How to Fill In a WhatsApp Business Profile: A Field-by-Field Guide
Before a customer writes to you for the first time, they often look at your profile. An empty photo, a status line that says "Hey there, I am using WhatsApp," and an account with no opening hours give the impression of a personal number rather than a serious business. A Business profile is like a shop window: it takes three or four minutes to fill in, and it keeps working across hundreds of future conversations. In this article you will find what each field does, how to write it, and examples you can copy and adapt.
Why Does the Profile Matter?
A profile answers three questions: Who is this? Is this a business that is actually operating? When can I reach them? If a customer cannot find these answers on the profile, they have to ask you, or they do not write at all. When they receive a bulk message, they also check the profile first to see who is writing; an incomplete profile lowers the trust in the message.
Menu names may differ slightly depending on the version. Business settings are usually reached from the three-dot menu on Android or from the Settings tab on iPhone.
Filling In the Profile Field by Field
| Field | What to write | What to avoid |
|---|---|---|
| Business name | The name that appears on your sign and your website | Stuffing in keywords, writing in all capitals |
| Profile photo | A logo or a clear photo of the shop or team | Blurry images, personal selfies |
| Category | The option closest to your activity | An unrelated category |
| Description | What you do and who you serve, in 1-2 sentences | Prices, campaigns, or time-limited promises |
| Address | The full address and map location a customer can find | Writing only "İstanbul" |
| Opening hours | Your real working hours, with closed days for special cases | Writing 24/7 and then not replying |
| An address you actually check | An inbox nobody looks at | |
| Website | Your homepage or your social media account | A broken link |
Business Name and Photo
The business name is the name your contact sees on their screen. It builds trust when it matches the name the customer sees on your sign, on invoices, or on Google. Writing "Güneş Optik - Glasses, Lenses, Cheapest Prices" instead of "Güneş Optik" looks off-putting and can also increase the chance that the account gets reported. Keep in mind that name changes are reviewed by WhatsApp and some names may not be accepted.
For the photo, a square logo or a clear shot of your shop front works well. Since it is displayed at a small size, thin text and complicated designs do not work.
Description: Short and Specific
The description field has limited space; do not try to fit your whole brochure into it. First say what you do, then say when someone can expect a reply. The examples below are fictional.
Sample descriptions
A family-run florist in Kadıköy since 2012. Order here for flowers for orders, funerals, and weddings. Weekdays 09:00-19:00.
English courses for children and adults in Ataşehir. Message us for a level assessment and registration details; the program is confirmed within one business day.
Wholesale textiles based in Bursa. For dealership and sample requests, write your company name and the product group you are interested in.
Each of these contains one clear piece of information: what business it is, where it is, and how to reach it. Do not put frequently changing details such as campaign prices and dates in the description; they get forgotten and stay wrong.
Address and Opening Hours
If you have a place that customers visit, such as a shop or an office, add the address and map location. The customer will not need to write in asking "How do I get there?" If you only work online, you do not have to fill in an address.
Be honest about your opening hours. If the profile says "Weekdays 09:00-18:00" and you reply at six in the evening, that is fine; but if you write "24/7" and stay silent until morning, expectations are broken. Update the hours in advance for public holidays and religious festivals. For what to reply to people who write outside working hours, you can choose from our auto-reply message examples.
Links and Trust Signals
- Consistency: Your phone number, address, and name should be the same on your website, your Google Business profile, and WhatsApp. Different information makes customers suspicious.
- Working links: Open the address you added in the website field from a phone to make sure it loads.
- Catalog: If you have a few products, the Business catalog feature acts as a shop window on your profile. If you list prices, keep them up to date.
- Short link and QR code: The Business app generates a link and a QR code that let customers start a chat with you with a single tap. You can add these to your business card, your shop window, and your social media bio.
Badges such as the green verification mark are not earned by filling in a profile; WhatsApp awards them based on its own criteria. Do not use false information or an inflated name in the hope of earning a badge.
Before and After: Two Versions of the Same Profile
Using a fictional car wash business, the difference looks like this:
| Field | Careless profile | Well-maintained profile |
|---|---|---|
| Name | YIKAMA!!! EN UCUZ | Kuzey Oto Yıkama |
| Description | Available | Hand wash and interior cleaning in Maltepe. For an appointment, write your vehicle type. |
| Opening hours | Empty | Every day 08:30-19:00 |
| Address | Empty | Full address and map location |
| Photo | Default grey avatar | Clear logo |
A customer who writes to the second profile already knows what they want and when and where you are. The first two messages of the conversation therefore do not need to ask for the address and the time, and you can go straight to booking. This also eases your team's daily reply load.
Updating profile information is not a one-time job. When you open a new branch, move, or change your working arrangements, the first thing to do should be to update the profile, because customers look for information there first.
Profile Checklist
- Is the profile photo clear and current?
- Is the business name exactly the same as on your sign and your website?
- Does the description stay within two sentences and avoid time-limited promises?
- Are the address and map location correct?
- Are the opening hours accurate, and have public holidays been added?
- Do the email and website work?
- Have you messaged your number from another phone to see how the profile looks from the other side?
Repeat this checklist once every three months. Addresses, hours, and product details are the kinds of information that quietly go out of date.
The Relationship Between the Profile and Campaigns
When you send a bulk message to someone, one of the first things the recipient does is check who sent it. If the number is not saved in their contacts, your profile is the only reference. If you are going to run a campaign from a panel such as WapFlow, fill in your profile beforehand, because the name and description on the profile support the credibility of your message. Keep in mind that WapFlow does not change your Business profile; these settings are made in the WhatsApp Business app on your phone. For the rest of your campaign planning, you can read our campaign guide.
If you want to switch from a regular WhatsApp account to a Business account, see the Business app guide for the differences the switch brings and the points to watch out for.
Small Tips by Industry
- Restaurants and cafes: Highlight the menu link, reservation hours, and address.
- Health and beauty: Do not write treatment promises or before-and-after claims; advertising regulations are restrictive in these fields. Provide only service and contact information.
- Law and accounting firms: Do not include wording in the profile that requires confidentiality; instead of "send your file here," direct people to book an appointment.
- E-commerce: Add to the description where to find your order number and what to write for shipping information.
Frequently Asked Questions
Can I edit my Business profile from a computer?
Profile settings are mostly managed from the app on your phone. Which fields can be edited in the computer version depends on the WhatsApp version at the time.
Can I change my business name later?
You can, but frequent changes confuse customers. Unless there is a legal or brand change, keep the name fixed.
Is the information on the profile public?
Yes, anyone who opens your profile can see these fields. Do not write a personal phone number, a home address, or any private information.
What should I do if I have several branches?
If each branch uses a separate number, fill in each number's profile with that branch's address and hours. If you serve several branches with one number, list the branch names briefly in the description and write the main branch in the address field. If customers get confused about which branch they are talking to, they may go to the wrong place; so confirming the branch in your first reply is helpful.
Can I add opening hours to a regular account too?
Fields such as opening hours, address, and catalog are specific to Business accounts. A regular account only has a name, a photo, and an about text.
Does filling in the profile protect my account from being restricted?
No. A complete profile builds trust, but it does not remove the risk from unsolicited messages and high complaint rates. For account safety, see our article on why accounts get restricted.
Once you have tidied up your profile, if you want to manage your customer list, campaigns, and auto replies from a single panel, you can try WapFlow and connect your Business account to it.
