Founder & operator workflows

WhatsApp community onboarding bot workflow

Every new community member asks the same 5 questions and you answer them at 11pm.

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Audience
Founder & operator workflows
Problem
Every new community member asks the same 5 questions and you answer them at 11pm.
Outcome
New members get a consistent welcome, a clear path to the next event, and your phone stays calm.
Tools used
  • WhatsApp Business or community bot
  • Pinned community FAQ
  • Spreadsheet for unanswered questions
Time required
2 hours to draft · 1 week of human review before going live
Difficulty
Medium

Steps

  1. Write the 5 questions you actually answer most weeks — exact phrasings, not paraphrases.
  2. Write canonical answers in the community's voice. Each answer must say what the human admin will do next.
  3. Configure the bot to respond only to message patterns you've reviewed. New patterns escalate to the human.
  4. Run a dry-run week where the bot proposes replies to the human admin before sending.
  5. Go live with a clearly stated 'I'm the community AI host, an admin will jump in if needed' opener.

Example output

New member asks 'when is next session?' Bot replies with the upcoming session, RSVP link, and tags admin if member asks anything off-script.

Human-review point. Human admin must approve every new response pattern for the first 14 days. AI never decides who joins, who leaves, or moderation actions.
Privacy notes. Do not log raw member messages with phone numbers attached. Store only event types and counts. Never send member content to a third-party LLM without redaction.

Fork and remix ideas

  • Use for resident communities, alumni groups, or product-user channels.
  • Add an event RSVP capture flow.
  • Add a weekly digest summarizing pending admin questions.
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