Build a WhatsApp onboarding chatbot for site starters: fast setup, scripts and compliance basics

Category: Hiring, Training & HR Niche: onboarding, WhatsApp workflows, chatbots, inductions, GDPR/PECR

Contents

• Who this is for
• Quick answer
• What the chatbot actually does
• How it works end-to-end
• Step-by-step setup
• Message scripts you can copy
• Compliance basics (UK)
• Costs and pitfalls
• What are people saying on Reddit?
• Related Academy guides
• FAQ

Who this is for

Small contractors, subbie gangs and growing trades businesses who onboard new starters regularly and want to:

• Get inductions and paperwork done before arrival
• Share RAMS and site rules in a format crews actually read
• Capture attendance, right-to-work and next-of-kin with less back-and-forth
• Keep a clean audit trail without buying a heavy LMS

Quick answer

You can stand up a simple WhatsApp onboarding chatbot in a day using:

• WhatsApp Business App (basic auto replies and quick replies), then graduate to the WhatsApp Business Platform via a provider for buttons, templates and flows
• A Google Form for induction details and RTW documents, saving into Google Drive
• A QR poster at the site gate and in the site office to trigger the chat

Result: new starters scan a QR, opt in, get a welcome, tap buttons for Induction, RAMS and Timesheets, and you get structured data and evidence in your Drive.

What the chatbot actually does

• Sends an auto welcome when someone messages your site number
• Offers buttons: Induction, RAMS, PPE, Timesheets, Contact a Human
• Links to your Google Form and uploads folder for RTW/CSCS evidence
• Reminds them at set times (eg 6 pm before Day 1) with what to bring
• Hands over to a human if they type “help”

How it works end-to-end

1. Worker scans a QR code on your poster or job sheet.
2. They land in a WhatsApp chat and opt in.
3. Auto message fires: “Welcome to [Site]. Tap a button to get started.”
4. They complete the Induction Form, upload RTW/CSCS, and receive RAMS links.
5. The bot logs completion and pings your site manager if anything is missing.
6. On Day 1, a reminder auto-sends with PPE and arrival time.

Simple flow diagram

QR scan → WhatsApp opt in → Auto welcome → Buttons (Induction, RAMS, Timesheets) → Human handover if needed.

Step-by-step setup

1. Get a dedicated WhatsApp Business number

• If you only need the basics, the WhatsApp Business App lets you set a Greeting and Away message, plus Quick Replies. Good for single-phone setups.
• For buttons, templates and proper chat flows, use the WhatsApp Business Platform via a provider (search “WhatsApp Business Platform”). You’ll get templates, buttons and web-based inboxes.

2. Design your induction Google Form

• Sections: Personal details, RTW/CSCS, Next of Kin, Trade/Competence, Vehicle reg, PPE issued.
• Turn on file uploads and limit to allowed file types.
• Set the destination to a Google Sheet for tracking.

3. Build your WhatsApp flows

• Buttons: Induction (link to the Form), RAMS (link to your PDF or Drive folder), Timesheets (link to your current process), Talk to a Human (routes to site manager).
• Set an auto follow-up if the form isn’t completed within 24 hours.
• Add a Day 1 reminder with map link and PPE list.

4. Create a QR poster and handout

• The QR should open a “Click to WhatsApp” link to your business number with a short pre-filled message like “Start induction” to trigger the flow.
• Put posters at the gate, site office, and in pre-start packs.

5. Logging and evidence

• Your Google Sheet becomes the training/induction log. Add columns for manager sign-off and expiry dates.
• Store all uploads in Drive with a folder per worker.

6. Train your team

• Agree who handles escalations.
• Save Quick Replies for common questions (parking, facilities, hours).

Message scripts you can copy

• Greeting message: “Welcome to [Your Company] at [Site]. Tap a button to get started or type HELP for a human.”
• Reminder (evening before): “Tomorrow at [time]. Bring: CSCS card, PPE (boots, hi-vis, hard hat), photo ID. Report to [location].”
• RAMS summary: “Key points for [task]: isolation, permit to work, exclusion zone, dust extraction. Full RAMS: [link]. Reply ACK to confirm.”
• Human handover: “I’m handing you to [Name]. They’ll reply shortly.”

Compliance basics (UK)

• Keep it service-only unless you have marketing consent. WhatsApp messages count as electronic mail under PECR, so don’t add promos into onboarding messages without consent. See the ICO’s guidance on electronic mail marketing.
• If you move to the WhatsApp Business Platform, understand the 24-hour customer service window and template rules. See Meta’s docs on sending messages.
• Capture opt-in when people first message or via your QR landing. Keep a record. See Meta’s opt-in guidance.
• Limit personal data. Only collect what you need for induction/RTW. Store it in your company Drive/SharePoint, not personal phones. See ICO guidance on working from home security.

Costs and pitfalls

• Costs: WhatsApp Business App is free. Platform providers charge per message for templates and may add a platform fee. Keep most replies inside the 24-hour window to reduce costs.
• Pitfalls: collecting too much data in chat, no opt-out wording on broadcasts, storing photos on personal devices, and no human handover during working hours.

What are people saying on Reddit?

• WhatsApp automation tool suggestions and experiences: Reddit thread
• Building WhatsApp chatbots for real businesses: Reddit thread

Related Academy guides

• Bilingual toolbox talks on WhatsApp: 3-minute voice notes that crews actually understand
• How to set up QR code site induction and CSCS Smart Check that records checks
• Skills matrix for construction: link Google Sheets to your calendar to block unsafe bookings

FAQ

Can I do this without a provider?

Yes, but you’ll be limited. The WhatsApp Business App gives you greeting/away messages and quick replies. For buttons and templates, use the Business Platform via a provider.

What if a new starter doesn’t use WhatsApp?

Provide an SMS or paper fallback. Use the same Google Form link as a QR or short URL.

Is WhatsApp onboarding allowed under UK GDPR?

Yes, if you keep messages service-only, minimise data, have a privacy notice, and store evidence in company systems. Avoid marketing unless you have consent.

Can I attach PDFs in WhatsApp?

Yes. Keep RAMS PDFs small and readable on phones. Offer a summary and a link to the full doc.

How do I collect signatures?

Use your Google Form with a checkbox for declaration, or link to an e-sign tool for more formal sign-off.

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