Send customers a form inside WhatsApp from a Ringg AI agent, like a booking, a lead form or a survey, and get their answers back as the next chat message.
A WhatsApp Flow is a form that opens inside WhatsApp. The customer taps a button in the chat, fills in a few screens (text fields, dropdowns, dates, checkboxes) and submits. Their answers come straight back into the conversation, so your assistant can act on them.You build the Flow once, either in Ringg’s Flow builder or in Meta’s WhatsApp Manager, which Ringg picks up automatically. Then any WhatsApp assistant can send it, or a message template can carry it as a button.
The Flows tab, a Flow's details, adding it to an assistant, a template's Flow button, and the answers in Logs
Go to Tools → WhatsApp Business, select the Flows tab, then Create Flow. Name it, for example Site visit request, and pick a category.
2
Design the screens
Fill in the first screen’s Short answer, add questions and text with Add content, and add screens with +. The preview on the right works like the customer’s phone: fill it in to try the Flow.
3
Save, then publish
Select Save draft. The draft stays open for editing: select Cancel to see its details, then Publish, and Publish again to confirm. Only published Flows can be sent to customers.
Every component, View as JSON, Paste JSON and changing a published Flow are covered in Build WhatsApp Flows in Ringg.
1
Create the Flow in WhatsApp Manager
In WhatsApp Manager, open Account tools → Flows and select Create Flow.
Name: something your team will recognise, such as Site visit request.
Categories: pick the closest match, for example Lead generation or Appointment booking.
Template: start from one of Meta’s templates, or a blank Flow. Choose one without an endpoint.
2
Design the screens
Edit each screen in the builder: rename the title, add or remove fields, and change labels. The preview on the right shows exactly what the customer will see.Keep it short. Two or three screens with a handful of fields each gets the most submissions.
3
Save, then publish
Select Save, check the preview once more, then Publish. Only published Flows can be sent to customers.
4
Find it in Ringg
In Ringg, go to Tools → WhatsApp Business and select the Flows tab. It syncs with Meta every time you open it. Select the refresh icon to sync again at any time.
Field labels matter. Ringg shows the customer’s answers under these labels in the chat, in Logs and in your webhooks, and your assistant reads them too. Preferred visit date is clearer than Date.
Meta locks a Flow once it is published. To change it later, open it in the Flows tab and select Duplicate & edit, which also works for a Flow made in WhatsApp Manager. See Change a published Flow.
The Flows tab lists every Flow on the account, with its Status, how many Questions it asks, where its Live data comes from, and when it was Last synced.
The Flows tab: two published Flows and two drafts that load live data
Select a Flow to open its details:
The preview on the right: fill in the form and move between screens as the customer would. The numbers above it jump to a screen. When you submit, it shows the answers and the message your assistant reads.
Data source, for a draft or a Flow that loads live data: where its screens get that data. See Flows with live data.
Technical details: the Flow’s Meta ID, its endpoint, and the data each screen takes.
View on Meta opens the Flow in WhatsApp Manager.
A published Flow's details, with its second screen in the preview
Open the WhatsApp assistant in the agent editor. In the left menu, select WhatsApp Flows, then Add flow, and pick your Flow.The list shows published Flows only, so publish a draft from the Flows tab first. A Flow that can’t be sent is greyed out with the reason, for example Not read from Meta yet: sync this account’s Flows. If you just published one in WhatsApp Manager, select Sync from Meta at the bottom of the list.
2
Write the message around it
The Flow goes out as a chat message with a button. The live preview on the right updates as you type.
Field
What it is
Example
Message
The text above the button. Required.
Tap below to pick a slot for your site visit.
Button label
The button that opens the form, up to 20 characters. Required.
Book a visit
Header and Footer
Optional lines above and below the message.
Green Acres Villas
When to send it
Optional. Plain words telling the assistant when this Flow is useful.
When the customer wants to visit a project.
Opens on
The screen the form opens on. Usually its first screen.
