How to Send a Bulk WhatsApp Message to Many People in ChatSyncs

Say Rahul runs a clothing store with 500 WhatsApp subscribers and wants to tell all of them about a weekend sale. Opening 500 separate chats isn't realistic — so instead, he creates one broadcast: a single message that ChatSyncs sends to every subscriber he picks, all at once. Every campaign he creates shows up in the WhatsApp Broadcasting list afterward, along with how many people actually received and opened it.

Before you start#

• A WhatsApp Business Account connected to ChatSyncs, with an active phone number.
• A subscriber list already in ChatSyncs — import one first if you haven't, via How Do I Import Subscribers Using a CSV File?, How Do I Import Subscribers from Google Sheets?, or How Do I Add a Subscriber Manually?.
• An approved Message Template, if you're sending an Anytime broadcast (the type most people use). Meta has to approve a template before it can be used, and that can take anywhere from a few minutes to a full day. Example: you want to send a "Diwali Sale" message to 1,000 customers today, but your template still shows Pending — the broadcast can't go out until Meta approves it, so it's faster to get the template approved before you sit down to build the campaign, not while you're building it.
• Read WhatsApp Rules: How to Never Get Banned first — a broadcast is exactly the kind of send that can hurt your quality rating if the audience didn't opt in or isn't engaged. See What WhatsApp API Pricing Really Means too, since every broadcast recipient outside their Customer Service Window is a paid template send.

Create a broadcast campaign#

In the left-side menu of ChatSyncs, Broadcasting has its own button, separate from Chatbot Manager and Subscriber Manager — it's not hidden inside either of those. Click Broadcasting directly to get started.

1. 1

   Open Broadcasting

   Select Broadcasting in the left navigation.

2. 2

   Choose the channel

   The Broadcast Center opens, with WhatsApp and SMS channel tabs and any campaigns already created for the selected channel.

3. 3

   Click Create Campaign

   Click Create Campaign to start a new one.

Don't have any subscribers to broadcast to yet? See How Do I Import Subscribers Using a CSV File? before creating a campaign.

Configure the campaign#

Clicking Create Campaign opens the broadcast canvas directly, with a Start Bot Flow block already connected to an empty Actions block. Click that Actions block to open its configuration panel:

This opens the Action Button configuration panel set to Broadcasting — fill in the campaign here:

1. 1

   Campaign Name

   An internal name to identify the campaign, e.g. Summer Promotion Campaign or season_sale.

2. 2

   Broadcast Type

   24 Hours sends only to subscribers currently inside the WhatsApp 24-hour customer service window — regular messages, no template approval required. Anytime sends to all selected subscribers regardless of window, but because some of them are outside it, only an approved WhatsApp template can be used. See the 24-hour customer service window.

3. 3

   Select Template (Anytime only)

   Pick an approved template from Select Template. This step only appears for Anytime — inside a 24 Hours broadcast you're free to send any message type (text, service/session messages, etc.), so no template is required. Don't have one yet? Click Create right next to the dropdown, or create a WhatsApp message template first — either way, you need an approved template before you can send an Anytime broadcast.

   

   If the template you pick has variables — placeholder text, or a header image/video/document — ChatSyncs asks for those values right below the dropdown:

   

4. 4

   Include or exclude labels

   Include Label IDs sends only to subscribers with that label (e.g. Customers, Leads, VIP Customers). Exclude Label IDs skips subscribers with that label (e.g. Unsubscribed, Do Not Disturb). Don't have a label yet? Create a label in Subscriber Manager.

5. 5

   Country of the Subscriber (optional)

   Only send to subscribers in a specific country, e.g. India.

6. 6

   Use Recently Added Subscribers (optional)

   Enable this to target only recently added subscribers — useful for welcome campaigns, onboarding sequences, or new-lead engagement.

7. 7

   Assign Label After Broadcast (optional)

   Auto-assign a label to every subscriber once the broadcast sends successfully — useful for segmenting an audience, filtering future broadcasts, triggering automations, and tracking campaign performance.

   Example: a Summer Sale broadcast with Assigned Label set to Summer_Sale tags every recipient — Rahul, Priya, Amit, and everyone else — with Summer_Sale the moment they receive it, so you can target exactly that audience again later (e.g. a follow-up discount reminder only to people who already saw the sale).

8. 8

   Sending time (optional)

   By default the campaign sends as soon as you finish building and save it. Toggle Send later on to pick a future date and time instead — useful for holiday campaigns, product launches, or timing the send to your audience's business hours.

   

Filter by Custom Field#

Custom Field and Custom Field Contains Value let you send a broadcast only to subscribers who have a specific answer saved in a specific field. Think of it in two parts:

• Custom Field is the category — like asking "which box am I checking?" e.g. Name, City, Plan Type.
• Custom Field Contains Value is the answer you're looking for inside that box — e.g. if the field is Name, the value could be Rahul. If the field is City, the value could be Bangalore.

