Campaigns: message your opted-in list at a human pace

What the tour covers, step by step

Pick recipients, write once, and let InboxCRM send at a human pace that lowers the risk to your number.

1. 01

   Start a new campaign

   A campaign sends one message to many people, one by one, with randomised gaps in between. Everything starts here.

   Read the narration

   Welcome to Campaigns. This is where you send one message to a list of people who expect to hear from you — a promotion, a reminder, a festival greeting. Everything starts with this New campaign button. And relax: this is a practice copy, so nothing here reaches real customers. Press Next and I'll walk you through the whole thing.

2. 02

   Choose who receives it

   Search by name or type a phone number, then tick people. Or reuse a saved list, or load a WhatsApp group's members.

   Read the narration

   Step one: who should receive the message? Along the top you have three options — use a saved list, pick people now, or take the members of a WhatsApp group. Here I'm picking people now. I've already ticked a few dozen customers, and now I'm searching for more: typing m, a, r finds Maria, Marcus and Marta, and one tick each adds them. You can also type a phone number to add someone who isn't in your contacts yet. Watch the counter at the bottom: forty-two recipients selected. If you'll message this same group again, give the selection a name and it's saved as a list for next time.

3. 03

   Write the message

   Plain text is the simplest. Keep it short and personal — like a note from a friend. Or send a saved quick reply (with photos or files), or an advanced sequence.

   Read the narration

   Step two: what do you want to send? The simplest choice is to write a message — plain text, like this one. Keep it short and friendly; a message that reads like a personal note gets far more replies than anything that looks like an advert. If you have a saved quick reply — say one with a photo or a PDF price list — choose 'Use a quick reply' instead. And 'Advanced sequence' lets you send several things in a row: a text, then a picture, then a short wait.

4. 04

   Vary each message with AI

   Rewords the text slightly for every person, so no two messages are identical — WhatsApp treats identical bulk texts as spam. Needs an AI key in Options.

   Read the narration

   One small switch that makes a big difference: Vary each message with AI. When it's on, InboxCRM rewords your message a little for every recipient — same meaning, slightly different words. That matters because WhatsApp looks for identical text sent to many people and treats it as spam. It needs an AI key, which you add once in Options. And if the AI is ever unavailable, your original message is sent unchanged, so nothing breaks.

5. 05

   Safety settings — why the pacing matters

   Wait about 20 s between messages and rest after every 20. These are minimums: the real gap is randomised (12–40 s), every send shows 'typing…', and there is a daily cap plus quiet hours.

   Read the narration

   Step three is Review and send, and this box is the most important thing on the page. WhatsApp doesn't ban people for volume alone — it bans behaviour no human has: messages exactly ten seconds apart, no typing, bursts at three in the morning. So InboxCRM paces you like a person. 'Wait twenty seconds between messages' is a minimum: the real gap is randomised, between roughly twelve and forty seconds, and every send shows a typing indicator first. After every twenty messages the run takes a longer rest — ninety seconds to four minutes. There's a daily limit of two hundred and fifty messages and a rolling hourly limit of forty. And quiet hours: nothing goes out between nine at night and eight in the morning. If you hit any of these, the campaign simply pauses and waits. That's not a bug — it's the pacing doing its job. It lowers the risk of a restriction; nothing can remove it completely. You can adjust all of it under Settings, Sending safety, but the defaults are a good place to start.

6. 06

   Test first, then start

   'Send a test' delivers one message to a number you type — usually your own. 'Schedule for later' picks a start time. 'Start sending' begins now; keep the tab open.

   Read the narration

   Before pressing the green button, send a test to yourself. It goes through exactly the same path as the real campaign, so what you see is what your customers will get. If now isn't a good time, 'Schedule for later' lets you pick a start time — just remember WhatsApp Web has to be open on this computer at that moment. When you're happy, press Start sending.

7. 07

   Watch it go

   Keep this tab open. The bar fills as people are messaged; the counters show sent and failed, and you can see who is being messaged right now.

   Read the narration

   Now it's sending. Keep this page open while it runs — messages go out through your WhatsApp Web tab. The bar fills as people are messaged, and you can see how many were sent, how many failed, and who's next. A failed send usually means a wrong number or someone who has blocked you; the campaign just carries on with the next person. If five sends fail in a row it stops and pauses itself, because that usually means WhatsApp is already slowing you down.

8. 08

   Pause and resume any time

   Pause finishes the current message, then stops. Your place is saved — even if you close the tab — and you resume from the Campaigns home.

   Read the narration

   You're always in control. Pause finishes the message it's on, then stops, and your progress is saved — you can close this tab, come back tomorrow, and press 'Resume paused campaign' on the home page. Nobody gets the message twice. Remember the campaign also pauses itself when the daily limit or quiet hours kick in, so don't be surprised to find a paused campaign waiting for you in the morning. 'Stop for good' ends the run after a confirmation.

9. 09

   All done — and a report

   You get the totals, and 'View detailed report' lists every recipient as delivered or failed. Campaign history keeps every run with a CSV download.

   Read the narration

   When it finishes you get a summary: sent, failed, and the total. 'View detailed report' opens the Reports page, which lists every single recipient with delivered or failed and the time. And Campaign history on the home page keeps every run, with a CSV you can open in Excel or Google Sheets.

10. 10

    You're ready

    Open the real Campaigns page and try a small run to yourself first. Message people who know you, vary your wording, and go slow on a new number.

    Read the narration

    That's the whole campaign flow. My honest advice for your first real one: keep it small, send it to people who already know you, and always test on yourself first. When you're ready, open the real Campaigns page from the button here — or take another tour.