Create a new Campaign

Create an outbound WhatsApp or SMS campaign in three steps: set up the campaign and its message, choose the recipients, then schedule when it sends. The same window is used to edit a scheduled campaign or clone an existing one.

The window is organised as three numbered tabs: Setup & message, Recipients, and Schedule & options. Each tab's number changes to a checkmark once that step is complete, and the hint at the bottom of the window always tells you what is still needed (or, when everything is ready, how many recipients will be sent to). The Create Campaign button stays disabled until every step is complete.

Note

You can open several campaign windows at once, for example to create two campaigns side by side. Closing a window with unsaved changes asks for confirmation first.

Permission Required

Campaigns need the Campaign permission. See Roles and Permissions.

Setup & Message

Name the campaign, choose the chatbot that will send it, and compose the message: a text message for SMS chatbots, or an approved template for WhatsApp chatbots. The chatbot determines the channel, the sending number, and which flow handles replies.

Name the Campaign and Choose a Chatbot

Every campaign needs a name and a sending chatbot.

Steps:

1. Enter a name in the Campaign Name field.
2. Select from the Choose the Chatbot dropdown. Only active WhatsApp and SMS chatbots are listed. A WhatsApp number that is also used in an agent's WhatsApp Business app (Coexistence) is left out, because it can't send campaigns.

Result: For a WhatsApp chatbot, badges appear under the dropdown showing the number's current Meta quality rating (High, Medium, or Low) and its daily sending limit (from 250/day up to Unlimited). The chatbot's flow is also shown. If you have flow-editing access, click the flow name to open it in the Flow Editor.

Write an SMS Message

For an SMS chatbot, type the message to send. A live counter above the box shows the character count and how many SMS parts the message will be billed as.

Steps:

1. Type your message in the Text Message to Send field.
2. Optionally personalise it with numbered variables ({{1}}, {{2}}), which are filled per recipient from your data on the Recipients tab. Variables must start at {{1}} and run consecutively with no gaps.

Choose a WhatsApp Template

For a WhatsApp chatbot, pick which of the number's Meta-approved templates to send. A phone mockup shows a live preview of the selected template.

Steps:

1. Click the Choose WhatsApp Template button.
2. Select a template in the picker and click Select Template.

Result: The template appears in the phone preview exactly as recipients will see it, including media and buttons.

Recipients

Choose where the recipients come from. Four sources are available: upload a CSV (or paste numbers), build an audience from your own Convrs chatbot contacts, import a HubSpot List, or filter your Salesforce contacts and leads. If the message contains variables, this tab is also where you map each variable to a data column, with a per-recipient preview of the finished message.

For a WhatsApp chatbot, choose the template first. Until you do, this tab shows a prompt in place of the sources. Whichever source you use, every phone number needs its country code. See Phone Number Formats below for what is accepted.

Upload a CSV or Paste Numbers

The default source, shown as the Upload CSV card. Paste phone numbers into the form, or upload one or more CSV files.

Steps:

1. To paste numbers, type or paste them into the List of numbers box with a comma between each one. Numbers on separate lines with no commas between them are read as one long number, which is invalid.
2. To upload, drag CSV files onto the drop zone, or click it to browse. You can add several files. Duplicate numbers are removed automatically.

Result: A file with a single column of numbers is added to the List of numbers box, leaving out a heading such as "Phone" in its first row. A file with more than one column opens the mapping table instead (see Map CSV Columns below). The line under the drop zone says how many numbers were added and how many duplicates were removed.

Map CSV Columns

After you upload a file, the table under Preview & personalise links its columns to the recipient number, the message variables and the recipient's contact details. You get this table whenever the message contains variables, and whenever a file has more than one column.

Steps:

1. Check that Recipient number is set to the column that holds the phone numbers. The form picks it for you, marked auto, when the column heading contains Phone, Mobile, Cell or WhatsApp. Otherwise choose it from the list.
2. For each {{n}} variable, choose a column, or choose Fixed value… to send the same text to everyone. Agent name and Agent email fill in your own details. When you choose a column, the box beside it takes an optional fallback, used for any row where that column is blank.
3. If the template has a copy-code or link button that changes per recipient, map its value the same way. A copy code can be at most 15 characters.
4. Optionally, under Update Convrs User details (optional), choose columns to copy into each recipient's name, email or notes. These are saved to the contact when you create the campaign. The Email row only appears if you have the ShowUserEmail permission. See Roles and Permissions.
5. To add more recipients, drop further files onto the drop zone. Each file must have the same column headings, in the same order, as the first. A file that doesn't match is listed as skipped and is not added.

Result: The preview beside the table shows the finished message for one recipient at a time. Use its arrows to step through the rows and check the personalisation before you create the campaign. Source data, below the preview, lists every column for that recipient, marks the ones that feed the message, and flags a value that is blank or has extra spaces. The line under the preview counts the recipients ready to send, the rows that will be skipped because the number or a variable value is blank, and the duplicates removed.

