> ## Documentation Index
> Fetch the complete documentation index at: https://help.hoopai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# The 24-hour messaging window — rules, strategies, and automation tips

> Understand WhatsApp's 24-hour messaging window — when you can send free-form messages, when templates are required, and how to build automations that respect the rules.

## What is the 24-hour window?

The 24-hour messaging window is WhatsApp's core policy for business-to-customer communication. It works like this:

* When a customer sends you a message, a **24-hour window** opens
* During this window, you can send **any type of message** — text, images, videos, documents, buttons, lists — without needing an approved template
* Once the window **closes** (24 hours after the customer's last inbound message), you can only reach the customer using **approved message templates**

This policy exists to protect users from unsolicited messages and ensure businesses respond promptly.

<Note>
  The 24-hour window is a **Meta/WhatsApp policy** that applies to all businesses using the WhatsApp Business API, not just HoopAI.
</Note>

## When the window opens

The window opens when a **customer sends you a message** — any message:

* Text message
* Image, video, or document
* Voice note
* Location share
* Reaction to a previous message
* Reply to a template message you sent

The clock starts from the **timestamp of the customer's message**.

## When the window closes

The window closes **24 hours after the customer's most recent inbound message**.

<Warning>
  Each new inbound message from the customer **resets** the 24-hour timer. If a customer messages you at 9 AM and again at 3 PM, the window is open until 3 PM the next day (not 9 AM).
</Warning>

## Timeline

Here's how a typical conversation flows:

```
Hour 0:00  — Customer sends "Hi, I need help with my order"
             ✅ 24-hour window OPENS
             ✅ You can send any message type

Hour 0:05  — You reply with text + image (no template needed)

Hour 2:00  — You send a follow-up message (still in window)

Hour 6:00  — Customer replies "Thanks, one more question"
             ✅ Window RESETS — now open until Hour 30:00

Hour 18:00 — You send another free-form message (still in window)

Hour 30:00 — Window CLOSES (24 hours after last inbound at Hour 6)
             ❌ Free-form messages blocked
             ✅ Approved templates ONLY
```

## What you can send inside the window

When the window is open, you have full messaging flexibility:

| Message type          | Allowed inside window?                                        |
| --------------------- | ------------------------------------------------------------- |
| Plain text            | Yes                                                           |
| Images                | Yes                                                           |
| Videos                | Yes                                                           |
| Documents (PDF, etc.) | Yes                                                           |
| Audio / voice notes   | Yes                                                           |
| Location              | Yes                                                           |
| Contacts              | Yes                                                           |
| Interactive buttons   | Yes                                                           |
| List messages         | Yes                                                           |
| Reaction emoji        | Yes                                                           |
| Template messages     | Yes (but opens a new paid conversation if different category) |

## What you can send outside the window

Once the 24-hour window closes:

| Message type               | Allowed outside window? |
| -------------------------- | ----------------------- |
| Approved template messages | Yes                     |
| Plain text                 | No                      |
| Images (standalone)        | No                      |
| Any free-form message      | No                      |

<Warning>
  If you attempt to send a free-form message outside the window, the message will **fail** with an error. HoopAI will show an error indicator in the conversation. You must use an approved template instead.
</Warning>

## How the window interacts with automations

### Workflow auto-replies

When a workflow is triggered by an inbound WhatsApp message, the 24-hour window is already open (the customer just messaged you). Auto-replies sent as free-form messages will succeed as long as they're sent within 24 hours.

<Tip>
  For immediate auto-replies (within seconds of the trigger), you're always safely inside the window. For delayed follow-ups (e.g., "send a follow-up 12 hours later"), check the timing carefully.
</Tip>

### AI agents and chatbots

HoopAI's Conversation AI responds to inbound messages in real time, so it always operates **inside** the 24-hour window. If a customer stops replying and the window closes, the AI cannot re-engage without a template.

### Scheduled messages

If you schedule a message to be sent at a specific time:

* **Inside the window** — the message sends as free-form, no template needed
* **Outside the window** — the message will **fail** unless it's a template

Always use templates for scheduled messages to avoid failures.

