Tutorials: AI-driven WhatsApp follow-ups

These tutorials assume you connected BaTimo to ChatGPT or Claude with Management access and have an active WhatsApp (QR code) channel. Read Send WhatsApp follow-ups with your AI for the limits: batches are small (25 people), spaced at least 4 minutes apart, sent between 08:00 and 21:00 company time, and only to people who agreed to receive them. Messages must be non-promotional.

Tutorial 1: follow up one quote the customer asked forCopy Anchor Link

Goal: a customer asked you to follow up on a quote and went quiet.

1. Ask the AI: "Find the lead Sara Kaya and show her last messages."
2. Ask: "Draft a short, friendly follow-up in her language." Review it.
3. Say: "Send it now. Purpose: requested follow-up. Goal: get her to book a consultation; stop if she is not interested." Because Sara messaged you first, BaTimo confirms her consent itself.
4. Ask: "Check whether it was sent." The AI shows her status, such as Queued, Sent, or a reason it wasn't sent.
5. When Sara replies, your assistant continues the chat. If she replies STOP, BaTimo records it and never contacts her again.

Tutorial 2: reminders the day before appointmentsCopy Anchor Link

BaTimo doesn't send timed reminders by itself, but your AI can schedule them for customers who booked.

1. Open your booking list and note tomorrow's confirmed bookings with the customers' phone numbers. The AI can't list bookings itself.
2. Tell the AI: "Schedule WhatsApp reminders for these customers for 17:00 today, company time. Purpose: appointment reminder. Message: 'Hi {name}, a reminder of your appointment tomorrow at {time}.' Goal: confirm attendance or help reschedule."
3. BaTimo confirms consent itself for customers with a recent booking. For anyone else the AI must ask you whether they agreed and how.
4. The AI schedules the batch. With 12 customers, messages go out about 4 minutes apart over roughly an hour.
5. Ask for the status the next morning. Pause or cancel if plans change.

Remember: at most 25 people per batch, and 15 per hour and 50 per day per channel. For busier days, split the list into two batches at different hours.

Tutorial 3: a small, consented follow-up batchCopy Anchor Link

Example: ask 15 customers who requested a callback how it went.

1. Collect the people who asked for a callback (for example, the ones you tagged in your CRM).
2. Ask the AI: "Create a batch for these 15 numbers. Purpose: requested follow-up. They agreed by asking for a callback on our web form. Start tomorrow at 10:00."
3. Ask the AI to show you the recipients, the exact message, the start time and the end time before it schedules anything. At the normal pace, 15 people take about an hour.
4. Ask for the status after a few hours. The AI explains anyone who was refused, for example because they opted out, were contacted recently, or BaTimo couldn't confirm their consent.
5. Answer replies in the Inbox.

Tutorial 4: a weekly review routineCopy Anchor Link

Some AI apps can run a request on a schedule. A safe weekly routine:

1. "List leads from the last 7 days who asked us to follow up and haven't replied."
2. "Leave out anyone who said they aren't interested or asked us to stop."
3. "Suggest one short message per person and show me the list."
4. After you approve, the AI schedules the batch for the next morning.
5. "On Friday, report how many were sent, failed or skipped, and who replied."

Your AI app runs the routine; BaTimo enforces the limits and keeps the schedule.

Tutorial 5: pause, cancel and resume safelyCopy Anchor Link

• "Pause the reminder batch." The remaining people wait.
• "Cancel the reminder batch." The remaining people are cancelled for good; messages already sent stay sent.
• If BaTimo stopped the channel for safety (the AI shows it as stopped, with a reason such as repeated failures), don't push on. Ask the account owner to check the WhatsApp number and the recent failures. Then ask the AI to resume and confirm that the check was done.
• To change a message, cancel the batch and ask for a new one.

Standing instructions for your AICopy Anchor Link

Paste this at the start of a chat, or into your AI app's custom instructions:

You help with WhatsApp follow-ups for my business through BaTimo. Rules: (1) Only non-promotional messages: appointment reminders, follow-ups people asked for, service notifications, order updates. Never advertising. (2) Only people who agreed to be contacted. If you are not sure, ask me. (3) Never schedule or send anything until I approve the exact recipients, message and start time. (4) Keep messages short, personal and honest. (5) After scheduling, tell me which batch you created, and check its status when I ask. (6) If someone asks to stop, tell me and never message them again. (7) If a channel is stopped, stop and tell me.

LimitationsCopy Anchor Link

• Text only, WhatsApp (QR code) channel only, 25 people per batch.
• BaTimo has no customer segments or consent list; the AI works from the information you give it or reads from your leads and conversations.
• A batch can't be edited, only paused, resumed or cancelled.