Prepare a CSV File

Any spreadsheet program can save a CSV file. Check these settings before you upload, because a file that is read wrongly can leave every number invalid.

Phone Number Formats

Write every number in international format. That means a + sign, the country code, then the number without its leading 0. Convrs reads the country from the code, and the country sets the time zone used for the daily send window.

Build an Audience from Convrs

Filter the selected chatbot's own contacts into an audience. No file is needed.

Steps:

1. Select the Build from Convrs source card.
2. Add filters from the palette: User tag, Status, Country, First seen, Last inbound and Last outbound. Each condition you add narrows the audience further.
3. Check the switches under Always applied. Has a phone number, Not opted out of marketing and Not chatting to an agent are all on by default. Turn one off only if you mean to include those people.
4. If the message has variables, map each one to a contact field in the table under Preview & personalise, for example first_name.

Result: The matching-contact count updates live as you build. A sample of up to 25 recipients appears beside the table, so you can check each one's finished message. The full audience is worked out fresh when the campaign is created.

Import from HubSpot

Use a saved HubSpot contact List as the recipient list.

Steps:

1. Select the Import from HubSpot source card.
2. Select from the Choose a HubSpot List dropdown. Each entry shows the list's name, size, and whether it is Active or Static.
3. Optionally add extra HubSpot contact fields under Additional fields. Standard fields (name, phone, email, company…) are always included.
4. Map the phone number and any message variables in the preview table. The number starts on the contact's mobile phone. A contact with no mobile phone falls back to their other phone number.

Result: A 25-contact sample previews the mapping. The list's full membership, up to 100,000 contacts, is resolved when the campaign is created. Sampled contacts with no phone number are counted and will be skipped.

Import from Salesforce

Filter your Salesforce Contacts or Leads into an audience. Enterprise plan only.

Steps:

1. Select the Import from Salesforce source card.
2. Under Audience of, choose Contacts or Leads, then add filters, including your own custom Salesforce fields. Two switches are on by default: Has a mobile number and Not opted out (DoNotCall).
3. Optionally add extra Salesforce fields under Message fields to personalise the message. Name, email and phone are always included.

Result: The live record count and a 25-row preview sample update as you build. The full audience is resolved from Salesforce when the campaign is created, and can be at most 10,000 records.

Schedule & Options

Set the daily send window, decide when the campaign goes live, and adjust the optional sending behaviours.

Set the Send Window and Go-Live

Control when messages are sent each day and when the campaign starts.

Steps:

1. Set the Start Time and End Time of the daily send window. They start at 09:00 and 18:00. Each recipient is only messaged between these hours, in their own time zone. The end time must be after the start time, so a window can't run past midnight.
2. Under Go-live, choose Start manually (launch it yourself from the campaign list) or Schedule a start date & time.
3. If scheduling, pick the date and time (shown in your own time zone). It must be in the future and at most 2 months ahead.

Sending Options

Optional behaviours applied as each recipient is messaged.

Create the Campaign

Once all three steps show a checkmark, the button in the footer becomes available. Its label reflects what will happen: Create Campaign, Schedule Campaign (when a start is scheduled), Save Changes (when editing), or Create Clone (when cloning).

Steps:

1. Check the footer hint. When ready it summarises the recipient count.
2. Click the Create Campaign button.

Result: The window closes once Convrs accepts the campaign. It appears in the campaign list as Preparing while its recipients are processed, then becomes Available (start it manually) or Scheduled. If Convrs can't accept it, the window stays open with your work intact so you can retry.

Editing and Cloning

The same window opens when you edit a scheduled campaign from the Campaigns list or clone an existing one from the Campaign Results window. Its title then reads Edit Campaign or Clone Campaign. In both cases the chatbot and the recipients are fixed. The recipient step shows a note with the count instead of the source picker. To change the recipients, delete the campaign and recreate it.

• Editing is only available while a campaign is Scheduled (it hasn't started sending). You can rename it, re-pick the template or message, adjust the send window, schedule, and options. If the campaign starts while you are editing it, saving tells you so and nothing is changed.
• Cloning copies the source campaign's recipients into a new campaign named "Copy of …". It is set to start manually, and you can schedule it instead. If you have filtered or searched the recipients in Campaign Results, only the matching recipients are copied. This is how you retarget (for example, re-message everyone who read but didn't reply).
• A personalised SMS message can't be changed on edit or clone (the per-recipient substitutions were fixed when the recipients were created). Nor can variables be added to a previously plain message.
• On a WhatsApp campaign, a different template can only be chosen if it has no variables and no personalised buttons, because there is no step to give each recipient their own values. Keeping the campaign's own template keeps every recipient's values.

Related Topics

• Campaigns
• Campaign Results
• Templates
• HubSpot
• Salesforce
• Tag Management