So if you set Custom Field = City and Custom Field Contains Value = Bangalore, only subscribers whose City is saved as Bangalore will receive the broadcast — everyone else is skipped.

Notice Targeted subscribers: 5 right below the filters — ChatSyncs counts the matches live, so you can see exactly how many people will get the message before you send anything.

Personalize the message for each subscriber#

A broadcast doesn't have to read the same for everyone. The same custom fields you filter on can also go inside the message, so every subscriber sees their own saved value — their name, their city, their plan. In an Anytime broadcast the message is your template, so the personalization goes into the template:

1. 1

   Make sure the custom field has data

   Every subscriber you target needs a value saved in that field, or that part of the message sends blank. See how a custom field gets filled in — a CSV or Google Sheet import column, a Keyword Replies flow, or a form answer.

2. 2

   Insert the field into your template

   In the template's Message Body, click Custom Fields and pick the field — it's written as #field_name#, e.g. #city#. The Name button inserts the subscriber's name. See Custom Fields, Variables, Name, and AI Rewrite for every placeholder type, then submit the template for Meta's approval.

3. 3

   Pick that template for the broadcast

   Once approved, choose it under Select Template in the campaign configuration above. ChatSyncs fills in each subscriber's own value as it sends.

Example: Rahul's template body reads:

Hi #User-Name#, our weekend sale is now live at the #city# store!

Personalized messages also feel less like mass spam, so they tend to get fewer blocks and reports — which protects your quality rating.

Check your daily sending limit#

Right next to the Targeted subscribers count, a Daily WhatsApp Business Account (WABA) conversation limit shows the maximum subscribers you're allowed to message per day. If your targeted count is higher than this limit, only that many will actually be reached today — keep an eye on both numbers before sending a 24 Hours broadcast.

Build the broadcast message#

Once every setting above is filled in, click Save Changes at the bottom of the Action Button panel. The broadcast canvas opens right after:

The canvas works just like the Keyword Replies builder. A Start Bot Flow block is already connected to the Actions: Broadcasting block; drag on more blocks to design what subscribers receive.

You can add the same component types available in Keyword Replies: Text, Images, Videos, Documents, Audio Files, Interactive Buttons, Quick Replies, CTA/URL Buttons, Lists, Forms, Conditions, Actions, and AI Responses. Drag blocks from the Flow blocks panel and connect them to design the journey, for example:

Broadcast Trigger
      ↓
Welcome Message
      ↓
Image
      ↓
Interactive Buttons
      ↓
Collect User Response
      ↓
Assign Label
      ↓
End Flow

Monitor campaign statistics#

Once a campaign is sent, the WhatsApp Broadcasting list shows its Campaign Name, Status (Completed, Pending, Processing, etc.), Scheduled At time, and four metrics:

Unreached messages are usually caused by invalid phone numbers, the user not being on WhatsApp, blocked accounts, or other delivery failures.

Campaign actions#

Each campaign row has action buttons:

• View Report — detailed broadcast statistics and recipient information.
• Download Report — exports the report as a CSV for analysis and record keeping.
• Resend Failed Messages — retries delivery for messages that failed, e.g. after correcting invalid phone numbers.
• Delete Campaign — removes the campaign from the list.

Example: Product_Launch completed with Processed 11/11, Delivered 7/11, Opened 3/7, Unreached 3/11. After fixing the numbers behind the 3 unreached sends, Resend Failed Messages retries delivery to just those subscribers.

Clicking View Report opens the campaign's full detail — the audience filters it was sent with (Template, Included/Excluded Labels, Country, Custom Field, Assign Label After Broadcast, Added Before/After), plus its Status, Targeted count, Message Count, and the same Processed/Delivered/Opened/Unreached breakdown shown on the list.

Scrolling down shows every individual recipient — Chat ID, Name, Status, Sent At, Delivered At, Opened At, Failed At, and Message ID — so you can see exactly who received the message and who didn't.

Tips for successful broadcasts#

• Start small on your first send. Target 100–200 subscribers first rather than your whole list, then check your quality rating a few hours later before scaling up to the rest.
• Don't broadcast to cold lists. Contacts who never opted in or haven't interacted with your business are far more likely to block or report you — that damages your quality rating and can shrink your daily messaging limit.
• Time it to your audience, not yours. Send during business hours in the recipient's timezone — messages that land at odd hours get more blocks.
• Monitor results after every send. Check Processed / Delivered / Opened / Unreached on the campaign row. If blocks or Unreached are unusually high, pause and review your targeting before sending the next one.
• Know your daily limit before you send. Your WhatsApp Business Account's daily conversation limit caps how many subscribers can actually be reached — see Understanding WhatsApp Quality Rating for how quality rating affects that limit over time.

Example: A store's first-ever broadcast goes to 150 subscribers labeled Newsletter_Optin (people who explicitly opted in) rather than all 5,000 imported contacts. Delivered comes back at 96% with zero blocks — a strong signal it's safe to broadcast to the full list next time.

Frequently asked#