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Imagine you’re managing a popular travel agency on Instagram. People see your posts and take trips, and over time you also gain a following of thrill-seekers. The messages start coming in: 'Do you offer tours to Iceland?' 'Can I get a quote on your new holiday packages?'. Exciting, but overwhelming, especially when your team is out there creating some unforgettable experiences.
This is where auto-reply on Instagram DMs comes in as a game-changer. Auto-response ensures your potential customer at least feels valued and heard, even when your team is busy providing excellent service day in and day out.
In this blog, we will go over how auto-reply can help businesses stay glued to their customers, reduce response times, and create long-lasting impressions with ease. So let’s get reading!
What is Instagram auto-reply?
Auto-reply on Instagram DMs lets you set up ready-made responses, sparing you from typing out the same answers over and over. It not only helps reduce your manual workload but also keeps your brand available anytime a customer has a question.
In today’s fast-paced world, we know it’s tough for businesses to be online 24/7—but that’s exactly what customers expect. With auto-reply, you can keep those conversations going, even when you're off the clock, giving instant answers to frequently asked questions. It’s a simple way to stay connected and show your audience you’re there for them, no matter when they reach out.
The case for auto reply DM's on Instagram
Instagram isn’t just another social media platform—it’s become a powerful growth tool for brands and businesses of all kinds. One of its biggest advantages is how easily customers can reach out to businesses directly through DMs.
With nearly 200 million users visiting business pages daily, companies are likely to receive questions and inquiries at any time. Since you can’t predict when those messages will come in, the smartest way to manage them is to set up auto-reply on Instagram DMs. This way, you’re always ready to engage, showing customers you’re there to help whenever they need it.
What is the role of auto-reply in customer service?
When businesses can’t respond to a query in their inbox immediately, an auto-reply steps in, meeting consumers' expectations for a fast response. This feature not only provides timely replies but also keeps engagement high, whether in comments or direct messages.
Customers appreciate active responses and are more likely to trust a business that offers prompt support, strengthening their loyalty and confidence in your brand.
Auto replies make your business more efficient
Adding auto-replies to your Instagram can significantly boost your operational efficiency. Automating responses to common questions can help your team focus more on other strategies like improving the productivity of their service rather than working on manual replies like business hours, product availability, or service inquiries.
When repetitive questions are automated your support team gets the chance to focus on more important tasks or complex tickets.
Why should you set up auto-replies on Instagram?
Setting up auto-replies on Instagram is essential for businesses looking to improve their customer service and engagement strategies because, in a competitive market, effective and quick communication with your customers makes you stand out from others.
People's expectations will be high when they feel included or updated by the brand's products. Moreover, Auto-replies will make your engagement beneficial for you once you get the trust of people.
How do I set up auto reply on Instagram?
How to Set up an auto-reply on the Instagram app?
Setting up auto-replies for your business on Instagram is a simple process that can be done in just a few steps.
Step 1: Access your Instagram Business Account
If you are using a Personal account then access your settings, and switch your status from personal to business account. Instagram will promote your profile from personal to business.
How to find Instagram settings?
Open your Instagram app and go to your profile. Now, tap on your profile picture in the bottom right corner. Next, open the menu bar, and select "Settings."
Step 3: Choose “Business” or “Creator”
In the settings menu, find and select either "Business" or "Creator," depending on the type of account you have. Here you can access various tools designed for professional accounts.
Step 4: Select saved replies or frequently asked questions
You can set your auto-replies using saved replies or the option for frequently asked questions. You can also use both depending on your needs. However, remember that you can only add four FAQs.
Step 5: Set a shortcut
You can create a shortcut for the saved replies. You can use the shortcut to quickly access the message on Instagram so you will not need to type it again and again. You can easily set up the shortcut while creating a new reply.
Setting Up Instagram auto-reply with Meta Business Suite
Follow the following steps to automated replies using Meta Business Suite:
- Open your Meta Business Suite account and get admin access
- Click on the inbox option
- Select Instagram
- Select instant reply
- Switch On the Instant Reply button
- Setup your response
Get more Instagram DM automation features with Trengo
Trengo is an excellent solution for automating responses on Instagram. Here are the key benefits that Trengo brings to the table:
Initiate DMs from comments
The auto-reply feature is not only limited to DMs as you can also apply it on comments. For instance, when someone shows interest or comments on posts, an auto-reply can be a great way to direct them to your DM. You might send a message “Kindly DM for more details” and in the DM you can carry the conversation and lead the prospect to buy your service or product.
Search conversations
As a business, it can be difficult to locate messages on Instagram as there are so many incoming queries. However, Trengo can make it easier for you as it allows you to search previous conversations within the same dashboard.
Frequently asked questions
FAQs can sometimes get annoying as you have to answer the same things again and again. You can make things smoother for you with the help of Trengo. For example, you can set up auto-reply on Instagram for queries like pricing, product specifications, delivery time, or availability of a particular product.
