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Launching Broadcast Campaigns

Overview and Purpose​

Wabixo’s Broadcast Campaign Wizard orchestrates high-volume WhatsApp broadcast campaigns through a structured, multi-step workflow. By combining approved Meta templates, precision audience segmentation, dynamic personalization, and automated pre-flight cost verification, businesses can reliably deliver targeted campaigns while safeguarding conversation budgets and sender reputation.

Pre-Launch Readiness Checklist​

Before initiating a broadcast campaign, ensure the following prerequisites are met:

  1. Approved WhatsApp Template: Your chosen template must hold APPROVED status with Meta.
  2. Target Audience Cohort: Build and save your target segment (Chat-Based Segment or Invoay POS Segment) in the Segmentation module.
  3. Prepaid Conversation Wallet: Verify that your conversation wallet balance is sufficient to cover the estimated broadcast cost.
  4. Sender Number Quality: Check your WhatsApp Business Number quality rating (High / Medium) and ensure you have sufficient available capacity in your 24-hour messaging tier.

The 6-Step Broadcast Campaign Workflow​

The Broadcast Campaign Wizard guides you through six sequential stages:

[1. Template] -> [2. Segment] -> [3. Cost & Wallet] -> [4. Variables & Preview] -> [5. Schedule] -> [6. Review & Launch]

Step 1: Template Selection​

Select an approved template from your library that matches your broadcast goal:

  • Marketing Templates: Promotional campaigns, seasonal discounts, product launches, or re-engagement offers.
  • Utility Templates: Order receipts, shipping updates, appointment reminders, or account notices.
  • Dynamic Media Asset: If your selected template includes an image, video, or PDF header, upload the specific creative asset for this campaign run or enter its hosted URL.

Step 2: Audience Segment Selection​

Target the precise group of recipients using Wabixo’s dynamic segmentation engine:

1. Segment Types​

  • Chat Segments: Audiences filtered by WhatsApp conversation behavior, such as last message timestamp, assigned conversation tags (e.g. #Interested, #VIP), resolution status, or assigned agents.
  • Invoay Segments: Audiences generated from business transaction data, such as purchase spend thresholds, visit recency, store branches, or billing history.

2. Automated List Hygiene & Deduplication​

  • Duplicate Removal: Identical phone numbers across segments are automatically deduplicated so no customer receives duplicate messages.
  • Number Validation: Invalid phone numbers or unformatted strings are filtered out before calculating audience totals.

Step 3: Cost Calculation and Wallet Balance​

Before committing to message transmission, the wizard performs a pre-flight financial audit:

  1. Eligible Recipient Count: Displays the exact number of unique, valid phone numbers that will receive the broadcast.
  2. Estimated Meta Conversation Charges: Multiplies the recipient count by the applicable Meta conversation rate for your template's category (Marketing vs. Utility) and destination country code.
  3. Available Wallet Balance: Compares the estimated campaign cost directly against your real-time prepaid conversation balance.
  4. Quick Wallet Recharge: If your wallet balance is insufficient to cover the estimated spend, click Recharge Wallet to add funds immediately without losing your campaign draft.

Step 4: Variable Personalization and Preview​

Tailor your message copy to each recipient and review live rendering:

1. Dynamic Variable Mapping​

Match each template placeholder ({{1}}, {{2}}, etc.) to customer attributes:

  • Map {{1}} to the recipient’s First Name.
  • Map {{2}} to account-specific attributes such as Due Date, Loyalty Points, or Branch Name.
  • Fallback Value: Define a safe fallback default (e.g. "Valued Customer") that will be inserted if an individual contact profile lacks that attribute.
  • Coupons & Promo Codes (Wabixo Mode): If your broadcast includes a promotional offer, select an active coupon code to automatically inject the code into your message variables.

2. Real-Time Message Preview​

  • Review the live message rendering on the mobile mockup screen.
  • Verify that variables, bolding, emojis, and media headers appear correctly before proceeding.

Step 5: Scheduling and Dispatch Mode​

Choose how and when your broadcast should be delivered:

Dispatch ModeDescriptionOperational Use Case
Send NowImmediately queues the campaign for transmission. Background workers begin concurrent dispatch within seconds.Flash sales, critical service alerts, same-day event announcements.
Schedule OnceDesignates a specific future calendar date, time, and timezone. The automated background scheduler executes the launch when the timestamp arrives.Weekend promotions, morning reminder campaigns, scheduled holiday broadcasts.
Recurring CadenceSets an automated recurring dispatch schedule: Daily, Weekly (on a specific day of week), or Monthly (on a specific day of month).Recurring weekly specials, monthly billing reminders, or routine account alerts.

Step 6: Final Review and Launch Execution​

The final review screen presents a pre-flight summary:

  • Campaign Identity: Campaign title and sending WhatsApp Business Number.
  • Template & Category: Template name and Meta conversation classification.
  • Target Audience: Selected Segment name and confirmed recipient count.
  • Financial Summary: Total estimated conversation cost and post-launch wallet balance.
  • Execution Timing: Immediate queue confirmation or scheduled date/time.

Click Launch Broadcast to start execution.

[!NOTE] Permission Gate & Staff Restriction: Launching or scheduling broadcasts requires the CanExecuteCampaigns permission. Team members with only CanDraftCampaigns can complete Steps 1 through 5, saving the campaign as a draft for supervisor review. In addition, restricted branch/staff users are blocked from executing MARKETING category templates to prevent unauthorized promotional spend.

Live Delivery Telemetry and Recipient Auditing​

Once launched, navigate to Marketing $\rightarrow$ Broadcasts $\rightarrow$ select your campaign to open the Campaign Details console (/dashboard/marketing/campaigns/:id):

1. Delivery Funnel Metrics​

Track the real-time progression of your broadcast across four key states:

  • Sent: Messages accepted by Meta Cloud API and queued for network transmission.
  • Delivered: Messages successfully delivered to the recipient's phone (indicated by double checkmarks).
  • Read: Messages opened and read by the customer (indicated by blue checkmarks).
  • Failed: Messages that could not be delivered (e.g. switched-off devices past the 30-day window, unallocated numbers, or blocked accounts).

2. Recipient-Level Audit Table​

For complete operational accountability, the campaign details page includes a searchable, paginated recipient table:

  • Phone Number: Formatted recipient mobile number.
  • Send Status: Immediate handoff result (Sent, Failed, Pending, Skipped).
  • Delivery Status: End-to-end receipt status from Meta webhooks (Delivered, Read, Failed, Sent, Deleted).
  • Failure Diagnostic: If a message fails, Meta’s specific error reason is displayed (e.g. INVALID_PHONE_NUMBER, RECIPIENT_NOT_ON_WHATSAPP, ACCOUNT_RESTRICTED), allowing you to clean your audience lists.

Managing Scheduled Broadcasts​

To review, edit, or cancel upcoming campaigns:

  1. Navigate to Marketing $\rightarrow$ Scheduled Broadcasts (/dashboard/marketing/scheduled).
  2. View all upcoming runs with their cadence badges (On Time, Daily, Weekly, Monthly), target recipient counts, and scheduled launch times.
  3. Edit Broadcast: Click the edit icon to re-open the campaign parameters and update variable fallbacks or launch windows.
  4. Cancel Schedule: Click Cancel / Delete to abort an upcoming broadcast before its scheduled execution. The campaign will be safely deleted from the dispatch queue with zero wallet deductions.