SendsBot User Guide
From creating an account to launching your first campaign — a complete, step-by-step walkthrough of every page, with live mockups of each screen.
ℹ️ This guide is interactive: every screen you see here is a real mockup of the platform UI with sample data.
SendsBot is a complete AI-powered WhatsApp automation platform built specifically for store owners and businesses in the Arab world. You connect your business WhatsApp number, and the bot replies to your customers automatically around the clock — in your dialect and your store’s style.
The platform brings everything together in one place: AI-powered smart replies, ready-made FAQs, bulk marketing campaigns, contact management, message templates, detailed reports, and an AI content generator.
No technical experience needed — scan a QR code to link your device, fill in your business info, and the bot starts working. At any moment you can step in and reply to any customer manually.
🤖
Smart replies
AI in your own dialect
📢
Bulk campaigns
One message to thousands
❓
FAQs
Instant, cost-saving replies
📊
Reports
Clear performance numbers
💡Start with the basics in order: create an account → link a device → set up your business profile. Then enable the rest of the features gradually.
💡Use the table of contents on the side to jump straight to any section you need.
Signing up is free and takes under a minute. You only need an email and a mobile number to verify the account via the OTP code sent to your WhatsApp.
After creating the account you get a free trial that lets you explore all features before subscribing to a paid plan.
1
Open the sign-up page
Click “Start Free” at the top, or go to /register directly.
2
Fill in your details
Name, email, mobile number, and password. Make sure the number is correct — it will receive the verification code.
3
Complete the human check
Tick the “I’m not a robot” (reCAPTCHA) box to block automated sign-ups.
4
Enter the OTP code
A 6-digit code arrives on WhatsApp within seconds. Enter it to confirm your number.
5
Done!
You’re taken straight to the dashboard and your free trial begins.
Create account
Start your free trial
Mohammed Al-Otaibi
owner@alnoor.sa
+966 5X XXX XXXX
••••••••
✓I'm not a robot
Create account
💡Use an email you check regularly — campaign and device-disconnect alerts are sent there.
💡If the OTP doesn’t arrive within a minute, verify the number is correct then request a resend.
⚠️The verification code is valid for a short time only. Enter it as soon as it arrives, otherwise request a new one.
Once your account is created, sign in any time using your email and password.
If you forget your password, recover it via a link sent to your email, or via a WhatsApp verification code from the settings page.
1
Open the login page
Click “Login” in the top menu.
2
Enter your details
Email and password, then tick the human-check box.
3
Enter the dashboard
Your main dashboard opens with your latest stats.
💡If you have trouble logging in, make sure the “I’m not a robot” check is completed before pressing login.
This is the first thing you see after logging in. It gives a quick summary of your account: connected devices, today’s messages, active campaigns, delivery rate, your current plan, and remaining message balance.
Below you’ll find two tables: “Recent Messages” (incoming and outgoing) and “Recent Campaigns” with their status. This dashboard gives you a full overview in seconds without navigating between pages.
💡Keep an eye on “Remaining Messages” — when it runs low, consider upgrading so the bot doesn’t stop.
💡A low delivery rate may indicate a device connection issue; check the Devices page in that case.
5
📱Linking a WhatsApp Device
The Devices page is the heart of the platform — this is where you link your business WhatsApp number so the bot can start working. Two linking methods are supported: scanning a QR code, or entering a Pairing Code with your phone number.
After linking, the device appears in the table with its status (connected / disconnected / connecting), message count, and date added. From the same page you can set the AI mode per device, reconnect, or delete.
At the top of the page is the «Official WhatsApp» section: linking through Meta’s window keeps the WhatsApp Business app on your phone and adds interactive buttons and approved templates for campaigns. Turn it on from the Plans page as an add-on or a free trial; the Business plan includes one official number. For groups and statuses, link a «library» by QR on the same number.
1
Click “Add Device”
Enter an optional device name (e.g. “Al-Noor Store – Main”).
2
Choose a linking method
The “QR Code” tab to scan from WhatsApp, or the “Pairing Code” tab to enter your number and get an 8-character code.
3
Open WhatsApp on your phone
Settings → Linked Devices → Link a Device, then scan the code or enter the pairing code.
