Scheduled WhatsApp campaigns let you prepare a broadcast now and have ReploChat send it at the exact date and time you choose: a Friday sale at 9 AM, an Eid greeting at midnight, a class reminder the evening before. You can also pace any campaign into batches so a big list goes out gradually instead of all at once. This guide shows how to schedule a WhatsApp campaign, how batches and intervals work, and how to stop a campaign that's already queued.
When to schedule
- Timing matters: offers that start at a set time, event reminders, payday or weekend promotions.
- You're busy at send time: prepare it during working hours, let it go out on Sunday morning.
- Large lists: spreading sends over hours keeps your team's inbox manageable when replies arrive, and protects your number's quality rating.
Schedule a campaign step by step
- Open WhatsApp Campaigns and press New Schedule.
- Choose the number under Select WhatsApp ID.
- Tick contacts under Contacts and/or labels under Or send to everyone labelled.
- Pick an approved template and fill in Personalise Message: contact name, contact phone or fixed text for each variable, plus the header file or link if the template has one.
- Under Campaign Settings, enter a Campaign Title, for example "Eid sale – VIP – 9 AM".
- Set Schedule Time to the date and time you want. It must be in the future. The badge at the top changes to Scheduled — 12 Apr 2026, 09:00 AM.
- Adjust Interval and Batch Size if needed (see below) and check the Summary.
- Press Schedule. The campaign appears in the list with status pending.
How batches and intervals work
ReploChat sends a campaign in batches: one group of contacts, then a pause, then the next group. Two settings control this:
| Setting | Default | Allowed | Meaning |
|---|---|---|---|
| Batch Size | 100 | 30 to 100 | How many contacts get the message in each batch |
| Interval | 30 minutes | 10 minutes or more | The wait between one batch and the next |
The Summary works out the timing for you. Some examples:
| Recipients | Batch / interval | Batches | Last batch goes |
|---|---|---|---|
| 80 | 100 / 30 min | 1 | Immediately at the scheduled time |
| 250 | 100 / 30 min | 3 | 60 minutes after the start |
| 600 | 50 / 10 min | 12 | 110 minutes after the start |
A good rule: on a new number, or after a quality warning from Meta, use smaller batches and longer intervals. Once your number has a healthy rating and higher messaging limits, larger batches are fine.
Instant vs scheduled
Instant and scheduled campaigns are created on the same New Schedule page. Leave Schedule Time empty and the button reads Send Now; set a time and it reads Schedule. Both use the same batching, the same opt-out filtering and the same tracking. See Send a bulk WhatsApp campaign for the basics.
What happens at send time
- ReploChat checks for due campaigns every minute and starts yours within a minute of the scheduled time.
- The status changes to sending, and the campaign detail shows Next batch of 100 at 10:30 AM.
- Contacts who opted out after you scheduled are still skipped. Opt-outs are checked when each message is sent.
- When the last batch is done, the status becomes sent, and delivered and read counts keep updating as receipts arrive from WhatsApp.
Manage your scheduled campaigns
The WhatsApp Campaigns list shows every campaign for the selected number with its title, template, contact count, status, the time it's scheduled for (or Instant) and live Sent / Delivered / Read / Failed counts.
- View opens the detail page: progress, batch settings, timestamps, and each contact's status with the reason for any failure.
- Cancel stops a pending or sending campaign. Confirm Stop: nothing more is sent, and messages already sent stay sent.
- Remove deletes a campaign from the list.
To change a scheduled campaign's message, audience or time, cancel it and create a new one.
Scheduling ideas
| Business | Campaign | When |
|---|---|---|
| Online store | Weekend sale announcement to the "Customers" label | Friday 7 PM |
| Clinic | Free check-up camp invitation | Three days before, 10 AM |
| Academy | Admissions open reminder | Monday 9 AM |
| Restaurant | Iftar deal | 4 PM during Ramadan |
For messages that should go out automatically on a date tied to each contact, such as birthdays or renewals, use date reminders. For drips after someone gets in touch, use follow-up sequences.
Frequently asked
Does a scheduled campaign count against my plan when I create it? Yes. It counts toward your plan's campaign limit when you save it.
What if my plan expires before the send time? Keep your plan active until the campaign has finished. See billing.
Can a template be approved after I schedule? No. Pending and rejected templates appear in the list with their status, but ReploChat won't save a campaign that uses one. Get approval first.