Your details
Setting up Site visit request on an assistant, with the live message preview
3
Prefill what you already know (optional)
Under Prefill, give a starting value to any field the customer shouldn’t have to type again. Leave a field empty and the customer fills it in.Prefill appears only when the Flow’s opening screen takes starting values, which a Flow written in WhatsApp Manager or as Flow JSON declares with init-value. Flows from Ringg’s builder have none.
Type
Where the value comes from
Example
Static
The same fixed value every time
Bangalore
Variable
A custom variable of the conversation
name
Dynamic
The assistant fills it from the chat. Describe what to put in.
The city the customer mentioned
4
Save
Select Save. The Flow appears under WhatsApp Flows as a card with its preview. Use the pencil to edit it or the bin to remove it. Its tool name, such as send_site_visit_request, is what you tag in the prompt.
5
Tell the assistant when to send it
The assistant only sends a Flow when its prompt says so. In the prompt editor, type @ and choose the Flow. It is inserted as @||send_site_visit_request||. Next to it, say when to send it and what to do with the answers:
When the customer wants to visit the site, send @||send_site_visit_request||and say "I've sent you a quick form to pick a date."When they submit it, thank them, repeat the date they picked, and tell themour team will call to confirm.
6
Test it
Open Test assistant, scan the QR code with your phone and ask for a site visit. Open the form, fill it in and submit. The assistant should reply using your answers.
When the customer submits, the answers arrive as their next message, labelled with the Flow’s question labels.
To your assistant
In Logs
In your webhooks
The assistant reads the submission as a message from the customer and replies to it straight away:
User submitted the WhatsApp Flow "Site visit request" (sent with send_site_visit_request):Full name=Priya Sharma, Preferred visit date=2026-10-02, Visitors=2
It can use these answers in its reply, or pass them to an on-call tool, such as your CRM API or a calendar booking tool.
In Logs → WhatsApp, open the chat and its Transcript. The Flow message appears with its button, and the customer’s submission shows as Response sent. Select View response to see every answer, grouped by screen. See Chat history.
View response in Logs: the answers grouped by screen
The chat’s transcript in chat events includes the submission as a user message, in the same text the assistant reads:
{ "user": "User submitted the WhatsApp Flow \"Site visit request\" (sent with send_site_visit_request): Full name=Priya Sharma, Preferred visit date=2026-10-02, Visitors=2" }
To get the answers as separate fields, add them to the agent’s Advanced Analysis.
A Flow sent by the assistant only reaches customers who messaged you in the last 24 hours. To start the conversation yourself, for example a booking reminder after a missed call, put the Flow on a message template as a button.
1
Add a Flow button to a template
Go to Tools → WhatsApp Business, select the Message templates tab, then New template. Under Buttons, select + Flow.
2
Pick the Flow
Button text: what the button says, up to 25 characters, such as Book a visit.
Flow: one of your published Flows.
Opens on: the screen it opens on. For a Flow with live data, choose Loaded by the Flow’s endpoint.
A template can have up to three buttons, and one of them can be a Flow button.
A template's Flow button: its text, the Flow it opens and the screen it opens on
3
Submit it for review
Submit the template. Meta reviews it before it can be sent, as with any template. See Message templates.
4
Send it
Send the approved template like any other: with the Send WhatsApp Template tool during a call or chat, or through the outbound API. When the customer submits the form, the answers come back into the chat with the assistant on that number, exactly as above.
An assistant sends a Flow as a normal chat message, so WhatsApp only delivers it within 24 hours of the customer’s last message. Outside that window, send a template with a Flow button.
Flows belong to one WhatsApp Business account
The Flows tab lists the Flows of the connected account. An assistant can use the Flows of the account its number belongs to.
Changing a Flow
Published Flows can’t be edited. Open the Flow in the Flows tab and select Duplicate & edit, which also works for a Flow made in WhatsApp Manager. Publish the copy, then in the assistant remove the old Flow and add the new one. Update the @ tag in the prompt too. See Change a published Flow.
