The union added, removed and organized the participants of its WhatsApp groups by hand, which took up considerable administrative resources. It relied on SMS at €0.20 per user, which strained the budget. Information was shared across multiple groups with no control, causing redundancy and communication failures. There was no way to verify membership status.
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Transformation case · Union communications
100,000 messages. Without losing control.
How we turned a network of hand-managed groups into a segmented, verifiable infrastructure ready to communicate at scale.
messages every month+100K
01€0Per message
02+100,000Messages a month
03€2,000Fixed annual cost
The core idea
Automated group management and segmented WhatsApp communication for more than 100,000 messages a month.
01 · The starting point
The volume kept growing. The process was still manual.
Adding participants, checking membership and deciding what information each person received took administrative time in every group.
Management
Sign-ups, removals and approvals relied on repetitive tasks.
Cost
SMS added cost to every new message sent.
Control
The groups did not share a central source of information.
02 · The system
A control layer between the data and each group.
The automation doesn't send for the sake of sending: it identifies, validates, segments and carries out the right action in WhatsApp.
- 01Identify
A request comes in
The system recognizes the person and the group they want to join.
- 02Verify
It checks membership
The database confirms their status, with no manual decisions.
- 03Segment
It assigns the destination
Each profile receives only the information meant for it.
- 04Manage
It acts in WhatsApp
Sign-ups, removals and broadcasts are coordinated from a single system.
Solution in place
We implemented an automated API for managing WhatsApp groups that adds, accepts, rejects and removes participants without manual work, integrated with the membership databases. The system sends bulk messages only to the right users, avoiding duplicates. All internal communication was routed through WhatsApp, eliminating SMS costs.
03 · The result
More communication without multiplying the admin work.
The result is an operation that can sustain a large monthly volume with segmentation, traceability and predictable costs.
Per message
Messages a month
Fixed annual cost
What changed
Messaging costs dropped to a fixed annual fee of €2,000, compared with the previous SMS spending. Administrative workload fell by 80%. Members receive accurate, segmented information. Access control is stronger, with automatic membership verification and centralized participant management.
“Scale no longer depended on how many groups one person could look after.”