With nearly 3 billion users worldwide, WhatsApp is one of the most popular messaging apps in the world. It is loved by people for its user-friendly interface, convenience and familiarity. The love for WhatsApp is also evident with the statistic that around 140 billion messages are exchanged daily on this platform.
With such a massive user base, it’s a no-brainer for businesses to use this platform to connect with their customers. Using WhatsApp for business communication and marketing can help you enhance your customer engagement, reach, and sales.
In 2018, WhatsApp launched a separate platform for businesses to connect with their customers directly on this platform. So, it would be a good idea to establish your brand presence on the WhatsApp Business app and use the benefits provided by the platform to craft an effective communication strategy.
In this blog, we will explain how you can switch your personal account to a WhatsApp Business account and why you should consider doing so.
How to Change Whatsapp to WhatsApp Business Account?
Before diving into the process of converting your regular WhatsApp account to a WhatsApp Business account, verify that your business is a legally registered entity and you have the authority to represent your business on WhatsApp. Then you can start with the setup process that is detailed below:
1. Back Up Your Personal WhatsApp Account
Before making the switch, it’s crucial to back up your existing WhatsApp chats and data. Here’s how:
On Android:
- Open your regular WhatsApp Messenger app.
- Tap the three dots menu in the top right corner.
- Go to “Settings” > “Chats” > “Chat backup.”
- Choose a backup frequency (e.g., Daily, Weekly, etc.) or tap “Back Up.”
Important: Ensure you have enough space on your Google Drive to store the backup. You can choose to include or exclude videos from the backup to manage storage size.
On iPhone:
- Open your regular WhatsApp Messenger app.
- Go to “Settings” > “Chats” > “Chat Backup.”
- Tap “Back Up Now” or choose an automatic backup frequency.
- You’ll be prompted to choose where to store the backup (iCloud or local storage).
Important: If using iCloud backup, ensure you have enough storage available there.
2. Download and Install the WhatsApp Business App
- Download the WhatsApp Business app from the Google Play Store (Android) or App Store (iPhone).
- When you open the WhatsApp Business app for the first time, you’ll see a dialogue box with the terms of service.
- Read the terms and conditions carefully, then tap “AGREE AND CONTINUE” to proceed.
3. Verify Your Business Phone Number
- Once you agree with the terms, follow the on-screen prompts.
- Enter the phone number you want to use for your business account.
- WhatsApp will send a verification code via SMS or call to that number.
- Enter the verification code to complete the registration.
4. Sync Contacts and Photos
- During the setup process, WhatsApp Business will ask for permission to access your contacts, media gallery, and files.
- Granting access allows the app to sync your contact list and media with the business account.
- Tap “Allow” to proceed.
5. Restore Your Chats (Optional)
During the initial setup, WhatsApp Business will prompt you to restore your chat history from the backup you created earlier.
Note: Restoring chats is optional. You can choose to start fresh with the business account.
6. Number Registration and Business Profile Setup
Once verified, you’ll be guided through registering your business details:
- Enter your business name.
- Choose a business category that best describes your company.
- Craft a short description of your business that showcases your brand identity and gives customers all the information they need to reach you, such as phone number, website, email, etc.
- Add your business address.
- Set your business hours.
- Upload a profile picture and cover image for your business.
This information will be visible to your customers in your WhatsApp Business Account.
7. Inform Your Contacts About the Switch and Start Chatting
Let your contacts know you’ve transitioned to a WhatsApp Business account.
Here are some communication strategies:
- Send a broadcast message explaining the switch and highlighting the benefits for them (e.g., easy communication, faster response times, etc).
- Update your WhatsApp status with a message about the change.
- Consider creating a group announcement (if applicable) for relevant groups.
- Personally notify important contacts who may need the updated information.
With your business profile complete and contacts informed, you’re ready to start chatting with your customers and use the features of WhatsApp Business.
Can You Use The Same Number for WhatsApp and WhatsApp Business?
If you prefer to keep your personal and business WhatsApp accounts separate, you can’t simply convert your existing number to a Business account. A single phone number can only be linked to one WhatsApp account at a time (either personal or business).
So, you’ll need to acquire a new phone number specifically for your WhatsApp Business account.
Now, let’s dig into why all this effort of converting accounts is absolutely worth it.
Benefits of Switching Your WhatsApp to a Business Account
Switching your regular WhatsApp to a WhatsApp Business account comes with a range of features designed to enhance your customer communication and streamline your business operations:
Professional Business Profile
With WhatsApp Business, you can create a dedicated business profile that showcases your brand identity and provides key information to your customers. This includes your business name, category, description, contact details (website, address, etc.), and visual elements like a profile picture and cover image.
This information answers some of your customers’ major questions: how to find you, when to find you, and where to find you.
Automated Greeting Messages
When you change to a WhatsApp Business account, you can set warm and friendly automated greeting messages to welcome your customers. This sets a positive first impression and lets them know they’ve reached the right place.
You can use the greeting message to showcase special promotions, new product launches, or frequently requested information like store hours or website links. This keeps customers informed from the start and reduces the need for repetitive explanations.
Away Messages
It is impossible to always be available, and that is where Away Messages can help. You can set clear and informative away messages to let customers know when you’re unavailable, such as during non-business hours or public holidays. This prevents frustration and sets clear expectations.