4
Confirm connection
The device status automatically turns to “Connected” with a green dot within seconds.
5
Enable AI
From the settings button 🤖 choose the bot mode (hybrid / AI only / rules only / off).
💡The QR code expires within 60 seconds — get your phone ready before clicking “Add Device”.
💡“Hybrid” mode suits most: it combines ready-made rules with AI.
⚠️If you see “Can’t link new devices” on your phone, it’s usually a temporary restriction from WhatsApp on the number or network — wait a few hours and retry. It’s not a platform issue.
WhatsApp is not the only channel. You can connect a business Instagram account, and its direct messages arrive in the same inbox where you follow WhatsApp — no switching between two apps, and no conversation slipping away.
The bot answers Instagram messages from the same business information you filled in once. No re-entering products, no separate set of instructions.
1
Open the Instagram page
From the sidebar. If you do not see it, the channel is not enabled on your account — contact support to enable it.
2
Click “Connect Instagram account”
You are taken to Instagram’s official consent screen, where you sign in and approve the required permissions.
3
Choose the business account
It must be a business or creator account linked to a page — a personal account does not support messaging through apps.
4
Turn on automated replies
After connecting, the account appears as a card with a switch to enable or disable automated replies whenever you want.
5
Follow it from the Inbox
Switch between WhatsApp and Instagram at the top of the inbox, or reply manually to any conversation directly.
💡Instagram replies are deliberately shorter than WhatsApp ones — direct messages behave differently, and long replies there get read less.
💡The customer sees a “typing…” indicator while the reply is being prepared, so they know their message arrived.
⚠️Sending product photos is currently available on WhatsApp only. On Instagram the bot describes the product in text.
7
🏪Setting Up Your Business Profile
This is where you teach the bot everything about your store so it replies accurately. The richer the info, the smarter and more on-brand the bot’s replies.
The page is organized in tabs: Business Profile (store name, description, and up to 2,000 products — by hand or from a CSV file), Bot Personality (dialect, style, greeting message), Conversation Examples, Voice Files (AI transcribes their text), Video Clips (the bot sends one when a customer’s question matches its description), Electronic Delivery (selling, collecting payment and delivering the product), Knowledge Sources, What the Bot Learned (what it noticed in your chats — used only after you approve it), Forwarding & Alerts (when to hand the chat to you), and Contact Info.
There’s also a “Chat with the Bot” button that opens an interactive conversation where the bot collects your store info from you and fills the fields automatically.
1
Fill the business profile
Store name (required), business type, and a short description. Then add your products with prices and images.
2
Set the bot personality
Pick the dialect (Saudi, Gulf, Standard…), reply style (brief/detailed), and greeting message.
3
Define forwarding rules
When should the bot stop and hand the chat to you? Enter your number to receive alerts.
4
Save
Click “Save” — the bot immediately uses the new info in its replies.
💡Add a clear description and price for each product — the bot uses them directly and suggests them to customers.
💡The greeting is your customer’s first impression; keep it warm, brief, and on-brand.
⚠️The bot searches your products by meaning, not the exact name, so a large catalog doesn’t confuse it — but a product without a clear price or description weakens its answers. The maximum is 2,000 products.
The Orders section gathers every order and what happened to it: the bot’s orders on WhatsApp and Instagram, and the manual orders you record yourself. Your Salla store orders have their own view-only tab.
The bot sells digital products (codes or files) and delivers them automatically once you confirm payment, and it takes orders for physical products, services and bookings if you enable that in the Electronic Delivery tab of your business profile — then you handle fulfilment. A conversation the bot hands to a human is not recorded as an order: follow it up in the chat, or record it as a manual order.
Each order has a status (awaiting follow-up, awaiting payment, awaiting your confirmation, in progress, completed, cancelled) and a page with the receipt, payment method and delivery, plus a log of every change and who made it. “Awaiting follow-up”: the customer confirmed an order for a product without automatic payment (non-digital or needing staff), so the bot recorded it with its summary — follow it up with them, then “Done” or “Cancel”.
1
Turn on selling
In Electronic Delivery on your business profile: enable selling, add payment links or transfer details, and the number that receives receipts.