Customisable templates for quick responses
Trengo allows you to customise your auto-replies according to your brand needs. Whether you want to sound casual and friendly or professional and formal, you can adjust your messages to reflect your brand’s personality using Trengo’s vast library of templates.
Integrated analytics for better insights
Trengo also provides reports that you can use to improve your customer support. For example, Trengo can help you know the average response time for metrics you have applied. You can check the provided reports to plan how to improve your customer support.
When to use Instagram DM automation features?
You can use the feature of auto reply on Instagram for different purposes. For example, you can use them to start interacting with new followers, reply to comments, or just simply connect with your audience.
Initiating conversations with new followers
Automated replies are super tools that help you connect with your new followers instantly. For example, whenever you get a new follower you can send them a welcome message like “Thank you for following our page”. A welcome message portrays a positive image regarding your brand and helps you win the trust of customers.
Connecting with interested customers
If a customer comments on your posts expressing interest, an auto-reply on Instagram messages can help maintain the conversation. You can send a quick message like “ Thank you for reaching out, we’ll get back with details soon”. You can also invite them to ask questions or learn more about your products or services. This approach can help your brand make leads and lead potential customers to buy your products.
Acknowledging active followers
On Instagram, you should actively try to engage with your active followers. Whether they are liking your posts or regularly watching your stories. You can reduce your hassle with auto replies as you may need to initiate conversations with multiple people.
Maintain connection outside business hours
Instagram has no office hours and no time limit. That means customers can approach brands at any time. Auto-reply can engage people in the absence of a team. This will allow customers to feel valued because your brand understands their needs.
Handle FAQs
Every business has some repetitive FAQs like business location, product details, service policies etc. These are the questions that you can easily automate. It is ideal to use a tool like Trengo and let the technology handle repetitive tasks for you.
6 tips for optimising auto-replies
To get the most out of Instagram’s auto-reply feature, try these optimisation tips:
- Create context-aware responses: Tailor responses to common inquiries, like “Store Hours” or “Shipping Details,” so each reply feels relevant and specific to the user’s question. This makes interactions feel more personal and keeps users engaged.
- Use trigger keywords smartly: Set specific keywords in your Instagram settings that trigger customized responses, like “Order Status” or “Returns.” This ensures users get information faster, allowing your team to focus on complex queries.
- Provide subscription options: Include a gentle prompt for users to join your email list or drip campaign within the auto-reply message. Phrasing it as a benefit—like exclusive offers or helpful tips—makes it appealing while collecting valuable customer data.
- Include a follow-up reminder: Add a message to assure users they’ll get a more personalised follow-up soon. This simple step reassures customers that a real person will address their query, even if they received an automated response initially.
- Incorporate friendly and on-brand language: Make sure auto-replies are warm and match your brand’s voice. A friendly tone, paired with helpful language, adds to customer satisfaction.
- Direct users to self-help resources: If applicable, guide users to FAQs, tutorials, or other self-help pages, allowing them to solve simple issues independently.
Using Instagram automation without the hassle
How do I set up auto-reply on Instagram without the hassle? The answer is simple—you use Trengo!
- Manual setup complexity: Configuring auto-replies manually can be time-consuming and may require constant adjustments. Trengo simplifies this process with user-friendly interfaces and pre-built templates.
- Limited functionality: Instagram's built-in auto-reply options are limited in terms of customisation and advanced features. Trengo offers more flexible options, including personalized messages and varied response triggers.
- Multi-channel management: Managing multiple social media platforms alongside Instagram can be overwhelming. Trengo consolidates messages from various channels, allowing businesses to handle all communications from one dashboard.
- Response consistency: Without automation, there's a risk of inconsistent replies to similar inquiries. Trengo ensures that all customers receive standardised responses, enhancing professionalism.
- Real-time data and analytics: Tracking performance and response effectiveness is challenging with basic Instagram features. Trengo provides analytics on response times, customer engagement, and other metrics to help optimise communication strategies.
- Team collaboration: Coordinating responses among team members can be difficult in Instagram DMs. Trengo facilitates team collaboration by allowing multiple users to access the same messaging platform and manage replies efficiently.
- Response scheduling: Setting specific times for auto-replies can be complex. Trengo allows for scheduling messages, ensuring timely responses even during off-hours.
Manage yourauto-replies for businesses on Instagram with Trengo
Moving forward, businesses on Instagram will increasingly need to adapt their social media strategies to meet the evolving needs of their audiences. Active engagement is going to be crucial for building strong relationships and fostering loyalty among followers. However, managing interactions with a large audience can be challenging.
This is where the auto-reply on Instagram feature comes into play. By utilising auto-replies, you can efficiently respond to common inquiries, ensuring your audience feels heard and valued even during busy periods.
If you're ready to enhance your engagement and streamline your communication, it’s time to set up auto reply on Instagram.
