Customer Verification and Data Collection via WhatsApp
Forget endless emails and tedious forms—collect and confirm client info automatically, right where your customers already are: WhatsApp.
Manually verifying customer codes and collecting their personal details via WhatsApp is a tedious, error-prone process that eats up valuable hours each week. Responding to inquiries, searching through records, and following up for missing or mistyped data can lead to lost leads, dissatisfied customers, and mistakes in your database. If you skip automation, you risk wasting time, losing money on potential clients who slip through the cracks, and hampering your team's visibility over who’s been verified and recorded.
This Botize formula streamlines the entire workflow by instantly reacting to every WhatsApp message, searching your Google Sheets for code verification, and prompting the user only if their code exists. Clients simply reply with their personal details, which are automatically matched to the correct row in your sheet—no manual intervention needed. Every interaction is acknowledged, and your Google Sheets database stays perfectly updated in real-time, eliminating data entry mistakes and freeing your team for higher-value tasks.
Ready to leave manual chaos behind? Follow the simple step-by-step to plug in your Google Sheet, tweak the WhatsApp messages as you see fit, and set this solution on autopilot. The formula’s flexible—adjust frequencies, add more filters, and make it truly yours. Or jump straight in with the ready-made Botize setup; your customers and your schedule will thank you!
Automate this task with 8 simple prompts
Copy and paste the following prompts into Botize's AI task editor
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1
Access the Botize automated task editor.
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2
Select the AI editing tool.
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3
Begin the automation whenever a new WhatsApp message is received from a customer.
Copy and paste this prompt into the AI editing tool.
Create a trigger that starts the automation instantly whenever a WhatsApp message is received. ⤵
Click the 'Apply this task' button to confirm.
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4
React specifically to an incoming text message from WhatsApp.
Copy and paste this prompt into the AI editing tool.
Set up the automation to detect and process an incoming text message received via WhatsApp. ⤵
Click the 'Apply this task' button to confirm.
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5
Search for the code sent by the customer in column A of a specific Google Sheets document.
Copy and paste this prompt into the AI editing tool.
Add a step to look for the received code in column A of the configured Google Sheets. Make sure it searches using the value provided in the WhatsApp message. ⤵
Click the 'Apply this task' button to confirm.
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6
Notify the user if the code they sent cannot be found in the Google Sheets document.
Copy and paste this prompt into the AI editing tool.
If the code is not found in the sheet, send a WhatsApp message to the user letting them know their code was not found. ⤵
Click the 'Apply this task' button to confirm.
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7
Check if the code sent by the user exists in Google Sheets.
Copy and paste this prompt into the AI editing tool.
Add a filter to verify that the code from the WhatsApp message matches a row in the Google Sheets document. ⤵
Click the 'Apply this task' button to confirm.
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8
Ask the user for their full name and email if their code is found in the sheet.
Copy and paste this prompt into the AI editing tool.
If the code exists, reply to the user on WhatsApp requesting their name, surname, and email, and tell them to reply with these details separated by commas. ⤵
Click the 'Apply this task' button to confirm.
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9
Record the user's phone number, name, and message as their personal data in the correct row in Google Sheets.
Copy and paste this prompt into the AI editing tool.
When the user replies with their data, save their WhatsApp number, name, and the provided details in the appropriate columns of the row that matches their code in Google Sheets. ⤵
Click the 'Apply this task' button to confirm.
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10
Confirm to the user that their data was successfully registered.
Copy and paste this prompt into the AI editing tool.
Send a WhatsApp message to the user confirming that their details have been recorded successfully. ⤵
Click the 'Apply this task' button to confirm.
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11
Your automation is ready to use. Click the 'Save changes' button.
Save changes
Verify Customers In Seconds, Not Hours: Data Collection via WhatsApp
Here’s the magic: a user sends you a code via WhatsApp. The automation checks your Google Sheet. If the code matches, the customer is instantly prompted for their details—no delay, no manual checking. Once they reply, their info lands neatly in the right row. They’re then notified all is set. If the code isn’t found, they get a polite heads-up—no loose ends.
| Manual | Botize | |
|---|---|---|
| Checking WhatsApp message against Google Sheet manually | 2 min | 0 Minutes |
| Replying to customer for missing/invalid code | 1 min | 0 Minutes |
| Requesting personal data by hand | 2 min | 0 Minutes |
| Copy-pasting customer data into the correct Sheet row | 2 min | 0 Minutes |
| Notifying customer of successful registration | 1 min | 0 Minutes |
| Total | 8 min per customer | 0 Minutes |
If you’re here to automate user verification and data collection through WhatsApp with Google Sheets, yep—this is exactly what you need. No confusing workflows. No tech headaches.
Onboarding Event Participants
Your attendee sends their unique registration code via WhatsApp. The system checks your registration sheet, prompts for details, and logs them automatically. No spreadsheets, no chaos.
No Human Error
No more missed messages or misplaced data—everything is sorted and stored automatically.
Speed Obsessed
From inquiry to confirmation in under a minute. Your clients will wonder if you have superpowers.
Always On
Works 24/7 so your business captures every opportunity… even while you sleep.
Customer Verification for Online Purchases
After purchasing, a customer gets a code. They send it to your WhatsApp, you verify the code, collect missing info, and update your CRM instantly.
⌾︎ You run intake or onboarding—events, courses, clubs, clinics—and need to confirm and collect data fast.
⌾︎ You’re tired of chasing info by hand, or already drowning in WhatsApp chats and spreadsheets.
✕ You only collect info occasionally and don’t mind doing it manually.
✕ You never use WhatsApp to connect with customers.
✓ Set your own personalized WhatsApp messages—friendly, formal, whatever fits your brand.
✓ Choose which data to collect and where it’s saved in Google Sheets: name, email, phone, anything.
✓ Connect to your preferred Google Sheet (shareable URL)—data goes exactly where you need it.
This automation is triggered when a WhatsApp message is received. The message is assumed to be a code, and the task starts by searching for it in column A of a Google Sheets document. If the code is not found, the user is informed; if it is found, the system asks the customer to provide their personal details. When the user replies with their personal data, the task adds it to the corresponding row in Google Sheets linked to the code sent in the first message. The user is then notified that their data has been successfully registered. You must provide the URL of your Google Sheets document in the task and customize the messages according to your needs.