2
Review the receipt
When a customer sends a receipt the order becomes “awaiting your confirmation”, with an alert and a badge counting the orders waiting for you.
3
Confirm or cancel
Check the money actually arrived, then confirm payment (a digital product is delivered automatically), or cancel with a reason that reaches the customer.
4
Record a manual order
Got an order by phone or in store? Record it from “New order” so everything stays in one place.
💡A receipt image alone is not enough — confirm the money arrived before confirming, because confirming delivers the product.
💡Export orders as CSV with the same filters you use on the page.
9
🛒Connecting Your Online Store
If you run an online store, connecting it removes the single biggest piece of manual work: entering products. Syncing pulls in your products, prices and categories automatically, and updates them whenever you change something in your store.
Beyond that: the bot becomes able to answer order-status questions (“where is my order?”), your customers get a WhatsApp notification for each new order and status update, and abandoned carts surface so you can remind their owners.
1
Open the Integrations page
And pick your store from the supported platforms.
2
Connect the store
You are taken to your store to approve the connection, then returned to the platform automatically.
3
Choose what to sync
Each type has its own switch: products, customers, order notifications, abandoned carts. Turn on only what suits you.
4
Review your products
Open the Business Profile and check the products arrived with their prices. Products you entered manually stay untouched — syncing adds, it does not wipe.
5
Follow abandoned carts
They appear in a panel inside the Integrations page with the customer name, amount and checkout link.
💡Start by syncing products only, and once you are happy with the result enable the rest gradually.
💡Abandoned-cart reminders can be sent manually to one customer or a whole batch, or run automatically on a schedule you define.
💡The reminder message is a template you write yourself, filled in per customer with their name, cart amount and link.
⚠️When you disconnect the store, syncing, order notifications and cart reminders stop, and the products imported from the store are removed from your catalog together with the sales and delivery settings you added. Products you added manually stay, and reconnecting imports the products again without those settings.
Auto-reply rules give you instant, fixed responses for specific keywords or conditions — without using the AI. Ideal for repetitive replies like working hours or your website link.
Each rule has a trigger: exact keyword, contains keyword, message starts with, first message in a chat, outside working hours, or a regex pattern for advanced users. You can enable/disable any rule with one click.
1
Click “Create Rule”
Name the rule and pick the device it applies to.
2
Choose the trigger
E.g. “contains” the word “delivery” → the bot auto-replies with delivery info.
3
Write the reply
The text sent when the condition is met, and set a priority if you have multiple rules.
4
Enable the rule
Save, and the rule works immediately on the selected device.
💡Use auto-reply for questions with a fixed answer, and leave varied questions to the AI.
11
❓Frequently Asked Questions
FAQs are a knowledge base the bot answers from instantly and accurately, saving AI cost. You add a question and its answer, and the bot matches semantically similar customer questions and replies with the ready answer.
The smart part: a “Learning Queue” — the bot tracks recurring questions it answered with AI and suggests promoting them to ready FAQs with one click, so the platform improves with use.
1
Click “Add Question”
Choose the device, write the question and answer.
2
Save
The bot starts using the answer immediately for any similar question.
3
Review the learning queue
Promote suggested recurring questions to permanent FAQs to save more.
💡You can import and export questions via Excel to manage large numbers at once.
12
💬Conversations (Messenger)
Your live inbox with customers. You see all conversations in a side column, and opening any chat shows the full messages with each reply’s source (🤖 AI / ⚡ FAQ / 👋 greeting).
The “Take Over” feature: pause the bot on a single conversation to reply manually, with options — temporary handover that auto-resumes after 30 minutes idle, a timed pause, or a permanent block.
Smart alert: any reply you send from your own phone automatically pauses the bot on that chat. You can also control it from your phone with shortcuts: #stop to take over, #block to permanently block, #start to resume the bot.
💬 Control from WhatsApp directly
#stop — Take over#block — Permanent block#block 60 — Block 60 min#start — Resume bot
💡Use “Snippets”: type “/” in the message box to show your templates and send with one click.
💡After finishing your manual chat, resume the bot with the “Resume” button or let the temporary handover restore it automatically.
Campaigns let you send one message to a large number of customers at once — with variable fields like the customer’s name. Perfect for offers, announcements, and reminders.
