WhatsApp Chatbot Flow Planner

A chatbot that tries to do everything does nothing well. The businesses with the best results on WhatsApp do not build a robot that sells — they build a receptionist that routes. Greet, qualify, capture the detail, and get a person involved at the right moment. Customers can smell a scripted dead end in two messages, and a flow that promises more than it can handle is worse than no chatbot at all. Planning the flow before building it is the difference between a bot that routes and a bot that frustrates.

The three parts of every step

Each step in this planner has a name, a prompt the bot sends, and an optional keyword trigger. A booking flow might look like: greet, ask which service (trigger: "book"), ask date and time, then hand over to a human to confirm. The keyword trigger means the step only fires when the customer's message contains a matching word; steps without triggers catch everything else.

Why small flows win

Keep it to a handful of steps. Every extra step is a place where a customer can drop out, and every branch doubles the testing you need to do. A flow that answers one question well — "what time can I come in?" — beats a ten-step monster that answers nothing completely.

Plan first, build second

The tool exports the flow as plain text and as JSON. The text version is for your team to agree on; the JSON is a spec a bot builder can import or implement. If you do not have a builder yet, the note under the output points to one that supports keyword triggers, AI replies and human handover.

Always plan the handover

Every flow needs an exit: a human sees the conversation when the bot reaches its limit. The flows that convert are the ones where the bot does the gathering and a person does the confirming.