappy customer
• You prioritize this and resolve immediately
• Move to "Resolved" once happy

Total time: 20 minutes. You've cleared 12+ chats efficiently.

Managing labels

To edit a label:

• Go to Settings → Labels
• Tap the label you want to edit
• Change the name or color
• Tap "Save"

To remove a label:

• Go to Settings → Labels
• Long-press or swipe the label
• Tap "Delete"
• Confirm deletion (chats are NOT deleted, just unlabeled)

To rename a label:

• Go to Settings → Labels
• Tap the label
• Edit the name
• Tap "Save"

Pro tips for labeling

• Standardize across teams: If multiple people use the account, agree on what labels mean.
• Use colors consistently: Blue always = new, red always = urgent, etc.
• Review labels weekly: Remove unused labels to keep the system clean.
• Don't over-label: 5–10 labels is ideal. More than 15 becomes confusing.
• Label as you chat: Don't wait until the end of day. Label immediately so you don't forget.
• Use labels for different purposes: Combine status (new, pending, done) with priority (urgent, VIP).
• Remove Old Labels: After 30 days, you might not need the "New Order" label anymore; archive or delete it.

Example Label System for Small Business

Label	Color	Meaning	When to Apply
New inquiry	🔵 Blue	First-time customer, new question	As soon as message arrives
Following up	🟡 Yellow	Need to respond or take action	When awaiting customer decision
Ready to order	🟢 Green	Customer interested, ready to buy	After they confirm intent
Completed	✅ Grey	Transaction done, no more action needed	After service/delivery
Urgent	🔴 Red	Issue, complaint, or high priority	When customer is upset or time-sensitive
VIP	🟣 Purple	Loyal customer, important client	For repeat customers or high-value orders

Notification and Privacy Settings

WhatsApp notifications, privacy settings, and security features help you stay connected while protecting your data and privacy. Let's cover the key settings you should configure.

Notification Settings

Notifications let you know when customers message you. You can customize how, when, and for what.

Steps to Customize Notifications

Step 1: Open notification settings

• Go to Settings → Notifications
• You'll see options for different notification types

Step 2: Notification tone

• Tap "Notification tone" or "Ringtone"
• Choose a sound:
  • Default WhatsApp sound
  • Your phone's notification sounds
  • Custom sound (if supported)
• Select and tap "Done"

Pro tip: Use a distinctive sound so you don't confuse WhatsApp notifications with other apps.

Step 3: Vibration

• Tap "Vibration"
• Choose:
  • Off (silent)
  • Default (standard vibration)
  • Custom pattern (varies by phone)
• Tap "Done"

Pro tip: If in a meeting, disable vibration even if you mute sound (so nobody sees your phone buzz).

Step 4: Light notification

• Some phones let you customize the LED light for notifications
• Tap "Light" if available
• Choose a color (e.g., blue for WhatsApp Business)
• Tap "Done"

Step 5: Notification preview

• Tap "Notification preview" or "In-app sounds"
• Options:
  • Show: See message preview in notification (security risk if phone is public)
  • Hide: See "Message from [name]" without preview (more private)
  • Off: No preview, just notification
• For business, choose "Hide" for privacy

Step 6: Group notifications (optional)

• Some phones let you group notifications
• If available, decide if WhatsApp Business notifications should be separate from other apps

Muting Specific Chats

Sometimes you want to keep a chat but not get notified for every message:

1. Long-press a chat in your chat list
2. Tap "Mute notifications" or "Mute"
3. Choose duration:
   • 8 hours (through your workday)
   • 1 week (if you need a break)
   • 1 year (always muted)
4. The chat still receives messages but won't notify you
5. To unmute, long-press again and select "Unmute"

Use case: You're running a promotion and getting 100+ messages. Mute notifications during the night, check them when convenient.

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Privacy Settings

Privacy settings control who can see your profile, status, and last seen time.

