WhatsApp Forms: How to Use Them for Streamlined Data Collection?

Suppose you sent your friend a message and they didn’t respond for a while, what would you do in this scenario? Send another message? Or try to call them? What I meant to say is that you expect quick replies from the other end. The same is the case with business conversations. 

Customers want prompt responses from brands. For this reason, emails and SMS are no longer viable channels for real-time conversations. These days instant communication is all the craze and which channel is best for real-time, two-way communication than WhatsApp? 

With the launch of the WhatsApp Business Platform, businesses all over the world have been utilizing WhatsApp to engage, nurture, and get sales—all from the same channel. On top of these capabilities, WhatsApp can be used to capture lead data and learn more about your audience, allowing you to target them with personalized messages later down the line. 

So, if you are also looking for a way to leverage WhatsApp to gather valuable information about your customers, then WhatsApp Forms can be an excellent way to do that. That being said, in this article, I will go over what WhatsApp Forms are, the advantages of using them, and how to set them up for your business. 

So, let’s get into it!

What are WhatsApp Forms?

WhatsApp Forms, as the name suggests, are special forms that are designed for WhatsApp to let you capture customer details or encourage them to take action, straight from the WhatsApp app. These forms eliminate the need to use clunky forms or surveys, streamlining the entire process while engaging your customers. 

A great example of WhatsApp Forms is when you are running an event and need to gather RSVPs. Instead of flooding the inboxes with time-consuming forms, asking for every little detail, simply send the WhatsApp Forms confirming their attendance.  This is just one example of WhatsApp Forms. You can use them in a variety of ways to enhance your business operations. 

By leveraging these online forms for WhatsApp, not only can you collect responses in real-time, but you can also engage with your audience on a platform they already love. 

Why should you use WhatsApp Forms?

WhatsApp has become a go-to conversation app for many individuals around the world. With a user base of around 3 billion people, you are more likely to find and engage your customers on WhatsApp. Having said that, here are the benefits of using WhatsApp Forms: 

• Easier engagement: Everyone loves a good chat! By using WhatsApp, you are meeting your audience where they already hang out.
• Instant responses: No more waiting days for email replies. Your audience can reply in real-time, making it feel like an ongoing conversation.
• User-friendly: Let’s face it, nobody enjoys filling out lengthy forms. With WhatsApp forms, you can create simple and intuitive user experiences that keep users engaged.
• Widespread adoption: With billions of users actively using WhatsApp, it is the unofficial global messaging app. Whether you are collecting customer feedback on WhatsApp or running online surveys for product insights, you are reaching people where they already spend their time.
• Automated data storage: With WhatsApp Forms, you can automatically save responses within a WhatsApp CRM to further streamline your workflows. 
• Simplified feedback mechanism: Gathering customer feedback on WhatsApp can be as easy as having a general conversation. This aspect of simplicity makes it easy for customers to submit their feedback. 
• Personalized interactions: Tailored questions based on customer preferences and previous interactions, increases your chances of getting responses while also helping foster strong relationships.

How to craft personalized WhatsApp Forms? 

The thing that differentiates WhatsApp Forms from other ways to capture data is its customizability. You can effectively craft these forms to match your unique business needs, no matter if they are for generating leads, onboarding customers, getting feedback, or establishing a brand presence.

That being said, to craft personalized WhatsApp Forms and share them with your audience, the first thing you need to do is understand the difference between them. There are two kinds of forms you can share via WhatsApp: 

• General forms to collect data
• WhatsApp Flows to encourage action

So, you need to choose a tool that allows you to create both of these types and share them effectively via WhatsApp. Zixflow is a Meta-partnered WhatsApp Business Partner that comes with forms and WhatsApp messaging capabilities to streamline your operations. 

With Zixflow, you can design tailored forms with as many relevant questions as you want to get to know your customers better. The form builder is simple to use and lets you add branded elements to your forms, like your logo and description in the welcome section. 

You can include unlimited questions in your forms and change their order the way you prefer. However, to avoid drop-off rates, keep your forms straightforward and ask only for necessary information. You can also add custom CTAs to increase the probability of getting conversions. 

Once you have created a form, you can designate a specified list in the WhatsApp CRM to save the responses automatically and assign a team member to the submissions to ensure timely customer engagement. 

Furthermore, you can share these forms in a variety of ways like, embed them as a chatbot, show them as a standalone landing page, or view them as a modern form, asking one question at a time. Simply send the form link to customers via WhatsApp to capture their data. 

On the other hand, if you want to collect data straight from WhatsApp, you need to set up WhatsApp Flows. Luckily, being a Meta-partnered solution, Zixflow lets you craft WhatsApp Flows to compel customers to take action. 

These WhatsApp Flows enable you to schedule appointments, let potential customers browse your products, collect customer feedback, or acquire new leads. With these kinds of structured communication, you can boost the likelihood of recipients interacting with them and submit their answers. 

After your forms are ready, either send them as a part of a message or as a link directly to their WhatsApp inbox.

Diverse use cases of WhatsApp Forms

When it comes to the applications of WhatsApp Forms, the possibilities are almost endless. These forms can transform the way you interact with your audience, making data collection feel less like a chore and more like a fun game. 

Quick polls for instant insights

Want to know what your audience thinks about that new product you launched? Instead of sending lengthy emails or complicated surveys, send tailored WhatsApp Forms to quickly gauge interest. A simple message containing the form asking for their opinion in real-time.

