WhatsApp Messaging: How UltraMsg Streamlines Automation

Introduction

UltraMsg automates WhatsApp messaging for sailing bookings, sending personalised updates, reminders, and real-time notifications to guests, crew, and staff.

We help people book unforgettable sailing holidays across Europe and the Mediterranean. Whether it’s a romantic getaway in Greece or a large group trip in Croatia, we ensure a smooth experience from start to finish.

Communication plays a key role in making a trip successful. To address this, we built a custom WhatsApp messaging automation system that has transformed how we interact with customers and streamline our operations.

Now, we send timely, personalised WhatsApp messages to everyone involved in a booking: guests, skippers, hostesses, base staff, and transfer drivers—all from one system.

Why WhatsApp Works for Global Customers

Our customers come from diverse backgrounds, speaking languages such as English, Italian, German, French, and Croatian. Despite this diversity, they all use WhatsApp. This platform is fast, universal, and mobile-friendly, making it perfect for sending important documents, location pins, check-in instructions, crew details, and real-time updates.

Instead of relying on email, which can often be ignored or lost, we meet our customers where they are—right in their pocket.

UltraMsg API Integration for Seamless Messaging

We integrated UltraMsg’s API into our internal admin dashboard. For every booking, our system generates a timeline of WhatsApp messages tailored to key stages of the trip.

Our system automatically schedules each message based on the charter date, such as five days before departure. The “Send” button lets us trigger last-minute updates or resend messages if needed.

We also customise messages based on the recipient. For example, guests, skippers, hostesses, admins, and drivers receive the most relevant communication. We use dynamic placeholders like {user_name}, {check_in_day}, and {company_name}, which our system fills with actual booking data when sending the message.

Combining Automation with Manual Flexibility

While most WhatsApp messaging is automated, we’ve built in manual overrides for added flexibility. Time-based automation handles routine communication after a booking is confirmed, ensuring the right messages are sent at the right times without human input.

However, if necessary, our team can intervene with the “Send WhatsApp Message” button to deliver a message instantly. This combination of automation and flexibility ensures we never forget to send important information, can respond quickly when plans change, and always know what’s been sent and to whom.

Enhancing Customer Experience with Automated Messages

UltraMsg provides flexible tools for sending automated WhatsApp messages in a variety of situations. Before an event or booking, we schedule welcome messages, reminders, and check-in instructions in advance, using the Scheduled Messaging API or integrating with our booking system for automatic triggers.

On the event day, we trigger real-time updates like arrival confirmations and check-in prompts based on system events such as status changes or dates. During the service, we send mid-service check-ins, photo requests, and upselling offers to specific customer groups based on their current status or location.

As departure nears, our system automatically sends checkout reminders and final instructions. After service completion, we follow up with thank-you messages, feedback requests, and promo codes, triggered by event-based logic or scheduled sends.

Using UltraMsg for Staff and Partner Communication

UltraMsg also helps us communicate with internal teams. For staff, we send schedules, shift reminders, training updates, and urgent alerts. For suppliers and partners, we send delivery updates, confirmations, and special instructions. Logistics updates drivers about pickup times, shares live location links, and informs passengers about delays.

For customer support, we automate ticket updates, appointment confirmations, and responses to frequently asked questions.

Why UltraMsg is the Best Choice

UltraMsg offers a straightforward API that integrates easily with our PHP-based backend. It’s affordable, cost-effective compared to Twilio or official Meta partners, and delivers messages reliably without throttling or missed connections. We started sending live messages within hours of integrating the system, ensuring the entire process was smooth and efficient.

Ready to enhance your communication with automated WhatsApp messaging? Contact us today to learn how UltraMsg can streamline your operations and improve customer engagement. We’re here to help!