Steps to Adjust Privacy Settings

Step 1: Open privacy settings

• Go to Settings → Privacy
• You'll see options for profile, status, last seen, and read receipts

Step 2: Who can see your profile photo

• Tap "Profile photo"
• Options:
  • Everyone (anyone on WhatsApp can see your photo)
  • My contacts (only people you have saved can see)
  • Nobody (no one can see your photo)
• For business, choose "My contacts" (you control who sees)
• Tap "Done"

Step 3: Who can see your status

• Tap "Status"
• Options:
  • Everyone (all WhatsApp users can see)
  • My contacts (only your saved contacts)
  • My contacts except... (exclude specific people)
  • Nobody (private, no one can see)
• For business, choose "My contacts except..." and exclude spam numbers
• Tap "Done"

Step 4: Who can see "Last seen"

• Tap "Last seen"
• Options:
  • Everyone (anyone can see when you were last active)
  • My contacts (only your contacts)
  • Nobody (private, no one knows when you're online)
• For business, choose "My contacts"
• This prevents strangers from knowing when you're available

Step 5: Who can see "Online" status

• Tap "Online" or "Read receipts" (varies by version)
• Options:
  • Everyone (see when you're currently using WhatsApp)
  • My contacts (only your contacts know)
  • Nobody (always appears offline, even if chatting)
• For business, choose "My contacts" (allows timely responses but not constant monitoring)

Step 6: Read receipts

• Tap "Read receipts"
• Options:
  • On (customers see when you read their message—two blue checkmarks)
  • Off (customers don't know when you read—always gray checkmarks)
• For business, choose "On" (shows customers you're engaged)

Step 7: Calls privacy

• Tap "Allow calls" or "Voice calls"
• Options:
  • Everyone (anyone can call you)
  • My contacts (only saved contacts)
  • Nobody (disable calls entirely)
• For business, choose "My contacts" (prevents spam calls)

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Two-Step Verification (Security)

Two-step verification adds an extra layer of security to your account. It requires a PIN if someone tries to verify your account on a new phone.

Why Enable Two-Step Verification

• Prevents account hijacking: Someone can't re-register your number on their phone
• Protects your chats: Your conversations and data stay private
• Business security: Critical for business accounts

Steps to Set Up Two-Step Verification

Step 1: Open security settings

• Go to Settings → Account → Two-step verification
• Tap "Enable" or "Set PIN"

Step 2: Create a PIN

• Enter a 6-digit PIN (numbers only)
• Choose something you'll remember but others won't guess
• Don't use: 123456, your phone number, birth date
• Do use: Random numbers like 482917
• Tap "Next"

Step 3: Confirm your PIN

• Re-enter the PIN to confirm
• Tap "Next"

Step 4: Add a recovery email (important)

• Enter an email address where you'll receive a PIN if you forget it
• This is critical for recovery
• Use a business email you actively check
• Tap "Save" or "Done"

Step 5: Keep your PIN safe

• Write it down somewhere secure (not on a Post-it on your monitor)
• Don't share it with team members
• If someone asks, they're likely trying to hack your account

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Account Security Checklist

• ✅ Enable two-step verification
• ✅ Set a strong PIN (not simple numbers)
• ✅ Provide recovery email
• ✅ Privacy settings: "My contacts" for most options
• ✅ Mute notifications for chats you want to ignore
• ✅ Disable read receipts for less pressure (optional)
• ✅ Review linked devices regularly

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Pro Tips for Notification and Privacy Settings

• During work hours: Enable notifications to catch customer messages
• After hours: Mute notifications so you don't get stressed by work messages
• Two-step verification: Enable it immediately. Security is not optional for business
• Recovery email: Use a different email than your account login for extra security
• Privacy is business: Don't let everyone know you're online 24/7. Manage expectations
• Backup codes: If you lose your PIN, you'll need your recovery email. Keep it updated
• Test notifications: Send yourself a message to verify your settings work

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Summary: Profile & Settings Checklist

Once you've configured everything in this section, you should have:

• ✅ Business profile: Professional name, logo, description, website, hours, address
• ✅ Greeting message: Warm welcome that sets tone for new customers
• ✅ Away message: Automated reply outside business hours
• ✅ Business hours: Accurate hours so customers know your availability
• ✅ Quick replies: 5–10 templates for common questions
• ✅ Labels: Color-coded tags for chat organization (New, Pending, Completed, VIP, etc.)
• ✅ Notifications: Customized sounds, vibrations, and preview settings
• ✅ Privacy settings: Controlled who sees your status and last seen
• ✅ Two-step verification: Extra security with PIN and recovery email

Your WhatsApp Business account is now fully optimized, professional, and organized. You're ready to handle customer communication at scale with confidence.

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What's Next?

Now that your profile and settings are configured, explore these related topics:

• Creating a Catalog (if selling products)
• Using Quick Replies effectively (template management)
• Team management (if multiple people use the account)
• Compliance & Policies (understanding WhatsApp rules)
• Analytics (understanding performance)

Your WhatsApp Business account is now a professional communication hub.