Quick replies: answer in one click

What the tour covers, step by step

Save the messages you send every day — text, photos, files — and fire them into any chat from the ⚡ button.

1. 01

   Your library of ready answers

   Every reply you send more than twice belongs here. The board shows one column per category; 'New quick reply' starts a new one.

   Read the narration

   Welcome to Quick replies. Think about the messages you type over and over — opening hours, your price list, 'thanks for your order'. Each of those belongs here, so next time it's one click instead of two minutes of typing. The page is a board: one column per category, plus Uncategorised for anything you haven't filed yet. Everything starts with the New quick reply button. This is a practice copy, so click around freely.

2. 02

   Give it a title and a category

   The title is what you'll see in WhatsApp, so make it obvious — 'Welcome message', not 'msg1'. The category decides which column it lives in.

   Read the narration

   The editor opens at the top of the page. First, a title — this is what you'll see in the list inside WhatsApp, so make it obvious: 'Welcome message', not 'message one'. Then a category, which is simply the column the card will live in. I've picked Greetings. The two tabs on the left — Steps and Script chain — are two ways to build a reply; we'll use Steps, which is the normal one.

3. 03

   A reply is a list of steps

   Step one is a text. '+ Add step…' offers every kind WhatsApp can send: text, image, video, audio (voice note), document, sticker, contact, list, timer. Text goes out exactly as written — there are no name placeholders.

   Read the narration

   A quick reply is a list of steps that go out one after another. Step one here is plain text: 'Hi! Thanks for reaching out to Fresh Bakes — how can I help you today?'. The plus Add step menu offers every kind of thing WhatsApp can send: text, image, video, audio — including voice notes — documents, stickers, a contact card, a list, and a timer for a pause. One honest note: the text is sent exactly as you wrote it. Quick replies don't fill in the customer's name for you, so keep the wording general — 'Hi!' rather than 'Hi Maria'.

4. 04

   Add a photo, pace it, save

   'Attach media…' turns each file into its own step; inside a media step choose Upload or Library (reusing library files keeps storage small; 12 media steps max). A timer step adds a natural pause. Then Save.

   Read the narration

   Now a picture. Press Attach media and every file you choose becomes its own step — here I've added the catalogue image with a caption. Inside a media step there are two tabs: Upload a new file, or Library, which lists everything you've already uploaded. Picking from the Library is the smart habit, because the same photo is then shared by all your replies instead of being stored again and again. There's a limit of twelve media steps per reply, which is plenty. I've also added a timer — 'Wait three seconds' — so a multi-part reply lands like a person typing, not a machine firing. The arrows reorder steps, the cross removes one. When it looks right, press Save.

5. 05

   What a saved card offers

   The card shows its type pill, the step count and a category dropdown. Send asks for a number; Edit steps reopens the editor; Copy duplicates; Delete asks first. Click the title to rename it in place.

   Read the narration

   Saved. The new card sits in the Greetings column. The pill shows its type — a mix of steps is called an automation — and you can see it has three steps. The dropdown moves it to another category without opening the editor. Along the bottom: Send asks for a phone number and sends the reply right now; Edit steps reopens the editor; Copy duplicates it so you can make a variation; and Delete asks before removing. Click the title itself to rename it in place.

6. 06

   Categories keep it findable

   Categories are colour-coded folders — 'Greetings', 'Prices', 'After-sales'. Create them on the Categories page. Deleting one leaves its replies uncategorised, never deleted.

   Read the narration

   Categories are the folders for your replies, each with a colour. The Categories page is where you create them: type a name, pick one of the preset colours or your own, press Add. You can reorder them — that changes the column order on the board — and the pill shows how many replies use each one. If you ever delete a category, its replies are not deleted; they simply drop into Uncategorised, and the confirm dialog tells you how many.

7. 07

   In WhatsApp: the ⚡ button

   Above the message box in WhatsApp Web there is a ⚡ InboxCRM tools button. It opens a small menu: AI assistant, Notes, Quick replies, Schedule message, Follow-up / reminder.

   Read the narration

   Now the part you'll use every day. In WhatsApp Web, just above the message box, InboxCRM adds a small lightning button — the tools menu. Click it and a menu grows upward with five shortcuts: AI assistant, Notes, Quick replies, Schedule message, and Follow-up. Quick replies is the one we want. You can also right-click any chat in the list and choose 'Send quick reply' — same result, without opening the chat.

8. 08

   Click a reply to send it

   The chat-tools panel opens on the Replies tab. One click on a reply sends every step to the open chat; the pencil inserts a text-only reply into the message box instead, so you can edit before sending.

   Read the narration

   The chat-tools panel slides in on the Replies tab, listing every quick reply with its step count. One click sends the whole thing to the chat you have open — text, then picture, then the pause — and a small confirmation tells you how many steps went out. For text-only replies there's also a pencil icon: that inserts the text into the message box without sending, so you can add the customer's name or tweak a word first. That's the trick for making a general reply feel personal.

9. 09

   The Media library

   One shared store for images, videos, audio and documents, used by quick replies, chatbot flows and campaigns. Upload once, reuse everywhere. Each tile shows 'Used by N' or 'Unused'.

   Read the narration

   Last stop: the Media library. This is the one place your images, videos, audio and documents live, shared by quick replies, chatbot flows and campaigns. Upload a file once, and reuse it everywhere. Each tile tells you where it stands — 'Used by three' or 'Unused' — so you can clean up safely. Click a thumbnail to preview, click the name to rename. The recommended size is fifty items; you can go past it, but keeping it tidy keeps the extension fast.

10. 10

    Save your first five

    Open the real Quick replies page and save the five messages you type most. Then try the ⚡ button in WhatsApp — the Insert pencil lets you personalise before sending.

    Read the narration

    That's quick replies. A good first move: open the real page and save the five messages you type most often — even plain text ones pay off immediately. Then open any chat in WhatsApp, press the lightning button, and send one. When you're ready, continue with the Scheduling tour.