A broadcast in Chatflow allows you to send messages to a predefined contact list. Follow the steps below to create and manage your broadcast efficiently.
Type of Broadcast
Choose how you want to send your WhatsApp messages:
- Broadcast Campaign
Send template-based messages in bulk to a predefined contact list. Ideal for promotions, announcements, and scheduled updates.
2) API Campaign
Trigger WhatsApp messages programmatically via API requests to one or multiple contacts. This method is best suited for transactional alerts or event-driven messages.
Steps to Create a Broadcast Campaign
1. Login to Chatflow
Log in to your Chatflow account using your credentials.
2. Navigate to the Broadcast Module
On the left-side menu, click on the Broadcast module to access the broadcast campaign section.
3. Create a New Broadcast Campaign
Click on the Add Broadcast button to initiate a new broadcast campaign.
Fill in the required details based on your campaign needs:
- Broadcast Type: Select Broadcast Campaign.
- Broadcast Name: Provide a descriptive name for the broadcast.
- Contact List: Choose the list of recipients for the broadcast.
Refine Audience (Optional)
The Refine Audience (Optional) section allows you to control which contacts should be excluded from receiving the broadcast. This helps in sending messages only to the most relevant audience.
Options Available
You can exclude entire contact lists from the broadcast.
- Supports multi-select dropdown
- Displays contact count with each list (e.g., Customers (120))
- All contacts within selected lists will be skipped
You can exclude individual contacts from the broadcast.
- Search by name or mobile number
- Displays suggestions when the field is focused
- Supports real-time search
This option allows you to skip contacts who are currently within an active WhatsApp conversation window.
- Available for Pre-approved Template Messages only
- When enabled, contacts with an active 24-hour session will not receive the broadcast
How It Works
- The selected Contact List defines the base audience
- Any contacts or lists selected in the Refine Audience section are excluded from that base audience
- The final broadcast is sent only to the remaining eligible contacts
Excluded contacts and lists are not included in the broadcast delivery.
5. Select Message Type
Choose the type of message you want to send:
Pre-Approved Template Message
- Select a pre-approved template to send to your contacts.
Regular Message
You can send various types of messages, including text, audio, video, image, or file. Below are the mandatory requirements based on the message type:
- Text Message: Message body is required.
- Image Message:
- Image URL (Size < 5 MB, Formats: .png, .jpeg) is required.
- File Message:
- Document URL (Size < 100 MB, Formats: .pdf, .doc, .txt) is required.
- File Name is required.
- Video Message:
- Video URL (Size < 10 MB, Format: .mp4) is required.
- Audio Message:
- Audio URL (Size < 16 MB, Format: .mp3) is required.
6. Send a Test Message (Optional)
You can test your broadcast by sending a test message before finalizing the campaign. Ensure that you enter a valid username and phone number (with country code).
7. Schedule or Send Instantly
You have the option to schedule the broadcast or send it instantly:
- Schedule for Later: Select "Yes" and specify the date and time for the broadcast.
- Send Instantly: Select "No" to send the broadcast immediately to the selected contact list.
8. Create the Broadcast
Once all the required details are filled, click on the Add Broadcast button to create the campaign.
Chat Status Information:
- If a contact's chat status is not AI Assistant, it will change to Pending after the broadcast.
- If a contact's chat status is AI Assistant, it will remain AI Assistant status after the broadcast.
Steps to Create an API Campaign
1. Login to Chatflow
Log in to your Chatflow account using your credentials.
2. Navigate to the Broadcast Module
On the left-side menu, click on the Broadcast module to access the API campaign section.
3. Create a New API Campaign
Click on the Add Broadcast button to initiate a new API campaign.
4. Select the Broadcast Type as API campaign
Click the Select Broadcast Type dropdown, then choose API Campaign from the available options.
Fill in the required details based on your campaign needs:
- Campaign Name: Select the name of your campaign as per your requirements.
- Select Template: Select the pre-approved template from the drop-down list.
6. Create the Broadcast
Once all the required details are filled in, click on the Add Broadcast button to create the API campaign.
Chat Status Information:
- If a contact's chat status is not AI Assistant, it will change to Pending after the broadcast.
- If a contact's chat status is AI Assistant, it will remain AI Assistant status after the broadcast.
7. Once the Broadcast is added, it will be in LIVE status
Once the Broadcast is added, it will appear with a LIVE status in the broadcast table. You can click on the Test Broadcast button to view the JSON, cURL, or to test the broadcast.
The Broadcast Table will display the status of each broadcast, allowing you to easily monitor its progress.
Broadcast Table & Statistics
Once you create a broadcast, it will appear in the Broadcast Table within the application. This table displays the list of all broadcasts along with their status and detailed statistics.
