Use Groupilot
What Groupilot does, the words you will meet in the app, and the order in which to set things up.
Groupilot runs the WhatsApp side of your webinars and challenges. You set up an event once. Before each occurrence, Groupilot creates the WhatsApp community, keeps one invite link pointing to it, sends your messages at the right time and hands new members to your CRM.
Every page of this guide covers one goal, with numbered steps, a filled-in example and a section called It does not work at the end.
The words used in the app
| Word | Meaning |
|---|---|
| WhatsApp account (project) | One connected WhatsApp number with its own subscription. Agencies take one per client. |
| Event | A webinar, a masterclass or a challenge. One-off or recurring. |
| Occurrence | One date of an event. A weekly webinar has one occurrence per week. |
| Community | The WhatsApp community created for an occurrence. Members land in its announcement group. When it fills up, Groupilot opens the next one. |
| Smart link | The single invite link of an event. It always redirects to the community that is open right now. |
| Sequence | A list of messages with a timing relative to the live, such as J-1 10:00 or H-1. Reusable across events. |
| Scheduled send | One message planned for one occurrence. Created automatically when a sequence is linked to an event. |
| Broadcast | One message sent to several communities at once, for example all the communities of last month. |
Set up in this order
1. Get started
Account, 10-day trial, connect your WhatsApp number.
2. Create an event
One-off or recurring, name of the community, days before the live.
3. Write a sequence
Messages, timing, date variables, mention of every member.
4. Place the smart link
On your confirmation page and in your emails. Works with any webinar platform.
Then, when you need them:
One-off messages
Send something extra on one occurrence, edit or cancel a planned send.
Broadcast
Message all your past communities at once.
Member webhook
Send each new member to Make, n8n, Zapier or your CRM.
Backup admin
A second admin number on your communities.
Good to know before you start
- One number, one subscription. Everything in a WhatsApp account runs through one connected number.
- People join through your link. Groupilot never adds anyone to a community. That is the first rule of keeping a number safe.
- Time zone. Every time you see in the app is in the time zone of your account settings. Check it before creating your first event.
Need help? Write to contact@groupilot.com. For integrations, see the developer docs.