WhatsApp chatbot template: admission document collection
Applicants drop out between "interested" and "documents submitted" and nobody notices until the intake closes. Collecting them one at a time over WhatsApp closes most of that gap.
The goal
Get every required document in, and know exactly who is still missing what.
The flow, node by node
- Send template
Tell them what is outstanding
Utility — it is an update on an application they started. Name the specific documents; "documents pending" gets ignored.
- List menu
Which one are you sending?
So the upload gets filed against the right requirement instead of arriving as an unlabelled image.
- Ask for a file
Ask for the file
One at a time. Asking for four at once gets you one, and usually the wrong one.
Please send a clear photo or PDF of that document. One at a time is fine.
कृपया उस दस्तावेज़ की साफ़ फोटो या PDF भेजें। एक-एक करके भेजना ठीक है।
- Set attribute
Mark that document received
A field per requirement. This is what makes the chase list automatic rather than a spreadsheet somebody maintains.
- Condition
Anything still missing?
If yes, loop back to the list. If no, move on.
- Jump
Loop back for the next document
A jump node rather than a copied branch, so adding a fifth requirement is a data change.
- Send template
Confirm the set is complete
And say what happens next, with a date. "We will be in touch" generates the call you were avoiding.
- Hand off to a human
Unreadable or wrong document → a person
Someone has to look at a blurry marksheet. The flow should notice and route it, not accept it.
Where this usually goes wrong
- Asking for everything in one message. You get one file and no idea which requirement it satisfies.
- Not confirming completion. Applicants who are unsure whether they finished will call and ask.
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