Table Columns
- Date/Status: Shows when the broadcast was created and whether it is Sent, Failed, Scheduled, or Live.
- Broadcast Name/Type: The name you assigned to the broadcast and whether it was a Manual or API broadcast.
- Message Type: The template or message format used (e.g., text, image, video, order confirmation template).
- Scheduled Broadcast/Source: Whether it was sent instantly or scheduled, and which user created it.
- Test Broadcast: Option to send or view test messages before finalizing.
- Broadcast Stats: Click the View Stats button to access detailed broadcast analytics and management options.
Broadcast Stats
Each broadcast also includes real-time statistics to help you measure performance:
- Sent: The number of contacts to whom the broadcast was successfully sent.
- Delivered: The number of contacts who successfully received the broadcast.
- Read: The number of contacts who opened and read the broadcast message.
- Failed: The number of contacts to whom the broadcast failed to be delivered due to issues such as invalid numbers or template errors.
Valid Failed: Failed contacts with valid numbers (can be resent)
Invalid Failed: Failed contacts with invalid numbers (cannot be resent)
- Pending: The number of contacts for whom the broadcast message is still in progress and awaiting sent confirmation from the messaging provider. These messages have not yet been confirmed as successfully sent or failed.
- Ignored: The number of contacts outside the 24-hour window, to whom the broadcast was not sent and were ignored during the sending of the broadcast.
Receivers List:
Displays the name of the contact lists associated with this broadcast.
Export Feature
The Export button allows you to download broadcast data in CSV format:
- Export works for all statuses and filters (All, Sent, Delivered, Read, Failed, Ignored).
- Failed export separates Valid Failed and Invalid Failed, including failure reasons.
Resend Feature
The Resend button allows you to retry sending to failed contacts:
- Only Valid Failed contacts can be resent
- Invalid contacts are automatically excluded from resend
- Creates a new broadcast with prefix [Retry 1]
- Resend is scheduled to go live after 12 hours
- Maximum 2 retries allowed per broadcast
- After second retry, "Resend limit reached" message appears
Product Launch Update → [Retry 1] Product Launch Update → [Retry 2] Product Launch Update → Resend limit reached
Important Cases
Case 1: Broadcast Stats Show Zero
Broadcast stats show zero only if all chats linked to the contacts in the broadcast list are deleted. Deleting the contact list alone does not reset the stats.
Case 2: Resending to Failed Contacts
When resending, contacts deleted from the list will not be included in the resend, even if they were previously valid.
Case 3: View Stats Button Disabled
The View Stats button is disabled if the broadcast is scheduled. You can view broadcast stats only once the broadcast goes live.
Case 4: Resending Restriction
You cannot resend the broadcast immediately. It will be scheduled to resend 12 hours later and will go live after 12 hours.
Additional Note on Resending
If a broadcast has already been resent once, it cannot be resent from the original broadcast. The system creates a new broadcast with the prefix [Retry 1] or [Retry 2], with a maximum retry limit of 2.
Broadcast Statuses and Their Definitions
- Live: Broadcasts that are currently in progress and being sent to recipients.
- Sent: Broadcasts that have been successfully delivered to recipients.
- Scheduled: Broadcasts that are set to be sent at a designated future time, but have not yet been delivered.
- Failed: Broadcasts that could not be delivered successfully due to errors, such as invalid numbers, issues with the message template.
- Stopped: Broadcasts that were manually ended before completion, stopping further messages from being sent.
- Paused: Broadcasts that are temporarily stopped and can be resumed later. No messages are sent during the pause.
Editing a Scheduled Broadcast
If a broadcast is scheduled for a future date and time, you can update the message type before it is sent.
Steps to Edit a Scheduled Broadcast
- Navigate to the Broadcast Module from the left-side menu.
- Locate the broadcast with Scheduled status in the broadcast table.
- Click the Edit option for the scheduled broadcast.
- In the Edit WhatsApp Broadcast screen, update the Message Type as required:
- Pre-approved Template Message – Select a different approved template.
- Regular Message – Modify the message content or media if needed.
- Click Update Broadcast to save the changes.
Note:
- Only the Message Type can be updated for a scheduled broadcast.
- Other fields such as Broadcast Name, Contact List, and Broadcast Type cannot be modified after the broadcast is created.
- Editing is allowed only while the broadcast status is Scheduled. Once the broadcast becomes Live or Sent, it cannot be edited.
Conclusion
By following these steps, you can successfully create and manage a broadcast campaign & API campaign. Ensure that all required fields are correctly filled for a smooth broadcasting experience.
