Recognise Returning WhatsApp Contacts with Less Annoying CRM
This recipe recognises a returning contact in chat, reads what Less Annoying CRM already knows about them, and hands them to the person who looks after them with the context ready. Part of connecting Less Annoying CRM to WhatsApp and AI chat.
What happens today
A client you have worked with for months messages the business number. Whoever answers treats them like a stranger and asks for details you already hold. Their usual contact person only finds out when someone forwards the screenshot.
The flow that works
- AeroChat searches Less Annoying CRM for the contact by phone, then by email.
- It reads their pipeline status, their assigned user and their most recent note.
- It greets them by name and answers general questions from your knowledge base.
- When the question needs a person, it hands the conversation to their assigned user with a short summary.
- It adds a note to the contact with what they asked.
The recipe
Copy this into AeroChat
When someone messages us, search Less Annoying CRM for a contact with their phone number. If there is no match and they mention an email, search by email. Then follow these steps.
- If they are found, greet them by first name. Do not ask again for details we already hold.
- Read their status in our Sales pipeline and their most recent note, so you know what they last asked about.
- If they ask a general question about our services, opening hours or prices, answer it from our knowledge base.
- If they ask about their own project, booking or quote, tell them you are passing their message to the person who looks after them, and hand the conversation to the user assigned to the contact with a two-line summary of the last note and the new question.
- Add a note to the contact with a one-line summary of what they asked and the date.
- If they are not found, treat them as a new lead: ask for their name and email and create a contact (example).
Never read out internal notes word for word to the customer. Reply in the customer’s language.
Change the pipeline name to the one your Less Annoying CRM account uses before you paste it.
What to connect
- Less Annoying CRM. On the Programmer API settings page, create an API key with read, create and edit permission. Copy it when it is shown and paste it in when AeroChat asks.
- Your team in AeroChat. Add the people who look after clients as AeroChat users so the handover reaches the right person.
After you paste the recipe, AeroChat builds the workflow as a draft and shows a checklist: connect Less Annoying CRM, add your team, then switch it on. If it built the connection from Less Annoying CRM’s public documentation, the checklist asks you to check it once against the current docs.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What you still decide
- Which questions AeroChat answers and which go to the assigned user.
- What it may use from the contact record in the chat.
- Who gets the conversation when no user is assigned.
The result to expect
Returning clients are recognised and reach the person who knows them, with the summary already written. They stop repeating their details, and the contact’s history in Less Annoying CRM includes what they asked in chat.
Measure it with your own numbers: time from a returning client’s message to a reply from their contact person, for a month before and after.
Next: add chat leads as contacts.
Works on every chat channel
This workflow runs the same way on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, the chat on your website and email, with the same Less Annoying CRM connection behind it. See what each channel does on the Less Annoying CRM integration page.
Recognise your first returning contact
Paste the recipe, add your Less Annoying CRM API key, and message your business from a number that is already in the CRM.