WhatsApp Flows

On top of Meta’s WhatsApp Flows feature, ChatSyncs lets you build and publish these in-chat forms yourself.

Create a WhatsApp Flow

ChatSyncs left navigation with Chatbot Manager selected, the Data Collection tab highlighted, the WhatsApp Flows sub-tab highlighted, and the WhatsApp Flows list with a Create button — Chatbot Manager → Data Collection → WhatsApp Flows, with the Create button highlighted.

Open Chatbot Manager

Go to Chatbot Manager.

Open the Data Collection tab

Select Data Collection.

Click WhatsApp Flows

Select WhatsApp Flows from the sub-tabs.

Click Create

Click Create to start a new flow.

Add form components

Build the form by adding fields from the component palette.

Configure each field

Set each component’s options to match what you need to collect.

Save and publish

Save the flow, then publish it once you’re ready to use it live.

Once published, a flow can be attached to WhatsApp templates, buttons, and chatbot automations.

Flow configuration

Before designing screens and fields, configure the flow’s settings:

Field	Purpose
Flow Name	Internal name to identify the flow inside the platform, e.g. `Customer Registration Flow`.
Flow Category	The category that best matches the flow, e.g. `Lead Generation`, `Appointment Booking`, `Customer Registration`.
Screen Unique Name	A unique internal identifier for the screen — letters and underscores only, no spaces or numbers, e.g. `customer_registration`.
Form Title	The title shown to the subscriber at the top of the flow, e.g. `Customer Registration Form`.
Reply Sent After Form Submit	The bot reply sent to the subscriber once they submit the form, confirming it was received.
Select HTTP API	An HTTP API to send the submitted form data to an external application (CRM, lead management software, ERP, etc.).
WhatsApp Flow Data in Google Sheet	Enable to save every submission directly into Google Sheets for reporting, lead management, and backups.

Form components

WhatsApp Flow builder component palette with Header highlighted — The form component palette — Header, Text Field, Text Area, Checkbox Group, Radio Group, Select, Date Field, and Submit Button.

Each flow is built by dragging components from the palette onto the form. Available components: Header, Text Field, Text Area, Checkbox Group, Radio Group, Select, Date Field, Submit Button. Displayed at the top of the flow — use a clear title so subscribers understand the form’s purpose, e.g. Customer Registration Form.

Text Field

A single line of text — common for name, company name, city, or job title. Clicking a Text Field opens the settings panel shown above:

Required — the subscriber can’t submit the form without filling this field in.
Label — the text shown to the subscriber as the field’s title, e.g. Full Name.
Name — the internal identifier used when the form data is submitted (not shown to the subscriber). ChatSyncs fills in a default like text-1782067965307-0, but renaming it to something readable like full_name makes the submitted data far easier to work with — see Naming fields well below.
Value — a default value prefilled when the form opens. For example, if the field’s Label is City and Value is set to Bangalore, the subscriber sees Bangalore already typed in — they can keep it as-is or edit it to something else before submitting.
Custom Field — connects the field to a custom variable or subscriber field, so a previously saved value (e.g. a name already on file) can prefill automatically.

Text Field configured with Required checked and Label set to Full Name, shown in the form preview — A Text Field labeled 'Full Name', marked Required, inside the Customer Registration Form preview.

This is what a configured Text Field looks like to the subscriber filling out the form.

Use the Value field to prefill information from a known customer and improve the experience by reducing how much they need to type.

Text Area

Allows longer free-text responses — common for feedback, comments, or project requirements.

Checkbox Group

Lets the subscriber select multiple options, e.g. Which services are you interested in? with options like AI Automation, WhatsApp Marketing, Chatbot Development. Add options with Add Option.

Radio Group

Lets the subscriber select only one option, e.g. Business Size with options Startup, Small Business, Medium Business, Enterprise.

Select

Displays options in a dropdown — useful when there are many choices, e.g. Industry Type with Real Estate, Hospital, Education, E-commerce.

Industry Type dropdown open in the form preview with Real Estate selected — The Select field rendered as a dropdown in the form preview, with Real Estate highlighted.

Date Field

Lets the subscriber pick a date — common for appointment booking, event registration, delivery scheduling, or follow-up meetings. Subscribers get their device’s native date picker, so the format is always valid without you having to validate it yourself.

Submit Button

Completes the form and sends all collected data once clicked. Example — an appointment booking flow:

Appointment Booking WhatsApp Flow with a Choose one option radio group and Date Field, and the Submit Button highlighted — An Appointment Booking flow in the builder — Radio Group and Date Field above a highlighted Submit Button that completes the form.

Header:
Book a Free Consultation
        ↓
Full Name
        ↓
Email Address
        ↓
Phone Number
        ↓
Service Interested In
        ↓
Preferred Appointment Date
        ↓
Additional Notes
        ↓
Submit

Naming fields well

Every field has a Label (what the subscriber sees) and a Name (the internal key used when the data is submitted) — and fields with options (Checkbox Group, Radio Group, Select) also give each option its own Label and Value. Getting these right makes the data you collect much easier to work with later.

Name

ChatSyncs assigns a default Name like text-1782067965307-0 or checkbox-group-1782068854255-0 — technically valid, but unreadable in your submitted data. Rename it to something meaningful instead:

Good	Avoid
`services_interested`	`Services Interested`
`first_name`	`Field 1`
`phone_number`	`Checkbox123`
`email_address`	`checkbox-group-1782068854255-0`

Best practices: lowercase letters, underscores between words, no spaces or special characters, and a name descriptive enough that you’d understand it without seeing the label.

Options (Checkbox Group, Radio Group, Select)

Each option has its own Label (shown to the subscriber) and Value (stored when selected) — give the Value a descriptive snake_case name too, not a number:

Checkbox Group Options showing Label/Value pairs like WhatsApp AI Chatbot / whatsapp_ai_chatbot — A Checkbox Group's Options list, each with a descriptive Label and a matching snake_case Value.

