GoHighLevel WhatsApp Workflow Guide

/ CRM, GHL / By

How to Use the GoHighLevel WhatsApp Workflow Action

If you use ClickUp to manage tasks and GoHighLevel to automate client communication, you can streamline outreach even further by adding WhatsApp steps directly into your workflows. This guide explains, step by step, how to set up and use the WhatsApp workflow action inside GoHighLevel so you can send automated, trackable WhatsApp messages to your contacts.

What the GoHighLevel WhatsApp Workflow Action Does

The WhatsApp workflow action in GoHighLevel lets you send WhatsApp messages automatically when a contact meets certain conditions in a workflow. Instead of sending messages manually, you can insert a WhatsApp step into any automation, such as follow-ups, reminders, or onboarding sequences.

With this action, you can:

  • Send a WhatsApp message to the workflow contact
  • Choose from pre-approved WhatsApp templates
  • Use contact fields to personalize each message
  • Optionally skip messages to recently contacted users

The WhatsApp workflow action is available inside the workflow builder once WhatsApp messaging is enabled on your GoHighLevel account.

Where to Find the WhatsApp Action in GoHighLevel

Before you can configure the WhatsApp workflow action, you need to know where it appears in the automation builder.

  1. Log in to your GoHighLevel account at the sub-account level.
  2. Navigate to Automation or Workflows from the left-hand menu.
  3. Open an existing workflow or click to create a new one.
  4. Click the + button inside the workflow to add a new action.
  5. In the list of actions, locate and select the WhatsApp action.

After you select the WhatsApp action, you will see a set of configuration options specific to WhatsApp messaging in GoHighLevel.

Configuring the GoHighLevel WhatsApp Workflow Action

The WhatsApp workflow action in GoHighLevel includes several important settings. Each configuration option affects when and how the message is delivered to your contact.

1. Select How Often the Action Runs

The first decision is whether the action should run multiple times or only once for each contact.

  • Execute this action the next time the workflow is triggered and only if the contact has not already been processed by this action – Use this when you want the WhatsApp message to be sent just one time per contact, even if they re-enter the workflow.

This setting prevents duplicate WhatsApp messages from being sent by the same action in the workflow.

2. Choose When the WhatsApp Message Runs

Next, decide when GoHighLevel should execute the WhatsApp message after the previous step.

  • Immediately – Sends the WhatsApp message as soon as the contact reaches this step.
  • Wait for – Adds a delay before sending. You can specify a number of minutes, hours, or days.
  • Wait until – Holds the contact until a specific date, time, or condition is met before sending the message.

These options help you control timing, such as sending time-based reminders or spacing out message sequences in GoHighLevel.

3. Use Custom Time Windows (Optional)

By default, the WhatsApp action can run at any time. However, you may want the message to send only during certain hours, such as business time.

You can:

  • Enable a Custom Time Window
  • Specify allowed days and hours for the action to run
  • Prevent messages from going out late at night or on weekends

When enabled, GoHighLevel will hold the WhatsApp action until the contact is within the defined time window and then send the message.

Message Settings in the GoHighLevel WhatsApp Action

After the schedule and execution behavior are set, configure the actual message content and template in GoHighLevel.

1. Choose the Send To Option

The WhatsApp action includes a Send To field. In the standard workflow configuration, it is set to:

  • Send to: Contact – Sends the WhatsApp message to the phone number stored on the contact record progressing through the workflow.

This ties the action directly to the person who triggered the workflow in GoHighLevel.

2. Select a WhatsApp Template

WhatsApp requires pre-approved templates for certain types of messages. In the workflow action, you must pick one of your existing templates.

  1. Open the WhatsApp Template dropdown.
  2. Browse the list of templates already approved and added to your GoHighLevel account.
  3. Select the template that matches the purpose of this automation step (for example, reminder, confirmation, or follow-up).

Once a template is chosen, its content and variables will appear so you can map data from contact fields.

3. Map Template Variables to Contact Fields

If the selected WhatsApp template includes variables (placeholders such as name, date, or custom values), you can personalize each message.

  1. Identify each field or variable required by the template.
  2. Click the corresponding field selector inside the action.
  3. Map it to the correct contact field stored in GoHighLevel (e.g., first name, appointment date, or custom fields).

This mapping ensures that when the workflow runs, GoHighLevel automatically replaces the variables with the right data for each contact.

Skipping Recently Contacted Users in GoHighLevel

The WhatsApp workflow action includes an option to avoid over-messaging contacts who were recently contacted.

You can configure this by using a setting similar to:

  • Skip recently contacted users – When enabled, GoHighLevel will not send this WhatsApp message to a contact who has recently received one, based on your defined time frame.

This helps maintain healthy engagement and keeps your WhatsApp messaging compliant and user-friendly.

Best Practices for GoHighLevel WhatsApp Workflows

To get the most from the WhatsApp action in GoHighLevel, follow these practical tips:

  • Test workflows with internal contacts before going live.
  • Use clear, concise templates that match WhatsApp guidelines.
  • Combine WhatsApp messages with other workflow actions such as emails, SMS, or internal notifications.
  • Use delays and time windows to avoid sending too many messages close together.
  • Monitor workflow performance and adjust timing or templates as needed.

By structuring your automations carefully, GoHighLevel can become a central hub for your WhatsApp communication strategy.

Example: Simple GoHighLevel WhatsApp Reminder Flow

Here is a straightforward way to use the WhatsApp workflow action in GoHighLevel for appointment reminders:

  1. Trigger: Contact books an appointment.
  2. Action: Wait until 24 hours before the appointment time.
  3. WhatsApp Action:
    • Execute only once per contact.
    • Wait for: set to send 24 hours before the event.
    • Custom time window: business hours only.
    • Send to: Contact.
    • WhatsApp Template: Appointment reminder template.
    • Map variables: contact name, appointment date and time.

Once this is configured, GoHighLevel will automatically send a WhatsApp reminder to each contact at the right time using the selected template.

Additional Resources for GoHighLevel Users

For more implementation help and strategy around automation, you can read guides and services from ConsultEvo, a consultancy that focuses on marketing systems and workflows.

To see the original reference for the WhatsApp workflow action setup inside GoHighLevel, visit the official help article here: GoHighLevel WhatsApp Workflow Action Documentation.

Using the WhatsApp workflow action correctly ensures GoHighLevel automations send timely, personalized messages and keeps your communication consistent across all channels.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your GHL , work with ConsultEvo — trusted GoHighLevel Partners.

Scale GoHighLevel

“`