### Drip sequences

Multi-step WhatsApp drip sequences (e.g., Day 1, Day 3, Day 7) **must use templates** for every step after the first. The first message might land inside a window (if the contact recently messaged you), but subsequent messages almost certainly won't.

### Bulk campaigns

Outbound campaigns to contacts who haven't recently messaged you always require templates. There's no way to send a bulk free-form message to contacts outside their windows.

Read more about WhatsApp automations in the [WhatsApp automation guide](/conversations/whatsapp-automation).

## Strategies to keep the window open

The longer the window stays open, the more free-form messages you can send without using paid templates. Here are strategies to keep contacts engaged:

<AccordionGroup>
  <Accordion title="Ask questions that prompt replies">
    End your messages with a question. "Does that help?" or "Would you like me to check anything else?" encourages a reply, which resets the 24-hour timer.
  </Accordion>

  <Accordion title="Use interactive messages">
    Messages with **quick reply buttons** or **list menus** make it effortless for customers to respond. A single tap resets the window.
  </Accordion>

  <Accordion title="Send useful follow-ups within the window">
    If you know a customer will need help again, send a proactive check-in while the window is still open: "I'll send you the tracking link once your order ships."
  </Accordion>

  <Accordion title="Time your responses to maximize the window">
    If a customer messages at 9 AM and you reply at 9 AM, the window closes at 9 AM the next day. But if the customer replies to your message at 5 PM, the window extends to 5 PM the next day.
  </Accordion>
</AccordionGroup>

## Template fallback for automations

The best practice for WhatsApp automations is to build a **template fallback** — if a free-form message can't be sent (window closed), automatically switch to a template.

<Steps>
  <Step title="Build your workflow trigger">
    Set up a workflow triggered by an event (e.g., appointment reminder, order shipped).
  </Step>

  <Step title="Add a condition to check window status">
    Use a condition branch to check if the contact has an open WhatsApp conversation window. In HoopAI, you can check the last inbound message timestamp.
  </Step>

  <Step title="Inside window path">
    If the window is open (last inbound message \< 24 hours ago), send a free-form WhatsApp message.
  </Step>

  <Step title="Outside window path">
    If the window is closed, send an approved template message instead. Make sure the template conveys the same information.
  </Step>
</Steps>

<Tip>
  Always have approved templates ready for your most common use cases — appointment reminders, order updates, follow-ups. This ensures your automations never fail due to a closed window.
</Tip>

## Frequently asked questions

<AccordionGroup>
  <Accordion title="Does the 24-hour window apply to the WhatsApp Business App too?">
    The WhatsApp Business App has its own rules that are less restrictive — you can generally message customers more freely through the app. The strict 24-hour window and template requirement apply specifically to the **WhatsApp Business API** (which HoopAI uses).
  </Accordion>

  <Accordion title="Can I extend the window beyond 24 hours?">
    Not directly. The only way to keep the window open is to get the customer to send another message, which resets the timer. You cannot pay to extend it.
  </Accordion>

  <Accordion title="What happens if I send a template inside an open window?">
    The template will be sent successfully. However, if the template is a different **conversation category** than the currently open conversation (e.g., you send a marketing template during an open service conversation), a **new paid conversation** opens. Use free-form messages inside open windows to avoid extra charges.
  </Accordion>

  <Accordion title="Do reactions and read receipts reset the window?">
    **Reactions** (emoji reactions to messages) from the customer **do** reset the window. **Read receipts** do not — they're not messages.
  </Accordion>

  <Accordion title="What if the customer messages me on WhatsApp but I want to reply by SMS?">
    You can reply on any channel. But the WhatsApp 24-hour window only applies to WhatsApp messages. Replying by SMS doesn't keep the WhatsApp window open.
  </Accordion>

  <Accordion title="Is there a way to check if a contact's window is currently open?">
    In HoopAI, you can see the last inbound WhatsApp message timestamp on the contact record and in the conversation view. If it's within 24 hours, the window is open. Workflow conditions can also check this automatically.
  </Accordion>

  <Accordion title="What error do I get when sending outside the window?">
    You'll see an error like "Message failed to send — outside the 24-hour customer service window. Use an approved template message." The message will not be delivered to the contact.
  </Accordion>
</AccordionGroup>