Option Label	Recommended Value	Avoid
WhatsApp AI Chatbot	`whatsapp_ai_chatbot`	`1`
Lead Generation	`lead_generation`	`2`
Appointment Booking	`appointment_booking`	`3`

Numbers work, but a descriptive value reads correctly even without the label next to it — e.g. a submission showing "services_interested": ["whatsapp_ai_chatbot", "lead_generation"] is immediately understandable; "services_interested": [1, 2] is not.

A complete WhatsApp Flow form filled out with Full name, City, Email, Phone number, comments, service checkboxes, business type radio buttons, and an Industry dropdown — A fully filled-out example form, combining Text Field, Text Area, Checkbox Group, Radio Group, and Select.

Well-named fields produce clean, predictable JSON — much easier to use in webhooks, Google Sheets, or any automation downstream.

Field label length limit

Each field’s Label has a character limit of 20 characters. Going over it blocks saving the flow with a warning like the one above — but the warning itself doesn’t say which label is too long or by how much, so you have to check each one yourself. For example, in the registration form below, two labels were over the 20-character limit and had to be shortened before the flow would save:

Label	Character count	Over the 20-character limit?
Full Name	9	No
Project Requirements	20	No (exactly at the limit)
Services Interested In	22	Yes — 2 characters over
Business Size	13	No
Industry Type	13	No
Preferred Demo Date	19	No
Customer Registration	21	Yes — 1 character over

Keep field labels to 20 characters or fewer. Services Interested In (22) and Customer Registration (21) both had to be shortened before this flow would save — count the characters in each label yourself, since the warning popup doesn’t tell you which field is the problem.

Example: a complete registration form

Header:
Customer Registration Form
        ↓
Text Field — Full Name
        ↓
Text Area — Project Requirements
        ↓
Checkbox Group — Services Interested In
        ↓
Radio Group — Business Size
        ↓
Select — Industry Type
        ↓
Date Field — Preferred Demo Date
        ↓
Submit Button

Manage WhatsApp Flows

WhatsApp Flows list with Sync and Create highlighted, and a flow row's action icons expanded showing export, delete, webhook, preview, sync, and edit — The WhatsApp Flows list with its row actions expanded — export, delete, webhook, preview, sync, and edit.

Saved flows appear under Chatbot Manager → Data Collection → WhatsApp Flows, with these actions:

Add Webhook — connect a webhook to send submitted data to a CRM, lead management tool, Google Sheets automation, or other third-party app.
Report Data — view submitted responses: user submissions, form completion data, lead information, customer details.
Preview Flow — test the form layout, field validations, and user experience before publishing.
Open in Studio — open the flow builder to modify fields, labels, validation rules, buttons, or settings.
Publish — push the flow to Meta so it can be used in WhatsApp templates and automations. Once approved, it’s available for production use.
Edit — modify form content, questions, options, labels, or integrations.
Delete — permanently remove the flow. Deleted flows cannot be recovered.

Always Preview a flow before publishing to confirm everything works correctly.

Publishing and Meta approval

Error toast reading Something went wrong, Integrity requirements not met, on the WhatsApp Flows list — A 'Something went wrong — Integrity requirements not met' error after attempting to publish a flow.

A WhatsApp Flow must be published and approved by Meta before it can be used in production. Clicking Publish can fail if your Meta Business Account hasn’t met Meta’s requirements, as shown above. Common reasons publishing fails:

Meta WhatsApp Manager Publish panel listing Verify your business and Send high-quality messages requirements — Meta's own Publish panel showing 'Verify your business' and 'Send high-quality messages' as requirements before a flow can be published.

Business Verification not completed — your Meta Business Portfolio must be verified before Meta will approve a flow.
Messaging quality requirements not met — some accounts need to establish messaging quality and compliance first.

Solution: complete Meta Business Verification, keep your WhatsApp Business Account active and compliant, maintain good messaging quality, then retry publishing.

Frequently asked

How do I build a multi-field form inside WhatsApp?

Create a WhatsApp Flow in Chatbot Manager, configure the flow settings (name, category, screen name, form title), then add components (Text Field, Checkbox Group, Radio Group, Select, Date Field, Submit Button) and configure each one’s label and options.

Why does it say my field label is too long when I try to save?

Each field’s Label has a character limit. Shorten the label — the warning names the field and the required range — and save again.

Where does submitted form data go?

To wherever you’ve configured: the bot reply set in Reply Sent After Form Submit confirms the submission to the subscriber, and the data itself can be sent to an HTTP API, saved to Google Sheets, or forwarded via a webhook added from the flow’s actions.

Why does publishing my WhatsApp Flow fail?

Most often because your Meta Business Account hasn’t completed Business Verification, or hasn’t met Meta’s messaging quality requirements. Complete verification, keep your account compliant, and retry.

Should I let the subscriber edit prefilled values?

Yes — set a default in Value to prefill known information, but subscribers can still edit it before submitting. This reduces typing without locking in stale data.

Screen Unique Name has strict rules — letters and underscores only, no spaces, no numbers, and it must be unique.
Field labels have a character limit — an over-length label blocks saving the flow.
A flow can’t go live until Meta approves it — Business Verification and messaging quality requirements must be met first, or Publish will fail.
Deleted flows can’t be recovered — there’s no undo for Delete.

Learn From a Use Case

Clinic Appointment Booking Automation — the structured, multi-field appointment form patients fill out.

Start Here

Meta Essentials

Setup and Configuration

Shared Inbox

Chatbot Manager

Subscriber Manager

Broadcasting

Control Panel

Create a WhatsApp Flow

Flow configuration

Form components