Event registration

If you are planning an event, using registration forms on WhatsApp can simplify the entire process. Guests can RSVP with a single message, and you can collect all necessary details without any fuss. 

Ask for feedback for continuous improvement

Your customers' opinions matter! With feedback WhatsApp Forms, you can gather customer feedback seamlessly after each interaction. Just shoot a message asking how they felt about their recent purchase or service experience. Not only does this show that you value their opinion, but it also provides invaluable data to improve your offerings. This way, you can establish rapport and build trustful relationships.

Order & pre-order forms

E-commerce businesses, restaurants, and service providers can use WhatsApp Forms to take orders directly. Customers can enter product details like quantity and delivery preferences to make the process more interactive and efficient. This also works well for pre-orders, where you can gauge demand before launching new products.

Acquiring new customers 

If you are looking to grow your community or membership base, using signup forms through WhatsApp is an excellent approach. Whether you are running a gym, an e-commerce store, or even looking for newsletter subscriptions, potential members can easily register via WhatsApp without navigating through several web pages.

Recruiting the right people

If you are looking to expand your business and want to get more team members, you can create WhatsApp Forms for job applications, enabling candidates to submit their resumes and relevant details. Your HR team can then filter applicants based on responses and proceed with shortlisted candidates, making the hiring process faster and more organized.

Streamlined customer ticket resolution

WhatsApp Forms can be used for handling customer queries, complaints, or service requests efficiently. Instead of back-and-forth messaging, you can collect all necessary details upfront to reduce resolution time and improve the overall customer experience.

Suggesting the right products

WhatsApp Forms can be used to gather customer preferences, helping you recommend the right products or services tailored to their needs. By asking about style or specific interests, you can provide a personalized shopping experience while promoting your offerings for increased chances of getting more sales.

Best practices to design your WhatsApp Forms

A customized and personalized WhatsApp form allows you to grab the attention of your users and compel them to fill out the form. Having said that, below are some of the best practices for crafting effective WhatsApp forms:

Only ask crucial questions

No one likes being hit with a wall of text or a barrage of questions. Long and complicated forms can easily turn users off. Instead, focus on:

• Keeping it simple: Ditch technical language. Use everyday terms that anyone can understand to submit your WhatsApp forms without dropping off in the middle.
• Staying short & sweet: Break down longer questions into bite-sized ones. Quick, clear questions are easier to read and even faster to answer.
• Starting with the essentials: Put your most important questions upfront. There is a higher chance for users to respond to them while they are still engaged.

The goal is to make your form feel like a natural conversation and not an interrogation. Clear and straightforward questions go a long way in keeping people interested.

Utilize eye-catching visuals that add meaning

A few well-placed visuals can make your WhatsApp form feel more engaging, but only if they serve a purpose. Make use of high-quality images to provide meaning to your questions. Ensure that your images are relevant to your questions and to your brand’s style.

However, make sure that you don’t go overboard with these visuals. A few of them are great but once you incorporate too many, it can easily overwhelm the users. Use them to support the content, not compete with it. When used wisely, visuals can guide users through the form and make the experience more enjoyable.

Add compelling call to actions

People often need a nudge to finish a form. That’s where strong calls to action (CTAs) come in. Use action words and phrases like “Get Started,” “Share Your Feedback,” or “Sign Me Up” to make it clear what users should do next.

Also, you can generate a gentle urgency with words such as “Limited Time” or “Last Chance” which can prompt quicker responses particularly if there’s a reward or incentive they get from submitting the form.

On top of that, you have to make sure that you place these CTAs at the right locations. Don’t just stick one at the end. Include them after key sections to allow users to save their progress so they can pick it back up at a later time. A well-placed CTA can be the difference between someone bouncing and someone completing the form.

Optimize your WhatsApp forms for mobile devices

Almost all WhatsApp users are on mobile devices, so your WhatsApp forms need to work perfectly on a small screen and optimized for these phones. You have to ensure that your forms adapt to different screen sizes without breaking the layout.

In addition to that, you have to keep your forms tap-friendly so that the content is easy to read, and the buttons should be big enough to tap without frustration. Furthermore, ensure you break up long forms into smaller, manageable sections. This makes it easier for users to navigate without feeling overwhelmed.

Utilize WhatsApp Forms for effective information gathering

WhatsApp Forms are designed to help you transform your data collection methods into something more engaging, efficient, and downright enjoyable. With WhatsApp Business forms, you are not only collecting data but also building connections and inviting your customers to be part of the conversation.

Whether it is polls, sign-ups, or feedback requests, leverage the full potential of WhatsApp forms to ensure every interaction counts. Plus by automatically saving responses and customer data in a CRM, you can optimize your future WhatsApp marketing efforts effectively. 

How well your WhatsApp Forms will perform depends on their customizability, relevance, and length. Also, you will require a robust platform to help you get started with your forms. Zixflow is a dynamic solution built for new-age businesses that are looking for modern ways to connect with their customers. 

The WhatsApp forms, messaging, and CRM capabilities of Zixflow make it super easy to capture lead details. So, what are you waiting for?

Get started with the platform with a 7-day free trial before making a commitment. Or schedule a demo with our sales experts to walk you through the platform and provide you with a product tour to get you up and running in no time.