Automations send messages and create tasks by themselves, so no enquiry waits and nobody is forgotten. The quickest way to start is a ready-made automation for your industry.
Owners and managers see Automations in the left menu. Call Agents and Reception do not, but they can see a lead's automations on that lead's page and stop them.
1. Preview and install
- Open Automations, then Ready-made automations. Your industry comes first.
- Press Preview to read every step and every message. The messages are in English.
- Press Install. One sheet opens:
- Details: your business name as customers know it, plus your booking link and Google review link if this automation needs them. Links must start with https://. They are saved for all your automations.
- WhatsApp messages: the templates it sends, with their Meta status. Tick Send the missing templates to Meta for approval now. Meta usually answers within a few hours and can take up to 24. Until then, leads wait at that step.
- Permission: tick Our forms ask customers for permission to message them on WhatsApp.
- Choose Switch it on now, or Install it switched off (I'll test it first).
Every industry starts with Welcome every new lead and Follow up when a lead goes quiet. The welcome creates a call task at once, then sends a WhatsApp message to leads who agreed and an email to the rest. Real estate, education, service businesses and online shops have their own sets too. Open Other industries to see them.
The clinic set needs:
| Automation | What it needs |
|---|---|
| Welcome every new lead | WhatsApp connected |
| Follow up when a lead goes quiet | WhatsApp connected |
| Win back missed appointments | Your booking link, and missed appointments marked by your team |
| Visit feedback and Google review | Your Google review link, and visits marked as completed |
| Bring patients back after 30, 60 and 90 days | Your booking link, and visits marked as completed |
| Birthday wishes | A Birthday date field on contacts |
| Next session due reminder | A Next session due date field, and your booking link |
Appointment confirmations and reminders are built in. Change them in Settings → Reminders and Settings → Calendar.
2. Built-in guardrails
These protect your customers and your WhatsApp number by default:
- Quiet hours are 9 pm to 9 am. Customer messages wait until the morning. Tasks, notes and tags happen at once.
- At most 3 automated messages to one lead in a day, and at most 1 marketing message. A message over the limit waits for the next day.
- WhatsApp only to leads who gave permission. That means they ticked yes on your form or booking page, replied START, your team marked them, or they wrote to you first. To use this, ask "May we message you on WhatsApp?" on your forms and connect the answer to the WhatsApp permission field.
- A daily ceiling for the whole workspace, 500 by default, so a mistake never floods your number.
You can change these under Automations → Automation settings → Change. Appointment reminders, booking confirmations and your team's own messages never count towards the limits.
3. Test it on yourself
- Open the automation and press Test.
- Choose A sample lead (Alex Morgan) or A real lead, then press Run the test. Nothing is sent and nothing on the lead changes. You see every step, when it would happen, every message in full, and how many messages it would send.
- To see a message on your phone, open Send the test to me, type your WhatsApp number with the country code, and press Send to me.
Use your own phone. A number that belongs to a customer in Arraxis is refused, so a customer never gets a test. Templates arrive as they are. A plain message only reaches you if your phone wrote to your business WhatsApp in the last 24 hours. You can run 10 tests an hour.
4. Switch on, pause and change
- Press Switch on the first time, or Publish changes later. If people are already inside, choose Let them finish on the old version (recommended).
- Pause stops new leads and freezes those inside. Resume continues them.
- The Versions tab lists what was published and when. Restore into draft copies an old version back into your draft, never straight into live.
- If something keeps failing, Arraxis pauses it and shows "Something went wrong for some leads." Fix the step marked in red, then press Resume and Mark as reviewed.
5. See what happened for each lead
- On the automation, the Leads tab shows who is Running, Waiting, Finished, Stopped, Failed or Did not start, and why. Open a lead to see every step. Take this lead out stops it for that lead.
- On a lead's page, the Automations card shows the automations the lead is in now, with Stop, and recent ones. Press Steps to see each step. Add to automation puts the lead in one by hand, and Stop all automations for this lead stops them all.
- In the Inbox, messages sent by automations carry a small Automation label.
If the Automations page says it is not switched on, email support@arraxis.site.
Last updated 4 October 2026.