Ella's Task WhatsApp Business Ready to start

Setting Up WhatsApp Business

Why we want it, how to set it up step by step, and the ready-made messages to paste in. Any questions at any point, just ask Nick.

Why We Think This Is A Good Idea

Katherine already uses WhatsApp as part of handling new enquiries: she asks people for photos of their windows and rough sizes, then has a call before deciding on a home visit. At the moment that all runs through her personal WhatsApp.

WhatsApp Business is a free, separate app made for exactly this. It gives the business its own professional profile (logo, opening hours, website link), automatic replies so nobody is left hanging, and labels so enquiries do not get lost in a long chat list. It keeps Katherine's personal number private. And later on, a business account can be connected to the wider systems we are building, so enquiries can be logged automatically.

With website enquiries running at their strongest ever, making this channel professional and organised is well worth a morning of your time.

First: The One Decision Before You Start

Which phone number will it use? This is the only genuinely important decision, so settle it with Katherine and Nick before doing anything in the app.

A WhatsApp Business account needs its own number. A number can only be registered to one WhatsApp at a time, so if Katherine's main number is already on her personal WhatsApp, registering it to the Business app would move it across. Do not do that without Nick agreeing first.
The cleanest option is usually a new SIM or eSIM (a few pounds a month) in the studio phone or a spare phone, used only for business WhatsApp.
Whatever is chosen, do not publish the new number anywhere yet. The public phone number on the website and Google must stay exactly as it is; Nick will handle adding a WhatsApp link to the website once the account is live.

Step By Step Setup

Download WhatsApp Business from the App Store or Google Play. It is the green icon with a 'B' in it, separate from normal WhatsApp, and both can live on the same phone.
Open it and register with the agreed business number. It will text or call that number with a code.
Business name: Katherine Brown Curtains and Blinds, spelt exactly like that. This is hard to change later, so type it carefully.
Category: choose something like 'Home Decor' or 'Home Goods'. Pick the closest match; it is not critical.
Fill in the profile: opening hours, the website (https://kbcurtainsandblinds.co.uk), and a one-line description, for example: 'Bespoke curtains and blinds, made in London. Send us a photo of your window and rough sizes to get started.'
Profile photo: use the proper logo, not a snapshot. Ask Nick and he will send you the right file.
Turn on two-step verification in Settings > Account, and keep the PIN somewhere safe. It protects the account from being hijacked.

The Clever Bits: Set These Up On Day One

All under Settings > Business tools. Ready-made wording below; feel free to polish it, but keep it warm and short.

Greeting message (sent automatically to anyone who messages for the first time):

Hello, and thank you for getting in touch with Katherine Brown Curtains and Blinds. To help us give you useful advice straight away, could you send a photo of your window and a rough width and drop? We will come back to you as soon as we can.

Away message (sent automatically outside opening hours):

Thanks for your message. The studio is closed at the moment, but we will reply as soon as we are back. If you would like a head start, send a photo of your window and rough sizes and we will pick it up first thing.

Quick replies (saved answers you insert by typing '/'). Set up at least these two:

/photos — Could you send a photo of the window taken from a few steps back, plus a rough width and drop in centimetres? Nothing needs to be exact at this stage.

/nextstep — Thank you, these are really helpful. The next step is a quick call with Katherine to talk through fabrics, style and a ballpark price. What day and time suits you?

Labels (colour tags on each chat, so nothing slips). Create: New Enquiry, Photos Received, Call Booked, Quoted, Going Ahead.

When It Is Live

Tell Nick, so the website and Google listing can get a WhatsApp button.
Agree with Katherine who checks it each day and how she wants handovers to work.
Keep every enquiry labelled. The labels are the whole system.

Stuck on anything? Message or call Nick at any point, no question too small. It is far better to ask than to guess, especially on the phone number decision.