WhatsApp Link Generator
Complete User Documentation
What it does:
- Processes Excel files with business contact data
- Validates and normalizes Saudi phone numbers
- Creates personalized WhatsApp messages
- Generates ready-to-use WhatsApp links
- Allows manual number entry for quick links
Key Benefits:
- Save 90% of manual messaging time
- Increase response rates with personalization
- Scale your outreach to hundreds of contacts
- Professional business communication
Prepare Excel File
Set up your Excel with required columns
Upload & Process
Upload file and let the system process
Send Messages
Use generated links to send WhatsApp messages
Before You Start
- • Ensure you have WhatsApp Business installed on your device
- • Prepare your Excel file with business contact information
- • Have your message templates ready
Required Columns
✅ Required Columns
- • Phone Number (any column name with "phone", "mobile", "number")
📈 Optional Columns (Recommended)
- • Company Name (for personalization)
- • Company Category (for targeting)
- • Website (for smart categorization)
Column Header Examples
Phone Number:
- • Phone
- • Mobile
- • Phone Number
- • Contact
Company Name:
- • Company Name
- • Business Name
- • Company
- • Organization
Category:
- • Category
- • Industry
- • Business Type
- • Sector
Website:
- • Website
- • URL
- • Site
- • Web Address
Phone Number Formats
✅ Supported Formats
- • 0558845503
- • 05 58 84 55 03
- • +966558845503
- • 966558845503
- • 5 5884 5503
❌ Invalid Formats
- • 1234567890 (not Saudi)
- • 0123456789 (wrong prefix)
- • +1234567890 (wrong country)
- • abc123def456 (contains letters)
Pro Tip: Excel Best Practices
- • Keep headers in the first row
- • Avoid merged cells
- • Format phone numbers as text (not numbers)
- • Remove empty rows between data
- • Save as .xlsx format for best compatibility
Enter Password
Before uploading, enter the correct password to unlock the upload feature.
Choose Upload Method
You have two options to upload your Excel file:
Drag & Drop
Simply drag your Excel file onto the upload area
File Picker
Click "Choose File" to browse and select your file
File Processing
The system will automatically:
- • Detect column headers
- • Extract phone numbers from all columns
- • Validate and normalize phone numbers
- • Extract company information
- • Categorize companies by website status
- • Remove duplicates
Review Results
After processing, you'll see:
Statistics Dashboard
Total contacts, website status, categories
Contact Cards
Individual cards for each valid contact
What Happens During Processing
- • Invalid phone numbers are automatically filtered out
- • Duplicate numbers are removed
- • Website URLs are cleaned and validated
- • Companies without websites get "No Website" category
- • All phone numbers are normalized to +966 format
- • Maximum file size is 10MB
How to Use:
- Enter a Saudi phone number in the input field.
- (Optional) Use the "Custom Message Editor" to add a message.
- Click "Generate Link" to get your WhatsApp link.
- Use the "Open WhatsApp" or "Copy Link" buttons.
Note:
This feature is for single number generation and does not save contacts to your database. For bulk operations and tracking, use the Excel upload.
Pre-built Templates
With Website Template
For companies that have websites
No Website Template
For companies without websites
Available Variables
{companyName}
Company or business name
{companyCategory}
Industry or business category
{website}
Company website URL
Creating Custom Templates
Click "New Template"
Start creating a new message template
Fill Template Details
Name, category, target audience, and message content
Use Variables
Insert {companyName}, {companyCategory}, {website} for personalization
Save and Use
Save template and apply to your contact list
Template Best Practices
- • Keep messages concise and professional
- • Always include a clear call-to-action
- • Use variables to personalize each message
- • Test templates with preview before sending
- • Create different templates for different audiences
Automatic Variable Replacement
Example Transformation:
Template:
Personalized Message:
Smart Fallbacks
No Company Name
Falls back to:
Hello there! instead of Hello {companyName}!
No Category
Falls back to:
in your industry instead of in {companyCategory}
No Website
Falls back to:
Variable is removed from message
WhatsApp Formatting
Supported WhatsApp Formatting:
*text*→ Bold text_text_→ Italic text~text~→ \`\`\`text\`\`\`→ MonospaceBusiness Overview Dashboard
Filtering Options
Filter by Category
- • Technology
- • Healthcare
- • Retail
- • Manufacturing
- • And more...
Filter by Website Status
- • All Contacts
- • With Website
- • No Website
Strategic Use Cases
Target Companies Without Websites
Filter for "No Website" and use website development templates to offer digital services.
Industry-Specific Campaigns
Filter by category (e.g., "Healthcare") and send industry-specific promotional messages.
Established Business Outreach
Filter for "With Website" and use partnership or collaboration templates.
Using WhatsApp Links
Open WhatsApp Button
Directly opens WhatsApp with pre-filled message
- • Works on mobile and desktop
- • Message is ready to send
- • One-click messaging
Copy Link Button
Copies the WhatsApp link to clipboard
- • Share via email or other apps
- • Save for later use
- • Bulk copy for campaigns
Important Note on Batch Sending:
When using the "Send All Filtered" button, your browser's pop-up blocker might prevent new WhatsApp tabs from opening. Please ensure you **allow pop-ups for this site** in your browser settings to enable this feature.
