How to schedule WhatsApp group messages

Open the intended group in WhatsApp and check that you are still a member. Make sure you are checking the same account you will link to SendOnTime, especially if you use separate personal and work numbers.

Check whether that account can send messages in the group. An administrator can allow all members to post or restrict posting to admins. If the group is restricted, your linked account needs the corresponding permission. WhatsApp explains these controls in its group message settings guide.

Identify the conversation by its full name and context. A team may have separate groups for planning and announcements, with similar names but different audiences. Decide which group needs this update before opening the scheduler.

Prepare information that will still be correct when the message goes out. For a meeting reminder, check the meeting time and any link in the text. Group members should be able to understand the update without reconstructing an earlier conversation.

Follow one message through the setup first. The example below is an illustrative team meeting reminder for a single existing group. Use your own group and meeting details when creating the schedule.

2. Select the intended group

On Recipients, open the available group list and choose the group that should receive the update. Use the group name to identify the destination, then review its selected chip under You Selected.

For this first schedule, keep only the intended group selected. Remove any contact or other destination carried into the selection accidentally. Posting to a group places the message in that shared conversation; selecting an individual contact creates a different destination.

Check the selection before choosing Next. If two groups have similar names, compare them with the conversations in WhatsApp before continuing. A correct message sent to the wrong group can expose information to an unintended audience.

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4. Choose the send date and time

Open Set Date & Time. For a one-time group message, choose Never in Repeat, then select the intended Date and Time.

Check the timezone shown in your account or scheduling context before relying on the selected time. If your team works across locations, convert the intended send time into that timezone. Do not assume that a time written in the message and the scheduler's time refer to the same location.

For the example reminder, choose the afternoon before the meeting. Check that the meeting itself still takes place the following morning. Scheduling the reminder and writing the event time are two separate parts of the review.

A recurring schedule can suit a group update whose wording stays useful, such as a reminder to add items to a weekly agenda. Choose the repeat pattern and review the dates and time for the intended run.

Each campaign reuses one base message. If the agenda, meeting link or instructions change, review the message before future sends or prepare separate schedules for different updates. Give the series an appropriate end date instead of letting an outdated reminder continue. For the full setup, follow how to schedule recurring WhatsApp messages.

Open Overview and find the campaign. The Message Campaign view describes the overall schedule, including its repeat window and campaign state. Check that the saved destination and timing match the group update you intended to create.

After the scheduled time, open Messages to inspect the individual record for that group and occurrence. Use the campaign name, recipient and delivery time together to find the right entry. A campaign's progress alone does not establish the outcome of every send.

Review the displayed result before arranging a replacement. SendOnTime's reports describe the sending record; they do not show whether group members read the message. A replacement should reflect what actually happened to the original and whether the update is still useful.

Start with the point where the problem appears. A missing group during selection and an individual message showing a failure after its scheduled time need different checks.

• If the group is missing, check the linked WhatsApp number and confirm that this account still belongs to the intended group. Review the conversation in WhatsApp before selecting a different destination.
• If posting is restricted, check the group's current permissions. Ask an administrator to confirm your account's posting access when only admins can send. Recheck permission if the group's settings change after you prepare the schedule.
• If a send fails, inspect its individual message record and the account connection. A send due while the linked account is disconnected is marked Failed and is not retried automatically. After reconnecting, review the original record and the message's relevance before creating a new schedule.