Turn Coffee Lovers Into Daily Regulars—All on WhatsApp

Handle pre-orders, send daily specials, run loyalty programs, announce events, and build a community of coffee lovers. From specialty cafes to neighborhood coffee shops and tea houses.

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50%
Reduction in peak hour wait
Pre-orders allow customers to skip the queue during rush hours
3x
Higher event attendance
Direct WhatsApp invites have 98% open rate vs 5% on social media
15 hrs
Saved per week
Auto-replies handle menu questions and order confirmations
70%
Loyalty program retention
Digital punch cards never get lost, automatic reward tracking
The Problem

Challenges Cafes & Coffee Shops Face

Peak Hour Crowding

8 AM rush - queue out the door, 15 orders pending, phone ringing. Customers leave because wait times are too long. Staff overwhelmed.

Pre-Order Management Chaos

Customers call to place orders, but lines are busy. No systematic pre-order system. Orders get confused between phone, walk-in, and delivery apps.

New Menu Items Go Unnoticed

You launch a seasonal latte, new pastries, or special blend. Posted on Instagram at 7 AM. Your 10 AM customers never saw it. Low awareness, low sales.

Can't Track Loyal Customers

Paper loyalty cards get lost. You don't know who your regulars are or what they prefer. No way to reward them systematically or personalize experience.

Event & Workshop Promotion

Hosting open mic nights, book clubs, coffee tastings? Posted everywhere but only 3 people show up. Your regulars didn't even know about it.

No Systematic Feedback Collection

Happy customers walk out without leaving reviews. Unhappy ones complain on Just Eat instead of telling you directly. You miss improvement opportunities.

Solutions

10 Ways WhatsApp Automation Grows Your Cafe

Build community, reduce chaos, and create loyal regulars

01

Pre-Order Inquiry Auto-Reply

Rule Starter+ $29

When someone asks about pre-orders or pickup, instantly share menu, timing, and how to place advance orders.

TRIGGER: Message contains "pre-order" OR "pickup" OR "order ahead"
ACTION: Send pre-order menu and instructions
THEN: Tag contact as "interested-preorder"
THEN: Notify Barista George for confirmation
How it works: Instant response catches interest immediately. Clear menu prevents back-and-forth questions. Example format guides ordering. Staff gets notified to confirm order details and timing.

Workflow tip: Include popular items only in auto-reply menu. Full menu can be shared on request. This keeps message concise.
02

Order Confirmation Journey

Journey Starter+ $29

After customer places pre-order, send confirmation with order details, pickup time, and payment options.

JOURNEY: Pre-Order Confirmation
TRIGGER: Staff tags contact "order-placed"
STEP 1: Send order confirmation with details
STEP 2: Wait 15 minutes (preparation time)
STEP 3: Send "order ready" notification
STEP 4: Tag contact "completed-order" after pickup
How it works: Professional confirmation builds trust. Order details prevent confusion. "Ready" notification improves pickup experience. 30-minute window gives customer flexibility while ensuring freshness.

Workflow tip: Staff just tags "order-placed" and Journey handles all communication. Ready time adjusts based on order complexity.
03

Ready for Pickup Alert

Rule Starter+ $29

When order is ready, notify customer immediately. Reduces counter wait time and improves customer experience.

TRIGGER: Staff adds tag "ready-for-pickup"
ACTION: Send pickup notification with order details
THEN: Set 30-minute timer
THEN: If not picked up, send reminder
THEN: After pickup, tag "picked-up"
How it works: Immediate notification reduces customer wait time. Clear pickup window manages expectations. Timer ensures follow-up if customer forgets. Streamlines counter operations during busy periods.

Workflow tip: Include payment options in pickup message for faster checkout. Most customers Apple Pay transfer before arriving.
04

Daily Specials Broadcast

Campaign Starter+ $29

Send morning updates about today's specials, fresh bakes, and limited items to your subscriber list.

CAMPAIGN: Daily Specials
TARGET: All contacts tagged "subscriber"
SEND TIME: 7:00 AM daily
MESSAGE: Today's special + fresh bakes + barista pick
EXCLUDE: Contacts who visited in last 60 mins (they're already here!)
How it works: Morning timing catches customers before they choose where to go. Limited quantity creates urgency. Fresh bakes list drives early visits. "Sells out by 11" is powerful FOMO that increases footfall.

Workflow tip: Manager Kiran updates specials in system by 6:30 AM. Campaign auto-sends at 7 AM. Reaches 500+ subscribers instantly.
05

Loyalty Points Update

Journey Starter+ $29

Track visits automatically and reward loyal customers at milestones - no paper stamps that get lost.

JOURNEY: Loyalty Milestones
TRIGGER: Contact moves to "5-visits" stage
STEP 1: Send milestone reward message
---
TRIGGER: Contact moves to "10-visits" stage
STEP 2: Send free coffee reward
STEP 3: Tag "loyal-regular"
---
TRIGGER: Contact moves to "20-visits" stage
STEP 4: Send VIP reward + exclusive perks
How it works: Digital tracking never gets lost. Visual progress bar is motivating. Small rewards at 5 visits keep engagement. Free coffee at 10 is compelling goal. Creates gamification that drives repeat visits.

Workflow tip: Barista George marks visits when customer pays. System auto-tracks and triggers rewards. No manual counting needed.
06

New Menu Launch Campaign

Campaign Starter+ $29

Announce new menu items, seasonal drinks, or specialty blends with targeted campaigns to your best customers first.

CAMPAIGN: New Menu Launch
TARGET: Contacts tagged "regular" OR "loyal-regular"
SEND TIME: Monday 8 AM (start of week)
MESSAGE: New items + launch offer
FOLLOW-UP: Thursday to non-responders with reminder
How it works: Target loyal customers first - they're most likely to try new items. Launch offer creates incentive and urgency. Week-long promotion gives multiple chances to visit. Drives trial of high-margin specialty drinks.