The campaign builder is a 4-step wizard: Basics (name, device, delay between messages), Recipients (manual/CSV/contacts by one or more tags/groups), Message (text, image, or document with variables), and Start (now, at a set time, after another campaign ends, or together with it). Before you create it, a summary shows the estimated duration and how many days the campaign needs if the number’s daily cap is lower than the recipients.
You track campaign progress live with a percentage bar and counter (sent/failed/pending), and open its page to see the campaign log: everything that happened to it, who did it and when. You can edit it even while it runs (except the device), and pause and resume it. A campaign survives even a server restart — it continues from where it stopped without duplicates.
At the top of the page, the Safe Settings section protects your number: campaigns lock after a probable restriction, a gradual recovery raises the sending limit day by day (for example 20 → 40 → 80 → 150, then the number’s normal cap returns), warnings before launch, and brakes that pause a campaign whose messages are not arriving — all customizable, or skippable at your own risk.
1
Basics
Name the campaign, choose the device, and set the delay between messages (10–20 seconds by default; slower for a new number or customers who never messaged you).
2
Recipients
Pick the number source: manual entry, a CSV file, your contacts (by one or more tags), or a WhatsApp group.
3
Message
Write your text and add variables like {{name}}, or attach an image/document.
4
Start
Choose “Send now”, “At a set time”, “After a campaign ends” or “With a campaign”, review the summary and warnings, then create the campaign.
💡Keep the delay at 10–20 seconds or more, and 30 seconds or more for a list that never messaged you — and all campaigns on the same number take turns at the same safe pace.
💡A scheduled campaign starts automatically at its time even if you’re offline — just make sure the device is linked.
💡While sending, your number shows “online” and “typing…” before each message like a person would, so your phone’s notifications pause and return a minute after the last message.
⚠️Sending fast, to a list that never messaged you, or with a link plus download instructions can get your number restricted by WhatsApp. Start small, respect the number’s daily cap, and after any restriction resume with Safe recovery.
A new number that suddenly starts sending heavily draws more attention from protection systems than one that built its activity gradually. The warm-up tool solves this: it raises your numbers’ activity step by step through conversations between them, so the pattern looks natural.
The tool needs at least two connected numbers, because it builds activity between them. You set the daily target and the allowed hours, and leave the rest to run on its own.
1
Open the Warm-up page
And make sure you have at least two connected numbers.
2
Pick the participating numbers
The numbers that will exchange activity between themselves.
3
Set the daily target
Start small and raise it gradually over days — the goal is building an activity history, not hitting a big number quickly.
4
Define working hours
Keep them reasonable daytime hours. Activity at odd hours draws attention rather than allaying it.
5
Run it and watch
You see the latest messages and the daily counter progress. It stops automatically at the target and resets the next day.
💡The most valuable use of warm-up: a brand-new number, or one unused for a long time.
💡Warm-up is not a substitute for caution in campaigns — it is groundwork, and a reckless campaign tears it down.
Templates are ready-made messages you reuse — in manual chats and in campaigns. Organize them by category (greeting, orders, offers, follow-up…) and support variables like the customer’s name.
Each template has an optional shortcut (like /thanks): type it in the message box on the Messenger page to insert the template instantly. The platform ships with dozens of ready templates to get you started fast.
1
Click “Create Template”
Name the template, choose the category, and add a shortcut if you like.
2
Write the content
The text with variables, and see the preview as a WhatsApp bubble.
3
Use it
In chats type “/” then the shortcut, or pick it from the snippets list.
💡Keep template names clear and shortcuts short and memorable to reply faster.
17
✨Content Generator (AI Studio)
A tool that writes ready marketing content for you with AI: a campaign text, a ready reply, a promo offer, or a greeting message. You write your product description and offer details, and the platform generates a professional draft.
You can generate one variant or 3 variants to choose from, then edit the text directly, copy it, or save it as a template to reuse — all in a style consistent with your business profile.
1
Choose the content type
Campaign, ready reply, promo offer, or greeting.
2
Enter the details
The product/service, offer details, target audience, and desired tone.
3
Generate and choose
Request one variant or 3 variants, and edit as you wish.
