Kyglu CRM is built around WhatsApp, but it works differently from bulk-messaging tools. This page explains how messages are sent and which messages go out automatically.
How sending works: click-to-chat
When you click a WhatsApp button in Kyglu CRM, such as Send WhatsApp or Open WhatsApp chat:
- Kyglu CRM fills in a message, usually from a message template, with the customer's real details.
- You check the message in the preview. If the template allows it, click Edit to change it.
- Click Send WhatsApp. WhatsApp opens on your phone or computer, in a chat with the customer, with the message already typed.
- You press send in WhatsApp.
Nothing is sent by Kyglu CRM itself. The message goes from your own WhatsApp, so the customer sees your number and can reply to you directly.
Kyglu CRM doesn't connect to your WhatsApp account, can't send bulk messages and can't send messages without you. If you need to reach many customers at once, see Scheduled Emails and App Notifications.
Where you'll find WhatsApp buttons
- The customer profile: Open WhatsApp chat and Quick messages
- Opportunities and follow-ups: Send WhatsApp
- Quotations, invoices and receipts: Send via WhatsApp sends a link to the document
- Appointments: a confirmation message after confirming, and a WhatsApp reminder from My Work
- The dashboard: follow-ups and payment reminders
Send a document as a PDF
On quotations and invoices you can tick Send as a PDF file so the customer gets the PDF in the chat instead of a link. Click Send PDF, then choose WhatsApp and the customer from your device's share menu.
The message is copied too, so paste it if WhatsApp leaves it out. If your browser can't share files, the PDF is downloaded so you can drag it into the chat.
Phone numbers
WhatsApp needs the full international number, including the country code. If a number looks like it's missing one, Kyglu CRM warns you before opening WhatsApp. Set your Default country code in Company Settings so numbers entered without one are filled in correctly.
Automated WhatsApp reminders
Kyglu CRM can send two kinds of WhatsApp message automatically:
| Message | When it's sent |
|---|---|
| Appointment reminder | The day before an appointment. One message per customer per day, listing all their visits that day. |
| Package expiring | 7 days before a package with sessions left expires, once per package |
These come from Kyglu's own WhatsApp number, not yours. Every message starts with your shop's name, so customers know who it's from. Customers can stop them with one tap.
Appointments booked in the Customer App are reminded by push notification instead. Customers also get their app login codes from the same Kyglu number.
Turn reminders on
Who can do this: Owner and Admin.
- Open Appointments and click Reminder settings.
- Under WhatsApp reminders, turn on:
- Remind customers the day before their appointment
- Tell customers when a package is about to expire
- Tick I confirm that my customers are told they will receive WhatsApp reminders.
- Save.
To stop reminders for one customer, edit the customer and turn off WhatsApp reminders.
Monthly allowance
Automated reminders count towards a monthly allowance that depends on your plan:
| Plan | Reminders per month |
|---|---|
| Trial | 5 |
| Starter | 200 |
| Pro | 500 |
| Business | 1,200 |
The reminder settings show how many you've used this month. When the allowance runs out, the Owner can buy more on the Billing page. Otherwise sending resumes on the 1st of the next month.
Click-to-chat messages you send yourself don't count towards the allowance.