Also Read: A Short Guide to WhatsApp Auto Reply
Organized Chat Management
WhatsApp Business allows you to use Labels to categorize your chats with customers. This helps your team stay organized and manage conversations efficiently. Using the feature, your team can categorize customer chats with tags like “New Inquiry” or “Loyal Customer.”
With labeled chats, you can prioritize messages, search conversations efficiently, and even broadcast targeted campaigns to specific customer groups.
Quick Replies
Using WhatsApp Business, you can save time and respond to frequently asked questions efficiently with pre-written Quick Replies. You can set custom shortcuts to easily insert these replies during chats, allowing for faster and more consistent customer service.
Broadcasting
A very handy advantage you get with WhatsApp Business is the ability to reach a large audience of customers at once with Broadcast Lists. You can use this feature to keep your customers informed about promotions, announcements, or updates.
Verified Badge
This badge signifies that your account has been confirmed by WhatsApp to be a legitimate business, increasing brand credibility and customer confidence.
Also Read: Easy Steps to Get the Green Tick Verification on WhatsApp
Analytics
Switching to the WhatsApp Business account gives you access to valuable insights into your customer interactions. You can track metrics like the number of messages sent, delivered, read, and received. This data helps you understand what resonates with your audience and allows you to refine your communication strategy for better results.
So, WhatsApp Business can help you look more professional, streamline communication, and keep everything organized.
Enhance WhatsApp Business with TimelinesAI
While WhatsApp Business offers a robust set of features, TimelinesAI can further help you level your business:
Streamlined Teamwork: TimelinesAI helps eliminate communication blind spots with a shared inbox. This centralized source of communication enhances team collaboration and helps provide efficient customer service.
Automated Responses: TimelinesAI lets you set up ChatGPT autoresponders to answer FAQs and keep conversations flowing anytime.
Effortless CRM Integration: Connect your WhatsApp Business account to popular CRM systems like Pipedrive, Hubspot, Zoho, monday.com, and Salesforce for a unified workflow.
Targeted Broadcast Messaging: Send bulk messages to specific customer segments based on past interactions.
When you choose TimelinesAI, you are empowering your business to deliver exceptional customer experiences on WhatsApp.
Tips and Tricks to Maximize Your WhatsApp Business Account
Here are some practical tips to optimize your customer interactions using WhatsApp Business:
- Craft a Compelling Profile: Create a professional profile that clearly communicates your brand identity and value proposition.
- Utilize Greeting Messages: Set informative welcome messages to greet new customers, showcase promotions, or highlight frequently requested information.
- Respond Promptly: Strive for fast response times to build trust and demonstrate customer responsiveness. Consider setting auto-replies during off-hours to manage expectations.
- Go Beyond Text: Use rich media content like images, videos, and GIFs to enhance your communication and make your messages more engaging.
- Run Engaging Campaigns: Consider running interactive campaigns like contests, quizzes, or polls to boost engagement and brand awareness.
- Offer Excellent Customer Support: WhatsApp is a great platform to provide personalized and responsive customer support. By being attentive and helpful, you can build trust and loyalty with your customers.
Scaling Communication for Larger Businesses: WhatsApp Business API
While the WhatsApp Business app is a great solution, medium and large enterprises with a high volume of customer interactions can benefit from WhatsApp Business API.
The WhatsApp Business API integrates with your existing business systems and allows you to use features like chatbots, advanced automation, and advanced analytics. This blog will give you a good idea about WhatsApp API’s features and capabilities.
Conclusion
Switching your regular WhatsApp account to a WhatsApp Business account is a great way to improve your customer engagement and service delivery. With features like automated greeting messages, quick replies, and broadcast lists, you can save time, respond to customers faster, and keep them informed.
Rest assured, if you are looking for a platform that can help you handle communication smoothly, schedule a demo with TimelinesAI and let our experts show you how our platform can streamline your needs.
Frequently Asked Questions: FAQs
Q. Can I convert my WhatsApp to a business account?
A. Yes, you can convert your existing WhatsApp account to a WhatsApp Business account. It’s a free and relatively straightforward process. However, you’ll need to use a different phone number for your business account than your personal WhatsApp.
Q. What is the difference between WhatsApp and WhatsApp Business?
A. Both are messaging apps, but WhatsApp is designed for personal communication, while WhatsApp Business offers additional features specifically geared towards businesses. These features include creating a business profile, setting automated greetings and away messages, organizing chats with labels, and showcasing products with a catalog.
Q. Will I lose chats if I switch to WhatsApp Business?
A. No, switching to WhatsApp Business shouldn’t cause you to lose your existing chats. However, it’s always a good idea to back up your chats before making any significant changes.
Q. Is WhatsApp Business free?
A. The WhatsApp Business app itself is free to download and use for basic features. However, the WhatsApp Business Platform, designed for larger businesses with more advanced needs, has a fee structure based on the number of conversations you have.
Why do people switch to WhatsApp Business?
A. Businesses switch to WhatsApp Business to take advantage of features that enhance customer communication and experience. These features allow them to create a professional presence, respond to inquiries efficiently, showcase products, and ultimately drive sales.
Q. What are the disadvantages of a WhatsApp Business account?
A. While the WhatsApp Business app is free, high message volume or advanced features like chatbots might incur costs through the WhatsApp Business Platform or API. This can limit its usefulness for larger businesses.