Workflow tip: Owner Lucy launches campaigns to regulars first. After 3 days, expands to all subscribers. Creates VIP feeling for best customers.
07

Workshop & Event Invites

Campaign Starter+ $29

Announce coffee tastings, latte art workshops, book clubs, and open mic nights to actually fill your events.

CAMPAIGN: Event Invitation
TARGET: Contacts tagged "event-interested" OR "regular"
SEND TIME: 5 days before event
MESSAGE: Event details + booking instructions
REMINDER: 1 day before to confirmed attendees
How it works: WhatsApp reaches regulars who'd actually attend. Free performer drink incentivizes participation. Workshop has clear value proposition. Limited spots create urgency. 5-day advance notice allows planning while maintaining urgency.

Workflow tip: Track RSVPs with tags. Send reminder day before to confirmed attendees. Builds community around your cafe beyond just coffee.
08

Feedback Collection Sequence

Sequence Starter+ $29

Collect feedback after visits and route happy customers to Google reviews, unhappy ones to direct resolution.

SEQUENCE: Post-Visit Feedback
TRIGGER: Tag "visited-today" added (evening)
DAY 0: Send feedback request
IF REPLY 4-5 stars: Send Google review request + cookie reward
IF REPLY 1-3 stars: Send apology + free coffee + alert Owner Lucy
IF NO REPLY: Send gentle reminder after 2 days
How it works: Same-day feedback catches experience fresh. Simple rating format gets responses. Happy customers directed to Google reviews - builds online reputation. Unhappy customers get direct resolution before leaving negative reviews online.

Workflow tip: Barista tags "visited-today" at checkout. System sends feedback request at 6 PM. Owner Lucy gets alerted to low ratings immediately.
09

Birthday Rewards Journey

Journey Starter+ $29

Send birthday wishes with special rewards - free coffee, cake, or exclusive perks to celebrate your regulars.

JOURNEY: Birthday Celebration
TRIGGER: Contact's birthday date
SEND TIME: 8 AM on birthday
MESSAGE: Birthday wishes + free gift options + group bonus
REMINDER: 5 days later if not redeemed
EXPIRE: After 7 days, tag "birthday-sent"
How it works: Personal birthday message creates emotional connection. Multiple gift options accommodate preferences. Group bonus drives multiple visits and introduces new customers. 7-day window gives flexibility. Creates memorable experience that builds loyalty.

Workflow tip: Collect birthdays during loyalty signup. Birthday campaigns cost you one free item but create lifetime customers and word-of-mouth.
10

Re-Engagement Campaign

Campaign Starter+ $29

Win back customers who haven't visited in 2+ weeks with personalized come-back offers.

CAMPAIGN: Win-Back
TARGET: Contacts with no visit in 14+ days
EXCLUDE: Tagged "relocated" OR "unsubscribed"
MESSAGE: Personal note + what's new + comeback offer
SEND TIME: Tuesday 10 AM (mid-week, planning weekend)
FOLLOW-UP: If no visit in 7 days, send final reminder
How it works: 2-week trigger catches them before they forget you. "What's new" creates curiosity and removes "nothing has changed" excuse. 50% off is compelling for coffee. 7-day validity creates urgency without pressure. Personal tone maintains relationship.

Workflow tip: System auto-identifies lapsed customers. Manager Kiran reviews and approves campaign. 30-40% of lapsed customers return with this offer.
CRM

Track Every Coffee Lover's Journey

From first inquiry to loyal brand ambassador

New Visitor
First WhatsApp contact
First Order
Tried your coffee
Regular
5+ visits
Loyal Member
10+ visits, engaged
VIP
20+ visits, subscriber
Brand Ambassador
Refers friends, attends events

How Brew & Bloom Uses Stages

New Visitor: Gets welcome message with menu, location, WiFi info. Tagged by preference (Latte/Cold Brew, Oat Milk, Vegan).
First Order: Receives post-visit feedback request. Moved to "Regular" after 5 visits with loyalty rewards.
Regular: Gets daily specials broadcasts, event invitations, birthday rewards. Priority for new menu tastings.
Loyal Member: Offered subscription plans, workshop discounts, priority seating. Personal recognition from staff.
VIP: Exclusive pre-release tastings, bring-friend rewards, input on new menu items. Behind-the-scenes content.
Brand Ambassador: Referral rewards, featured customer spotlight, free tickets to special events. Co-creation opportunities.
Capabilities

What You Can Achieve

Capability Starter
$29/mo		 Pro
$99/mo		 Business
$470/mo
Pre-order auto-replies ✓ ✓ ✓
Order confirmation journey ✓ ✓ ✓
Ready for pickup alerts ✓ ✓ ✓
Daily specials broadcasts ✓ ✓ ✓
Loyalty points tracking ✓ ✓ ✓
New menu launch campaigns ✓ ✓ ✓
Workshop & event invites — ✓ ✓
Feedback collection ✓ ✓ ✓
Birthday rewards — ✓ ✓
Re-engagement campaigns ✓ ✓ ✓
Customer contacts Up to 500 Up to 5,000 Up to 25,000
Team members 2 5 15

Prices in USD. View pricing in your local currency →

RECOMMENDED FOR SMALL CAFES

Starter Plan - $29/month

Prices in USD. View pricing in your local currency →

Perfect for neighborhood cafes and coffee shops with 50-200 daily customers. Covers pre-orders, loyalty tracking, and feedback collection.

Up to 500 contacts
2 team members
Pre-order automation
Loyalty rewards
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Growing cafe with events & workshops? Pro Plan ($99/mo) adds daily broadcasts, birthday rewards, and event campaigns.

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