I need help with whatsapp automation reminder system

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:white_check_mark: Meeting Reminder Automation via WhatsApp:

  • After a client books a meeting (date and time fixed), WhatsApp reminders should be automatically sent:
    • 3 days before → Reminder message (with client’s name, date, and time).
    • 2 days before → Reminder message.
    • 1 day before → Reminder message.
    • 1 hour before meeting → Send a confirmation message:
      • Message: “Are you available for the meeting scheduled at [time]? If yes, we’ll proceed. If you want to reschedule, click here.”

:white_check_mark: Meeting Confirmation Handling:

  • If client says YES → Proceed with the meeting as planned.
  • If client wants to RESCHEDULE:
    • Ask for new date/time.
    • Save new details.
    • Automatically generate a new meeting link 1 hour before the newly rescheduled meeting.

:white_check_mark: Post-Meeting Handling (if client says NO to service/product):

  • Save their status as “Not Interested” but keep them in the database.

:white_check_mark: Client Onboarding Trigger:

  • Whenever any new client is onboarded (successful sale or signup):
    • Automatically send a WhatsApp message to the “Not Interested” list.
      • Message Example: “Another customer just onboarded! [Customer Name] joined us today. Why haven’t you? Let’s connect!”

:white_check_mark: 6-Month Follow-up Clients:

  • If after cold call a client says, “Call after 6 months”:
    • Save their status with a “6-month follow-up” tag.
    • Still send the “New Client Onboarded” WhatsApp messages occasionally, even before their 6-month callback date.
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I would build this as two workflows rather than one long workflow with multiple Wait nodes.

1. Reminder scheduler

  • Store each appointment in a database or Google Sheet with appointment_id, contact, timezone, start time, status and consent.
  • Create reminder records for 3 days, 2 days, 1 day and 1 hour before the appointment.
  • Run a Schedule Trigger every 5 minutes, fetch reminders that are due and unsent, then send the approved WhatsApp template.
  • Before sending, re-fetch the appointment and stop if it was cancelled, rescheduled or already handled.
  • Use appointment_id + reminder_type as an idempotency key so retries cannot send duplicates.

2. WhatsApp reply handler

  • Receive replies through a WhatsApp webhook.
  • Normalize YES, NO and RESCHEDULE responses.
  • YES updates the appointment to confirmed.
  • RESCHEDULE asks for a new time, validates it, updates the calendar/database and regenerates the reminder records.
  • NO updates the lead status without deleting the contact.

I would avoid using one execution that waits for days because appointment changes become harder to manage. A dispatcher that checks persisted reminder records is easier to retry, audit and cancel.

Also keep two safeguards in place:

  • Use approved WhatsApp templates when messaging outside the customer-service window.
  • Only send promotional “new customer joined” messages to contacts who explicitly opted in. “Not interested” should not automatically mean consent to future marketing.

Start with the scheduler and reply handler as separate workflows, then add the six-month follow-up as another due-date record using the same dispatcher.