How to Design a Workflow Engine That Runs in WhatsApp

Let’s be real: your team already runs workflows in WhatsApp.

They assign tasks in chat. They remind each other. They forward approvals. They update status manually.

But here’s the problem: it only works because of brute force. People are remembering, reminding, and repeating.

That doesn’t scale.

What if WhatsApp could run the workflows for you?

Not just chat. Not just notify. But actually drive structured, automated processes that assign, track, escalate, and complete.

Here’s how to design that engine — using BizMagnets.

1. Define the Trigger Points

Ask: what message or event should start the workflow?

• A customer sending "Help"
• A staff message with a keyword like "Approval Request"
• A booking confirmation
• A form submission through WhatsApp

With BizMagnets, these triggers can launch automated flows instantly — no coding needed.

2. Capture and Feed Data Seamlessly

Data entry doesn't have to be manual or delayed. With BizMagnets, data is captured via:

• WhatsApp forms
• Keyword-based conversations

Once captured, this data is instantly fed into your backend systems:

• CRM
• ERP
• Google Sheets

No manual copy-paste. No transcription errors. No rework.

This is instant digitization.

3. Assign Ownership

Every flow needs a responsible party. Not just "who's in the group" — but who's accountable.

Auto-assignment can be based on:

• Team logic
• Keywords
• Time of day
• Staff availability

BizMagnets makes this routing automatic.

4. Trigger Approvals or Reviews Once data enters your ERP or CRM, it doesn’t sit idle. BizMagnets routes it:

• To a manager for approval
• To a stakeholder for review
• To a department for next steps

The workflow has a life cycle — and the system drives it forward.

5. Add SLAs and Timers Workflows without timelines turn into reminders.

• Set deadlines based on task type
• Auto-remind before SLA breach
• Escalate if overdue

Now, follow-ups are baked into the system.

6. Capture Status, Notes, and Approvals Allow your staff to update status, add comments, or request help — all from WhatsApp.

BizMagnets records each update in the backend. So you get:

• Audit trail
• Real-time status
• Insight without micromanagement

7. Close the Loop Automatically Every workflow should have a closure condition:

• Task completed
• Booking done
• Issue resolved
• Customer responded

BizMagnets can auto-close tickets and trigger feedback or surveys post-completion.

8. Sync With Your Systems Whether it’s Google Sheets, a CRM, or an ERP — BizMagnets syncs data in real time. No duplicate entries. No silos. No rework. No human bottlenecks.

That’s Not Just a Chat Thread. That’s a Workflow Engine.

One your team already knows how to use. Because it runs on WhatsApp.

With BizMagnets, you don’t change how people communicate. You just make it operationally bulletproof.

Build workflows where work already happens.Inside WhatsApp. Powered by BizMagnets.