How to Create a WhatsApp Campaign in Kylas CRM

Kylas CRM’s Campaign Management feature enables businesses to create, manage, and analyze targeted marketing campaigns across channels — including WhatsApp. By connecting your Kylas Native WhatsApp account, you can send promotional or informational messages to leads or contacts in bulk using WhatsApp templates, while tracking engagement in real time.

Table of Contents

1. Overview

2. Prerequisites

3. Steps to Create a WhatsApp Campaign in Kylas

   • Step 1: Access the Campaigns Section

   • Step 2: Create a New Campaign

   • Step 3: Add Campaign Details

   • Step 4: Configure UTM Parameters

   • Step 5: Add Activities (Limitations Included)

   • Step 6: Select Recipients and Template

   • Step 7: Set Retry Attempts

   • Step 8: Track Campaign Reports and Engagement

4. Understanding “Primary” vs “All” Phone Numbers

5. Use Cases

6. Benefits

7. Key Notes

8. Conclusion

Overview

WhatsApp campaigns in Kylas allow businesses to:

• Reach leads or customers directly through verified WhatsApp templates.

• Personalize messages using CRM data.

• Track campaign performance — including delivery, read, and engagement rates.

Whether you’re promoting a festive offer, product launch, or renewal reminder — Kylas makes it easy to run and measure WhatsApp campaigns seamlessly from within your CRM.

Prerequisites

Before creating a WhatsApp campaign, ensure the following are in place:

• Active Kylas CRM Account

• Kylas Native WhatsApp Integration with a verified WhatsApp number

• Pre-created Smartlist (filtered list of Leads or Contacts)

• Permission to access Campaigns and WhatsApp Communication modules

 Steps to Create a WhatsApp Campaign in Kylas

Step 1: Access the Campaigns Section

1. Log in to
   app.kylas.io
   .

2. From the left-hand navigation menu, click on Campaigns (located above Reports).

3. Click Create New Campaign.

Step 2: Create a New Campaign

Enter the following details:

• Campaign Name: e.g., Diwali Offers 2025

• Description: Add context about your campaign.

• Budget Details: Enter Estimated Budget and Actual Expense.

Step 3: Set Campaign Duration

• Choose the Start Date and End Date of the campaign.

• All activities under this campaign must fall within this date range.

Step 4: Configure UTM Parameters (Optional)

UTM parameters help track campaign performance in analytics tools.

UTM Parameter	Example	Description
UTM Campaign	diwali_offer	Identifies your campaign name
UTM Source	whatsapp	Channel used for outreach
UTM Medium	organic / paid	Traffic type
UTM Content	offers	Message type
UTM Term	festive_campaign	Keyword for categorization

Once complete, click Save & Add Activity.

Step 5: Add Activities (Limitations Included)

Each campaign in Kylas can have up to 4 activities — such as different WhatsApp broadcasts or messaging sequences under the same campaign.

1. Click + Add Activity.

2. Fill in the activity details:

   • Activity Name: Example — Policy Renewal Offer

   • Activity Type: Select WhatsApp

   • Budget and Expense: Enter amounts (must not exceed campaign budget)

   • Start & End Dates: Must be within the campaign date range

   • UTM Details: Optional for tracking each activity separately

⚠️ Note:
You can create a maximum of 4 activities per campaign — and only 4 activities can run under that campaign.

Step 6: Select Recipients and Template

1. Entity: Choose whether to send messages to Leads or Contacts.

2. Smartlist: Select the filtered smartlist you want to target.

3. Send To:

   • Primary Phone Number: Sends message to the main registered number.

   • All Phone Numbers: Sends to every number listed for that record.

💡 Recommendation: Use Primary Phone Number to ensure accurate delivery.

4. Select WhatsApp Template:
   

   • Choose your connected WhatsApp Business Account.

   • Search and select a pre-approved WhatsApp Template.

   • Review content and placeholders (if any).

Step 7: Set Retry Attempts

Kylas allows you to automatically retry message delivery in case of failures.

• Define Retry Attempts (maximum of 7).

• Messages will retry automatically every 24 hours for failed contacts until delivered or until the limit is reached.

 Example:
If 1000 leads are targeted and 200 fail to receive the first message, Kylas will automatically retry sending those 200 messages for up to 7 days at 24-hour intervals.

Step 8: Track Campaign Reports and Engagement

Once your campaign is running or completed, view detailed reports:

• Navigate to Campaigns → Select Campaign → Choose Activity.

• Access metrics such as:

  • Sent, Delivered, Read, and Failed counts (displayed via funnel graph).

  • Budget vs Actual Expense comparison.

  • Response and engagement charts showing total message reach.

Understanding “Primary” vs “All” Phone Numbers

Option	Description	When to Use
Primary Phone Number	Sends message to the main number assigned in the CRM record.	For targeted, verified leads.
All Phone Numbers	Sends message to all phone numbers under that record.	For leads with multiple active numbers.

 Use Cases

Use Case	Description
Festive Promotions	Announce seasonal offers to your leads.
Renewal Reminders	Remind customers of upcoming policy renewals.
Webinar Invites	Send WhatsApp invites for upcoming events.
Follow-up Campaigns	Re-engage inactive leads.
Product Launch Announcements	Broadcast new products or services instantly.

 Benefits

Benefit	Description
Higher Engagement	WhatsApp messages are opened and read faster than emails or SMS.
Integrated Automation	Use workflows with campaigns for post-message actions.
Smart Retrying	Automatically retries failed deliveries for better results.
Time-Saving	Schedule and send in bulk with minimal effort.
Personalized Messaging	Use WhatsApp templates with lead-specific fields.
Insightful Reporting	Track delivery, read rates, and engagement per activity.

 Key Notes

Note	Description
🔸 Activity Limit	You can create a maximum of 4 activities per campaign, and only 4 can run simultaneously.
🔸 Retry Limit	Retry attempts can be set up to 7 times, with a 24-hour interval.
🔸 Smartlist Requirement	Campaigns can only target Smartlists from Leads or Contacts.
🔸 WhatsApp Connection	Must have an active Kylas Native WhatsApp integration.
🔸 Template Restriction	Only pre-approved WhatsApp message templates can be used.

 Conclusion

Creating a WhatsApp campaign in Kylas CRM allows you to automate lead communication, drive engagement, and measure campaign performance — all within a single platform.

With the ability to run up to 4 activities per campaign, automatic retry logic, and comprehensive engagement analytics, Kylas helps you optimize every WhatsApp broadcast efficiently and effectively.

Whether you’re running seasonal promotions or customer reactivation campaigns, Kylas gives you the power to deliver impactful messages — to the right audience, at the right time.