Send a quick message

The Send a message card on the Dashboard sends a WhatsApp text, image or file to up to 50 numbers or groups at once, straight away or at a time you choose. You don't need a spreadsheet or any code.

Who can do it: Owners and Editors of the workspace. Analysts don't see the card. It works on every plan, including the free trial, as long as the workspace has messages left.

Open Dashboard in the sidebar. The Send a message card is at the bottom of the page.

Before you start#

• A connected WhatsApp number. Without one, the card only says "Connect a WhatsApp number to send messages from here." Click Connect a number, or see Connect your WhatsApp number.
• Messages left on your plan. Each recipient uses one message, and a group counts as one recipient. The Messages left tile at the top of Home shows how many you have.

Send a message#

1. Pick the number to send from

   Under From, choose which of your connected numbers sends the message. The first one is already selected. If only one number is connected, the list can't be changed.

2. Add the recipients

   Under Numbers, type a number, for example 919876543210, and press Enter. It becomes a chip that shows the number as it will be sent, such as +91 98765 43210. A number without its country code gets the country of the number under From (see Recipient rules). Add more the same way, or paste a list separated by commas or new lines (a column copied from a spreadsheet works). To reuse a saved contact, type at least two letters of its name or digits of its number and click it in the list that opens.

3. Add an image or a file (optional)

   Under Type, choose Image or File, then paste its link. See Images and files.

4. Write the message

   Type your text under Message (for an image or a file, under Caption (optional)). The box starts with "Hello from WbizTool 👋": replace it. Up to 3,000 characters; the counter under the box shows how many you've used. WhatsApp formatting such as *bold* and _italic_, and emoji, work as usual.

5. Send

   Click Send. With several recipients the button shows how many, for example Send to 3. You see "Message queued – it goes out in a moment." (or "3 messages queued – they go out in a moment.").

Each recipient gets their own message from the number you picked. Messages usually go out within a minute while that number is connected. Click See in Reports under the button to follow them (see Follow or cancel a message).

After it's sent or scheduled, the recipients are cleared and Schedule for later is unticked; the number, type, link and message stay. To send the same message to others, add them and click Send (tick Schedule for later again to schedule it).

Recipient rules#

• Spaces, brackets, dots and dashes are removed for you, and a + or 00 at the start means the number has its country code: +91 98765-43210 and 0091 98765 43210 both go to +91 98765 43210, and +44 (0)20 7946 0018 goes to +44 20 7946 0018. With its country code, a number has 7 to 15 digits.
• A number without its country code, such as 98765 43210 or 09876543210, gets the country code of the number under From. If that number's country can't be told, the workspace's Country for numbers without a country code is used. The hint below the field names the country, for example "Numbers without a country code get +91 (India).", and while you type it shows where the number goes, for example "Will send to +91 98765 43210 (India)".
• A number that already starts with a valid country code is never changed. If it could also be a local number of the From number's country, its chip turns amber and the hint says so, for example "It starts with the country code of Singapore. For a number in India, write +91 6581 234 567."
• A number that doesn't fit turns red and the hint below the field says why, for example "Not a phone number – use 7 to 15 digits." Send stays grey until you fix it or remove it with the × on its chip.
• The same number twice gets one message.
• Up to 50 recipients per send: anything past 50 isn't added. To reach more people, use a campaign.
• Changing Send to between Numbers and Groups clears the recipients.
• A number you message for the first time is saved to Contacts, with the number as its name.

Images and files#

Set Type to Image or File. The card then asks for a link instead of an upload:

• Image: paste the Image link, a public link to a JPG or PNG. The text below becomes the caption.
• File: paste the File link and, if you like, a File name (optional) such as invoice-1042.pdf (up to 100 characters).

The link must open the file directly, without a login. The easiest way to get one: upload the file in the Media directory and click Copy link on it. See Media library.

What the recipient gets:

• The file's name is the File name you typed, or else the last part of the link, in lower case. It keeps its extension if the Media directory accepts that type, such as .pdf, .docx, .xlsx, .pptx, .csv, .zip or .mp4, and for .webm, .mpga, .xlsm, .xlsb, .docm and .pptm too (full list on Send message). A name with no extension, or another one, gets .pdf added: invoice-1042 arrives as invoice-1042.pdf. So include the right extension.
• Size limits: images up to 16 MB, videos up to 64 MB, other files up to 100 MB.
• Long captions: an image caption over 1,000 characters arrives as a separate message right after the image.
• Audio: send it as a File. MP3, M4A and AAC files arrive as audio, and the caption follows as a separate message. WAV and OGG files arrive as documents, with the caption.

Wbiztool downloads the file from the link when the message goes out, not when you click Send. Keep the file at that link until the message shows Sent, especially for a scheduled message.

Schedule a message#

1. Fill in the card

   Choose From, add the recipients and write the message as for sending now.

2. Tick Schedule for later

   Tick Schedule for later. The Send at field appears, set to one hour from now.

3. Pick the date and time

   Choose when to send under Send at. The time is in your computer's time zone, shown under the field, for example "Your time zone: America/New_York". If your recipients live in another time zone, convert the time first.

4. Click Schedule

   Click Schedule (or Schedule 3 for three recipients). You see "Message scheduled for Oct 15, 2026, 11:30 AM." with your chosen time.

• The time must be in the future. Your browser won't accept a past one, and if the time passes before you click, you see "Pick a time in the future."
• A scheduled message shows as Waiting in Reports, with its scheduled time. It holds its message from your plan straight away; cancelling it gives the message back.
• It goes out at that time if the sending number is connected. If the number is disconnected then, the message waits until you reconnect it.
• You can't edit a scheduled message. To change it, cancel it and schedule a new one.

Send to a WhatsApp group#

1. Choose Groups

   Under Send to, choose Groups. The recipient field becomes Group names.

2. Type the group's name

   Type the group's name exactly as WhatsApp shows it on the sending number, and press Enter. Groups saved in your Contacts, such as ones you've messaged before, appear in a list as you type.

3. Write and send

   Write the message and click Send, or schedule it.

• The sending number (From) must be a member of the group. If only admins can send messages in the group, it must be an admin.
• Numbers and groups can't be mixed in one send: send to them separately.

Follow or cancel a message#

See in Reports opens Reports on the Waiting tab. You can also open Message history in the sidebar. Each message shows one of these statuses:

To cancel one message, find it on the Waiting tab (search by the recipient's number), click Cancel on its row, then Cancel message. A message that is already being sent may still go out. Owners and Editors can cancel.

For filters, the export and failure screenshots, see Reports & message history.

Send a test message from Numbers#

To check that a number works, open Numbers and click Send test message on a connected number. Type a number under Send to, keep or change the message and click Send. It's text only, to one number, from that number. See Connect your WhatsApp number.

The Home page at a glance#

Banners at the top of Home tell you when something stops your messages:

Below them, Messages left shows your messages for this period and how many are waiting, Numbers connected how many numbers work, Campaigns how many campaigns you have and how many reminders are on, and the last tile shows Open tickets (with Unibox) or Reminders on. Once something has been sent, the Last 24 hours chart shows sent and failed messages per hour: click the failed count to open those messages in Reports, or All messages for the full history. New workspaces also see a Get set up checklist until each step is done.

Troubleshooting#

Related#

• Connect your WhatsApp number
• Campaigns from a spreadsheet
• Media library
• Contacts
• Reports & message history
• API: Send message, Send to multiple numbers, Send to group, Schedule message and Cancel message