You’ve built a decent audience. Maybe you’re getting some likes. A few DMs. But deep down, you know this: You’re not building real relationships and without real connection, there’s no loyalty. No repeat buyers. No community. If you’re a coach, trainer, expert or even a business—and you’re not building a tight-knit, engaged community—you’re leaving money, impact, and momentum on the table. Now imagine this…You drop a quick voice note inside your WhatsApp group—and boom:
– Replies flood in.
– Ideas start flying.
– Someone signs up for your offers, upsells and promotions—again.
This is what happens when you create a WhatsApp community the right way. Not a boring broadcast list. Not another dead group. But a living, breathing place where your audience shows up, shares, and sticks around. In this post, we’ll break down exactly how to do that—even if you’re just getting started. WhatsApp isn’t just for casual chats.
With 2+ billion users and billions of messages sent daily, it’s the most underused community-building tool for coaches, creators, and experts. Plus no other platform comes close to its open rates. WhatsApp has 90% open rates. Far more than any other platform.
So in this guide, we’ll show you how to:
- Turn your audience into an engaged inner circle using communities
- The best tactics of launching a community platform
- Building real loyalty and daily interactions
- Plus share insights from Akshat Malhotra’s 1,300+ member playbook from Pennywise
Let’s jump in.
The Power of WhatsApp for Community Building
WhatsApp is not just another app—it’s where everyone is. With 2.78 billion users and 42 billion messages flying around daily, WhatsApp is like the digital town square. Especially if your audience is based in India, Europe, South East Asia or MENA. That’s a huge chunk of the audience that you get access to. Here’s why it’s a no-brainer for you:
- Universal Access: Your audience knows WhatsApp inside out—no training required. They’re ready to dive in.
- Instant Connection: Texts, voice notes, and video calls let you engage like you’re face-to-face, whether it’s a quick tip or a deep-dive Q&A.
- Scalable Structure: WhatsApp Communities support up to 1,024 members across 100 groups meaning effectively you could have 102,400 members in the community as a whole—plenty of space for your coaching clients or creative fans.
- Budget-Friendly: It’s free and uses minimal data, so your global tribe can join without sweating the cost.
- Secure Environment: End-to-end encryption keeps conversations private, though we’ll cover how to manage privacy concerns later to ensure a safe space.
For coaches, WhatsApp is your direct line to clients—think daily motivation or instant answers to their questions. Creators, you can share exclusive content to keep your fans buzzing. Experts, it’s your platform to build trust and authority. But here’s the real deal: you’re not just running a business—you’re igniting a movement. Imagine your audience rallying around your big idea, whether it’s crushing fitness goals, mastering content creation, or leveling up financially. That’s the magic of a community.
What Are WhatsApp Communities?
WhatsApp Communities are a powerful tool in your arsenal that allow you to create and unite multiple WhatsApp groups under one umbrella, helping businesses scale their engagement. With support for up to 1,024 members and 100 subgroups in a community, you must build WhatsApp business communities to connect with your clients, fans, or learners. Whether you’re exploring how to create a WhatsApp community for business or growing an existing one, this feature is your foundation for success in 2025.
Benefits of a Vibrant Whatsapp Community
Before we dive deeper, let’s talk about why communities are your secret sauce:
- Stronger Retention: Connected members stick around longer, boosting your client loyalty.
- Higher Revenue: Loyal fans buy more—courses, memberships, merch. That’s bigger lifetime value.
- Unshakable Trust: Peer discussions and testimonials build credibility faster than any ad.
- Organic Growth: Happy members spread the word, bringing in new faces without you lifting a finger.
- Real Insights: Get a front-row seat to what your audience wants, so you can deliver spot-on solutions.
WhatsApp Community Features
Now that you know what are WhatsApp communities, let’s explore the core features of whatsapp community that will empower your business. These tools are tailored for coaches, creators, and experts to engage audiences and streamline operations—here’s what you need to know:
- Subgroup Management: Organize topics (e.g., “Expert Tips” or “Client Success”) within one Community for clarity.
- Announcements: Broadcast updates—like a new course or live session—to all members instantly.
- Interactive Tools: Use polls, schedule events, share voice notes, documents, images and videos to keep your WhatsApp business communities lively and engaged.
- Admin Control: Remove spam or pin key messages for 24 hours, 7 days or upto 30 days to maintain a professional environment.
These WhatsApp community features transform your Community into a thriving tactic for client retention, fan advocacy, and expert authority. Perfect for anyone learning how to create a WhatsApp community for business or enhancing an existing one.
How to Create a WhatsApp Community for Your Coaching Business?
As a coach, learning how to create a WhatsApp community for business can boost client engagement. A WhatsApp Community can contain up to 100 groups, and each group can have up to 1,024 members. This means a Community can potentially hold up to 102,400 members. Here’s how:
- Open WhatsApp, tap “Communities,” and select “New Community” to start building a community for your business.
