telecrm Automations

Before we can send any Flow to our leads, we need to do two things inside Meta Business Manager. First, we build the form itself. Then, we wrap that form inside a WhatsApp Template so that telecrm can actually deliver it to your lead.

Let's continue with the same example — a coaching institute. We want to send our new lead, Rohit, a form that asks him which course he is interested in, when he wants to start, and if he has any questions. Instead of asking all of this over a call or in a back-and-forth chat, we want Rohit to fill a clean form right inside WhatsApp.

So in this video, we will first build that form and then immediately create the WhatsApp message template that will carry it to Rohit's chat.

Steps of building a Flow:

1.Log in to your telecrm account and go to your dashboard. On the left side of the screen, you will see a WhatsApp icon in the navigation bar. Click on it.

In our coaching example — this is where everything related to WhatsApp for your coaching institute lives. All your templates, messages, and now Flows are managed from here.

2. Once you are inside the WhatsApp section, you will see a set of icons at the top. Click on the second icon for Flows. This is what lets you create and manage WhatsApp Flows directly without leaving the platform.

3. On the Flows screen, click on the Create a Flow button.

A form will appear asking you for two things:

• Name of the Flow — Give it a clear and relevant name so you can identify it later. For our coaching institute, let's name it Admission Enquiry Flow.
• Category — Select the category that best matches what your Flow is trying to do. telecrm gives you multiple options here, such as Lead Generation, Feedback, Appointment Booking, and more. Since we want to collect our leads' course preferences and details in this example, we will select Lead Generation.

4. Now comes the most important step. You will see an option that says Add JSON File. Click on it. 

5. A JSON file is simply the blueprint of your Flow — it tells WhatsApp exactly what screens to show, what questions to ask, what type of fields to display, and how the form should look on the lead's phone. Do not worry about the technical side of it — you do not need to write any code. 

6. When you click on Add JSON File, you will also see a link that says Flows Playground. Click on that link. It will open Meta's developer portal — specifically the WhatsApp Flows section — in a new tab.

7. This is the official tool from Meta where you design how your WhatsApp Flow will look and feel on the lead's phone.

8. Inside Meta's Flow Builder, you will see a visual editor where you can build your screens.

Here is what you need to set up for our coaching institute example:

• Title — This is the heading that appears at the top of the form on the lead's phone. Let's set it as: Admission Enquiry Form.
• Screen Heading — A smaller subheading below the title. Let's write: "Which course are you interested in?"
• Answer Options — Add options for the lead to choose from.

The different field type questions that you can choose from:

• Text Input — for typing open answers like a name or a message
• Dropdown — for choosing from a list, like selecting a course name
• Radio Buttons — for picking one option, like Yes or No
• Checkboxes — for selecting multiple options
• Date Picker — for choosing a date, like a preferred joining date
• Image — to show a picture on any screen

You can add as many questions and field types as you need. For example, you can add a Text option asking: What's your budget? And a multiple-choice for When do you want to start? Build it based on what information your team needs before calling a lead.

9. At the bottom of your last screen, add a CTA Button or a call to Action. This is the Submit button that the lead taps when they are done filling the form.

10. Give it a clear label such as Submit Now. This is the final tap the lead makes before their responses are sent back to you.

11. Once you are satisfied with how your Flow looks, look for the option to Copy the Flow JSON.

12. Click on Copy JSON

13. Go back to your telecrm tab. You are still on the Create a Flow screen where you clicked Add JSON File. Now paste the JSON you just copied into the field provided.

14. You will immediately see a preview of your Flow appear on the right side of the screen — exactly how it will look on the lead's phone when he opens it in WhatsApp.

15. Once you have pasted the JSON and confirmed the preview looks correct, click Save as Draft.

16. Your Flow is now saved inside telecrm. It is not sent to anyone yet — it is simply stored and ready to be used.

How to Attach a Flow to a WhatsApp Template

1. After creating and publishing your Flow, go to the Interactive section.
2. Click Create an Interactive to create a new WhatsApp Interactive.
3. Enter a title for your Interaktive.
4. In the Interaktive type dropdown, select Flows.
5. Fill in the Header and Body of the template with your message.
6. Add a Name variable so the message can be personalized for each customer.
7. Scroll down to the Action section and select  Add Flows.
8.  From the Select the Flow dropdown, select your desired flow
9. Click Submit.

Once submitted, the template with the attached Flow will be sent to Meta for approval. After it is approved, you can start using it in your WhatsApp conversations.

And that is how you create a WhatsApp Flow directly from telecrm — from opening the Flows section, naming it, designing it in Meta's Flow Builder, copying the JSON, pasting it back into telecrm, and saving it.

In the next video, we will see how to actually send this Flow to a lead directly from their lead page inside telecrm — and what happens when the lead fills out and submits the form.

See you in there.