WhatsApp Labels from Web: Guide to Organizing Customers

In today’s digital marketplace, direct and personal communication with customers has become a key success factor. In Italy, where the culture of interpersonal relationships and trust is deeply rooted, tools like WhatsApp Business prove to be valuable allies. This platform combines the speed of technology with the warmth of human conversation. But as chats increase, how can order and efficiency be maintained? The answer lies in a feature as simple as it is powerful: labels. Managing WhatsApp Business labels, especially from the comfort of the web platform, transforms a list of conversations into an organized and strategic customer database.

This tool allows you to catalog chats based on personalized criteria, making workflow management smoother and more intuitive. Imagine an artisan tracking orders, a freelancer managing appointments, or a small accommodation facility communicating with guests. For all of them, applying a colored label to a chat means having the situation under control at a glance, directly from the computer. This guide will explore how to make the most of labels from WhatsApp Web, combining tradition and innovation for impeccable customer service.

What Are WhatsApp Business Labels

WhatsApp Business labels are colored markers that allow you to organize and classify conversations with customers. They work similarly to digital tags or colored post-it notes, allowing you to quickly identify the status of a chat or the type of contact. For example, you can create labels like “New Customer”, “Order in Progress”, “Payment Received”, or “Support Request”. This feature is designed to help small and medium-sized businesses segment communications and manage their workflow more efficiently. The application allows you to create up to 20 custom labels, offering good flexibility to adapt to the diverse operational needs of every business.

The main advantage is visual clarity. Opening WhatsApp, the label colors provide an immediate overview of priorities. This system not only simplifies follow-up but also allows sending targeted communications to specific groups of customers, such as promotions or updates, through broadcast lists linked to labels. It is a tool that, despite its simplicity, transforms customer care management, making it more structured and professional, as explained in our guide to customer service with WhatsApp for companies.

How to Manage Labels from WhatsApp Web and Desktop

Although the creation and modification of labels must initially be set up from the mobile application, their daily management is perfectly integrated into the WhatsApp Web and Desktop versions. This allows working more comfortably and quickly, taking advantage of a larger screen and computer keyboard. Once labels are created on the phone, they automatically sync with the PC version, making them immediately available. Working from the desktop offers a smoother user experience, essential for those managing a high volume of conversations during the workday.

Creating and Modifying Labels (from Mobile)

The first step to using labels is creating them. This operation is performed exclusively from the WhatsApp Business app on a smartphone. The process is simple and intuitive. Just access Settings, select Business tools, and then Labels. Here you will find some default labels like “New customer” or “Order complete,” which can be modified or deleted. To add a new one, simply tap “Add new label,” enter a name (e.g., “Quote Sent”), choose a color, and save. This flexibility allows every company, from an artisan shop to a consultant, to customize the system based on their specific sales or support process.

Applying Labels to Chats from PC

Once configured, applying labels from WhatsApp Web is a quick operation. To assign a label to a conversation, simply hover the mouse over the desired chat, click the downward arrow that appears, and select “Label chat”. A menu will open with all created labels, from which you can choose the most appropriate one. It is also possible to apply multiple labels to the same chat for even more detailed categorization. For example, a customer could simultaneously be a “Regular Customer” and have an ongoing “Support Request”. This functionality is crucial for keeping chats tidy and the mind free, improving operational efficiency.

Filtering and Finding Chats by Label

The true potential of labels emerges when you need to quickly find conversations. On WhatsApp Web, simply click on the three dots at the top left (the menu) and select “Labels”. The list of all created labels will appear. Clicking on one of them will show all chats and messages to which it has been applied. This filter function is extremely useful. It allows, for example, viewing all customers in “Pending Payment” to send a reminder, or grouping “Information Requests” to respond in bulk, optimizing time and resources.

Usage Strategies for Italian Companies: Combining Tradition and Innovation

In the Italian and Mediterranean context, where the personal relationship with the customer has invaluable worth, WhatsApp Business labels become a bridge between tradition and innovation. They allow maintaining that personal touch and attention to detail typical of the “local shop,” but with the efficiency of digital tools. A small e-commerce of local products, for example, can use the “VIP Customer” label for its most loyal buyers, sending them exclusive offers. A farmhouse (agriturismo) can segment guests with labels like “Families with children” or “Couples on weekend” to propose tailored activities. This segmentation capability transforms communication from generic to personal, increasing loyalty.

The strategic use of labels helps not to miss any opportunity. A wood craftsman might have a workflow based on labels like: “Quote Request”, “Project Approval”, “In Progress”, and “Ready for Delivery”. Each chat moves along this path, ensuring that no phase is overlooked. In this way, technology does not replace the human relationship but enhances it, allowing the entrepreneur to dedicate more time to product quality and less to disorganized communication management. For those who want to delve deeper into the professional use of WhatsApp, our complete guide to WhatsApp Web offers further insights.

Conclusions

In conclusion, WhatsApp Business labels represent an extraordinarily effective tool for any business wishing to optimize customer management. The ability to use them comfortably from the web platform further amplifies the benefits, allowing for fluid and centralized work organization directly from the computer. For the Italian and European market, which values both technological innovation and the tradition of attentive and personalized customer service, labels offer the best of both worlds. They allow segmenting contacts, following sales processes, and never losing sight of the needs of every single customer.

Adopting a well-structured label system means transforming WhatsApp from a simple messaging channel into a true lightweight and intuitive customer relationship management (CRM) tool. Whether it is a small shop, a freelancer, or a medium-sized enterprise, visual order and the ability to filter conversations translate into time savings, greater efficiency, and ultimately, more satisfied customers. Getting started is simple, and the advantages in terms of productivity and service quality manifest immediately, making this feature an almost mandatory step for anyone using WhatsApp Business professionally.

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