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The building's WhatsApp: what you can set up today

Updated

It is eleven at night. Unit 4B asks what time the office closes. You already answered that three times today.

WhatsApp Business does not bill common expenses. It does not read the bylaws for you. It stores the replies you repeat and sends them in two taps.

Menu names below are the Spanish labels from WhatsApp's help center (October 2026). The path starts on the **Herramientas** tab.

Step 1. Fill in the profile and the hours

The profile hours are what the away message uses. If the hours are empty, Fuera del horario comercial does not appear.

Path: Herramientas › Perfil.

  1. Open WhatsApp Business.
  2. Tap the Herramientas tab.
  3. Tap Perfil.
  4. Tap the name. Write the office name, for example Administración Edificio Rivera. Do not use your personal name. Tap Guardar.
  5. Tap the description. Write one line, for example Gastos comunes, reclamos y avisos del edificio. Tap Guardar.
  6. Tap Horario comercial.
  7. Choose Abierto en horario específico.
  8. Mark Monday to Friday. Enter the opening and closing times.
  9. Tap Guardar.

Step 2. Turn on the greeting and the away message

WhatsApp sends the greeting the first time someone writes to you, and again after 14 days with no messages in that chat.

Greeting path: Herramientas › Mensaje de bienvenida.

  1. Tap Herramientas.
  2. Tap Mensaje de bienvenida.
  3. Turn on Enviar mensaje de bienvenida.
  4. Tap Mensaje de bienvenida, paste the text below and tap OK.
Administración del Edificio Rivera. Dime tu unidad y en qué te ayudo.

Same step: the away message

Path: Herramientas › Mensaje de ausencia.

If Meta Business Agent is connected, WhatsApp turns the greeting off. To use the greeting again, you have to remove that agent. For a building, the fixed greeting is usually enough.

  1. Tap Herramientas.
  2. Tap Mensaje de ausencia.
  3. Turn on Enviar mensaje de ausencia.
  4. Tap the text, paste the message below and tap OK.
  5. Tap Programar.
  6. Choose Fuera del horario comercial.
  7. Tap Guardar.
Leemos los mensajes de lunes a viernes, de 9 a 18. Si hay una filtración o el ascensor está parado, escribe igual. No prometemos una fecha de visita hasta tenerla.

Step 3. Ask ChatGPT, Claude or Gemini for the texts

Open ChatGPT, Claude or Gemini. Use the one you already have.

Attach the current bylaws as a PDF.

If you have two or three replies you already sent and they worked, attach those too. Remove names. Remove balances.

Copy the request below and paste it into the chat.

When the table comes back, compare each message with the PDF. If a message cites an article, look for that article in the file. If it is not there, delete it. Do not put it on the phone.

I manage an apartment building. The current bylaws are attached. If I also attach old chats, they have no names and no balances.

Write 10 quick replies for the WhatsApp Business app. For each one return a table with:
- shortcut: a single word starting with /
- message: ready to send, five lines at most
- when to use it: one sentence

Topics: office hours, how common expenses are paid (no amounts), a move-in notice, booking the common room, pets, noise, a leak, something broken, the owners' meeting, and the first message to a vendor.

If the bylaws do not say it, do not fill it in: the message should ask for the missing fact and leave the decision to the manager. Do not invent data. Point out any information that is missing before the reply can be used.

Step 4. Save the quick replies

You can store up to 50. On WhatsApp Web and on the computer, a quick reply cannot include a photo or a video. Text works.

If you delete a quick reply, you cannot get it back. Keep a copy in a file. Below is an example of ten replies for Edificio Rivera. That building is made up. Copy the ones you need and edit them.

Path: Herramientas › Respuestas rápidas.

  1. Tap Herramientas.
  2. Tap Respuestas rápidas.
  3. Tap +.
  4. Tap Mensaje and paste the text.
  5. Tap Acceso directo. Write one word, without the slash. For example: horario.
  6. Tap Guardar.
  7. To use one, open the chat. Tap Mensaje and type /.
  8. Pick the reply. Read the text. Tap send. The shortcut does not send by itself.

Download the example: 10 quick replies for Edificio Rivera (CSV, in Spanish)

Step 5. Make four lists

WhatsApp's help center says labels are now lists. If your phone still shows labels, the limit is the same: 20.

The payment list is for a receipt. Do not post a unit's balance there.

Path: Herramientas › Listas › Añadir lista nueva.

  1. Tap Herramientas.
  2. Tap Listas.
  3. Tap Añadir lista nueva.
  4. Type Reclamo and tap Crear lista.
  5. Repeat for Pago, Proveedor and Aviso.
  6. Open Chats. Press and hold the chat.
  7. Tap Añadir a la lista.
  8. Choose the list and tap OK.
  9. At the end of the day, open Herramientas › Listas and open Reclamo. See which chats still have no vendor visit.

Step 6. The notice for the whole building

A water shutdown or a meeting notice goes in the building group.

Write four facts: what is happening, which day, which hours, and what the neighbour has to do.

Do not write debts. Do not write unit numbers.

Some accounts show marketing messages. They are not in every country. If you do not see that option under Herramientas, do not look for it. Keep using the group.

If you do see it, you can send the same short notice, one chat at a time.

You can also create a WhatsApp channel for notices. What you post there is public. Anyone can see the last 30 days. That works for a water shutdown. It does not work for a balance.

Step 7. What you still answer yourself

The quick reply opens the chat. You write these four yourself, from the real information.

  • What a unit owes. The number is on the common-expense statement.
  • An exception to the bylaws. Also a case of «we have always allowed this in this building».
  • A dispute between two owners. The first message says you read it and asks for the missing fact.
  • A visit date the vendor has not given you yet.

When the question changes every time

Quick replies cover what repeats: hours, a move, the greeting. Try /horario today. If you do not have to type it by hand tonight, load the rest.

The question that changes every time is different. This building's bylaws. Today's complaint. The vendor who has not confirmed the visit. Eloria answers that.

Eloria talks to residents on the building's WhatsApp and by email, at any hour. It uses that building's documents, the bylaws and the instructions you give it.

It always replies to the resident. When the case is one of the ones in step 7, it writes to you with the context. The resident still gets an answer.

It follows up complaints with residents and vendors. You see every conversation in a panel.

If you set office hours in the panel, non-urgent items wait until you are available. Urgent items reach you right away.

In the busiest buildings, 1 in 3 resident messages arrives at night, early in the morning or on weekends. Eloria answers at any hour: half get a reply in 12 seconds or less.

It works building by building. If you manage several, each one uses its own documents.

Message us on WhatsApp and try it with your building's bylaws.

Message us on WhatsApp

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