4
Save as template
Store the best draft as a template for later use in campaigns and chats.
💡The more precise your product and offer description, the better and more on-target the generated content.
As your business grows you will not handle every conversation yourself. You can invite your staff to work inside your workspace, each with a separate login under their own email — without sharing your password with anyone.
More importantly: you control precisely what each person sees. A support agent opens conversations only, a marketing lead reaches campaigns, and nobody reaches settings or billing except you.
1
Open the Team page
It is available to the account owner only.
2
Invite a staff member by email
They receive an invitation. If they have no account they create one themselves; if they already have one it links to your workspace directly.
3
Choose their permissions
Define the pages and capabilities allowed to them. You can change these at any time later.
4
Monitor and adjust
You see each member’s status. Disabling or removing them cuts their access immediately.
💡Grant the least permission that gets the job done — widening it later is easier than undoing a mistake.
💡Your staff’s messages count against your own subscription quota, so factor that in when choosing a plan.
⚠️When your relationship with a staff member ends, disable their account immediately from the Team page — access stays live until you revoke it.
If the platform worked for you and you recommend it to others, the referral programme rewards you for it. You get your own code, and every paid subscription taken through it earns you a commission.
The page shows your code and a ready share link, how many signed up through it, and your available and withdrawn commission.
1
Open the Referrals page
And copy your code or the ready-made referral link.
2
Share it
With people the platform genuinely helps — an honest recommendation converts better than an advert.
3
Track your referrals
Everyone who signed up through your code appears in the list with their subscription status.
4
Request a withdrawal
Once you reach the minimum threshold, submit a request with your transfer details. It is reviewed, then approved.
💡Spell out exactly what the person you recommend it to will gain — a specific recommendation persuades more than a general one.
⚠️Self-referral or creating fake accounts voids the commission and may lead to your account being suspended.
Reports give you a clear numeric picture of your performance: sent, received, and failed messages, success rate, with charts for message activity and types.
You pick the time range (today, week, month, 3 months) and switch between tabs: Overview, Campaigns, and Devices. You can export any report as PDF, CSV, or Excel.
💡Compare your performance week over week to spot trends and make data-driven decisions.
💡A high failure rate in the Devices report usually means a connection issue — check the Devices page.
If you hit a problem or need help, you can open a support ticket from inside the platform instead of hunting for an external contact channel. The ticket keeps the full conversation history, so you never re-explain your problem.
1
Open the Support page
And click New ticket.
2
Describe the problem precisely
Say what you did, what you expected, and what actually happened. A precise description saves rounds of questions.
3
Follow the replies
You get a notification on every reply, and can continue the discussion inside the same ticket.
💡Before opening a ticket, try searching the Help Center — many common questions are answered there instantly.
From Settings you manage your whole account via tabs: Profile (name, email), Security (change password), API & Webhook to integrate with your systems, Notifications, and Time & Language.
In the Security tab you’ll find a password strength meter and a recovery link, two-factor authentication, your signed-in devices, and trusted browsers that skip the sign-in confirmation code for 30 days. In the API & Webhook tab you create API keys (to send messages and manage contacts from your system) and set a webhook URL that receives every incoming message and outgoing status.
💡Enable “Device disconnected” alerts to be notified instantly if WhatsApp is unlinked from the platform.
💡Use a strong password, change it periodically, and never share it.
⚠️An API key sends as your number — it is shown once; keep it on your server only and revoke it immediately if exposed. The webhook URL receives your customers’ messages — point it at a server you own.
After mastering the basics, these practices make your experience safer and more effective, and get the best results from the platform.
💡Fill your business profile in as much detail as possible — it’s the fuel for the bot’s intelligence and reply quality.
💡Review the FAQ “Learning Queue” regularly and promote recurring questions to save cost.
💡In campaigns: start with small batches and a delay of 10–20 seconds or more between messages, and keep Safe Settings on to protect your number from blocks.
💡Use tags in Contacts for precise targeting in campaigns.
💡Follow the reports weekly and make decisions based on numbers, not guesses.
💡Enable the device-disconnect alert so you don’t lose customers due to an unnoticed outage.
💡Use “Take Over” for sensitive conversations, and let the bot handle the rest.