WhatsApp Business Setup
Install WhatsApp Business
Download WhatsApp Business app on your phone or use WhatsApp Web
Set Up Business Profile
Add your business name, description, and contact information
Use Generated Links
Click "Open WhatsApp" buttons to start conversations with pre-filled messages
Best Practices for WhatsApp Business
✅ Do's
- • Send messages during business hours
- • Personalize each message
- • Be professional and respectful
- • Respond quickly to replies
- • Use proper business greeting
❌ Don'ts
- • Don't send spam messages
- • Don't message too frequently
- • Don't use generic templates only
- • Don't ignore customer responses
- • Don't send messages late at night
Optimal Messaging Times
- • Best times: 9 AM - 12 PM and 2 PM - 5 PM
- • Avoid: Early morning (before 8 AM) and late evening (after 8 PM)
- • Weekends: Use sparingly, only for urgent matters
- • Response time: Aim to respond within 1-2 hours during business hours
Message Quality Guidelines
✅ High-Quality Messages
- Personalized with company name and details
- Clear value proposition
- Professional tone and language
- Specific call-to-action
- Relevant to recipient's business
❌ Avoid These Mistakes
- Generic "Dear Sir/Madam" greetings
- Overly salesy or pushy language
- Too long messages (over 160 words)
- Spelling and grammar errors
- Irrelevant or outdated information
Campaign Strategy
1. Segment Your Audience
Use filters to create targeted campaigns for different business types, industries, or website status.
2. Test Different Templates
Create multiple versions of the same template and test which ones get better response rates for different audiences.
3. Follow Up Strategically
Plan follow-up messages for non-responders, but wait at least 3-5 days between messages.
4. Track and Analyze
Keep track of response rates, successful conversions, and adjust your strategy accordingly.
Legal and Compliance
Important Compliance Notes
- • Always respect opt-out requests immediately
- • Include your business name and contact information
- • Follow local regulations for business messaging
- • Don't send messages to numbers that have blocked you
- • Maintain professional standards in all communications
File Upload Issues
❌ Incorrect Password
Solution: Ensure you enter the correct password "Pass123123".
- • Password is case-sensitive.
- • Double-check for typos.
❌ "File format not supported"
Solution: Ensure your file is saved as .xlsx or .xls format
- • Open Excel → File → Save As → Choose Excel Workbook (.xlsx)
- • Avoid .csv, .txt, or other formats
⚠️ "No phone numbers found"
Solution: Check your phone number format and column headers
- • Ensure phone numbers start with 05, 5, +966, or 966
- • Use column headers like "Phone", "Mobile", "Number"
- • Format cells as text, not numbers
⚠️ "File too large"
Solution: Reduce file size or split into smaller files
- • Maximum file size is 10MB
- • Remove unnecessary columns and rows
- • Split large datasets into multiple files
WhatsApp Link Issues
❌ "WhatsApp link doesn't work"
Solution: Check WhatsApp installation and phone number format
- • Ensure WhatsApp or WhatsApp Business is installed
- • Try opening link in different browser
- • Check if phone number is valid Saudi format
❌ "Message not pre-filled"
Solution: Update WhatsApp links after changing message
- • Click "Update WhatsApp Links" button after editing message
- • Refresh the page if links still show old message
- • Check if message contains special characters that need encoding
Template Issues
❌ "Variables not replacing"
Solution: Check variable syntax and data availability
- • Use exact syntax: {companyName}, {companyCategory}, {website}
- • Ensure Excel file contains the required columns
- • Variables with no data will use fallback values
Manual Entry Issues
❌ "Invalid phone number"
Solution: Ensure the phone number is a valid Saudi format.
- • Must start with 05, 5, +9665, or 9665.
- • Must be 9 digits after the prefix (e.g., 05XXXXXXXX).
Still Having Issues?
- • Clear your browser cache and cookies
- • Try using a different browser (Chrome recommended)
- • Check your internet connection
- • Ensure JavaScript is enabled in your browser
- • Try refreshing the page and uploading again
Time-Saving Tips
Batch Processing
- • Process multiple Excel files in sequence
- • Use keyboard shortcuts (Ctrl+C, Ctrl+V) for quick copying
- • Keep template library organized by category
Workflow Optimization
- • Prepare Excel files in advance
- • Create templates for different scenarios
- • Use filters to target specific audiences
Advanced Strategies
🎯 A/B Testing Templates
Create multiple versions of the same template and test which performs better. Track response rates for each version.
📊 Response Tracking
Keep a spreadsheet to track which contacts responded, conversion rates, and successful follow-ups.
🔄 Follow-up Sequences
Plan 2-3 follow-up messages for non-responders, spaced 3-5 days apart with different value propositions.
Industry-Specific Tips
🏥 Healthcare
- • Focus on patient care improvements
- • Mention compliance and security
- • Use professional medical terminology
🛒 Retail
- • Emphasize customer experience
- • Mention inventory management
- • Focus on sales growth
💻 Technology
- • Highlight innovation and efficiency
- • Mention scalability solutions
- • Use technical but accessible language
Success Metrics to Track
Immediate Metrics:
- • Message delivery rate
- • Response rate (within 24 hours)
- • Link click-through rate
Long-term Metrics:
- • Conversion to meetings/calls
- • Actual business generated
- • Customer lifetime value
Ready to Get Started?
Now that you understand how to use the WhatsApp Link Generator effectively, it's time to put this knowledge into practice and transform your business communication.
Documentation Version 1.1.0 • Last Updated: 8/23/2025