- Upload a branded image for your community (e.g., logo) in settings, use 500×500 pixels.
- Add a subgroup (e.g., “Coaching Core”) and invite 10-20 clients.
- Set a description for the group.
- In the Announcements group created by default in your community, pin a welcome message, rules of the community and any other detail you would like your members to know.
- Go to “Community Settings,” enable “Encrypted Backup” and “Community Update” notifications, and restrict group creation to admins for better control in your WhatsApp business community.
- Adjust subgroup settings: limit “Edit Group Info” to admins.
- Add more subgroups (e.g., “Workout Plans”).
- Rename groups (e.g., “General” to “Coaching Q&A”) for clarity.
- Pin rules in subgroups (e.g., “No spam, share wins!”) with “WhatsApp community rules”.
Case study: how Akshat Malhotra built a powerful whatsapp community for his company Pennywise
Say hello to Akshat Malhotra, the mastermind behind Pennywise, a financial education platform that’s all about helping people take charge of their money. Pennywise isn’t out to sell you stocks or insurance—they’re focused on teaching corporates and everyday folks how to make savvy financial moves, from picking the best credit card to planning smart investments. Akshat’s big mission? Empower people to live richer, stress-free lives through financial smarts. Pretty inspiring, right?
Akshat’s Journey with WhatsApp Communities
Every success story has its struggles, and Akshat’s WhatsApp adventure is no exception. A few years back, he was killing it with financial workshops, dropping knowledge left and right. But something nagged at him: “How do I keep people engaged after the session ends? How do I create a space where they feel safe to ask anything?” WhatsApp seemed like a no-brainer—everyone’s on it—but Akshat wasn’t sold. “Is it too informal? Will people actually show up? What if it’s just a mess of spam?”
He gave it a shot anyway, starting with a single group. Spoiler alert: it was a total flop. It was all him talking, posting links like a one-man radio station, with zero response from members. Crickets. Akshat could’ve quit, but instead, he doubled down. He realized a community isn’t about you preaching—it’s about them connecting. He flipped the script, opened up two-way chats, and bam—his group came alive. Fast-forward to today, Pennywise’s WhatsApp community is a thriving hub with over 1,300 members swapping credit card tips, investment ideas, and even the occasional Netflix rec. Akshat’s story proves that even if you stumble, the right moves can lead to massive wins.
Akshat’s Blueprint: Strategies, Insights, and Tactics for WhatsApp Success
Akshat didn’t just get lucky—he built his community with purpose. Here’s every strategy, insight, and tactic he shared, plus how each one powered Pennywise’s growth. Consider this your roadmap to replicate his success.
Strategies to Launch and Scale
- Begin with a Single Group, Then Embrace Communities
- Akshat started with one WhatsApp group, but as it grew beyond 1,024 members, he switched to WhatsApp Communities to link multiple groups seamlessly.
- This allowed him to scale to 1,300+ members while keeping things personal and organized.
- Impact: Communities provided structure, making it easy for members to join and stay active, driving steady growth.
- Organize with Topic-Specific Subgroups
- Akshat split his community into groups like “Credit Cards,” “Investments,” and “Taxes,” later adding a “Miscellaneous” group for casual chats like movie picks.
- Members knew exactly where to post, sparking targeted discussions.
- Impact: Focused subgroups boosted participation by giving people clear spaces to share, fueling lively conversations.
- Simplify Joins with a QR Code
- He shared a single QR code for his Community at workshops and events, making it a breeze to sign up.
- No one had to fumble with links or numbers—just scan and join.
- Impact: Easy access lowered barriers, helping Pennywise grow organically as more people hopped on board.
- Host Regular Free Sessions
- Pennywise’s “Paisa Pe Charcha” monthly meetups brought members together to talk money, no cost attached.
- These sessions built trust and kept the community engaged between posts.
- Impact: Consistent events created a rhythm, encouraging members to stay connected and invested.
- Curate Your Membership
- Akshat avoided blasting invite links, instead inviting workshop attendees who aligned with Pennywise’s mission. A Google Form asking “Why join?” filtered out spammers.
- Only those genuinely interested made the cut.
- Impact: A curated group slashed spam and fostered meaningful chats, keeping engagement sky-high.
Insights for Authentic Connection
- Prioritize Two-Way Communication
- Akshat’s early mistake was a one-way group where only admins posted. Letting everyone chime in turned things around.
- Members started asking and answering questions, creating a peer-led energy.
- Impact: People took ownership, making the community feel like theirs, which skyrocketed participation.
- Lead with Value
- Posting social media content links without substance flopped. Switching to practical tips—like credit card hacks—grabbed attention.
- Every post aimed to solve a problem or spark curiosity.
- Impact: Value-driven content kept members hooked, coming back daily for more insights.
- Stay Consistent Over Perfect
- Akshat learned that regular posts, even simple ones, beat occasional “perfect” content.
- Daily tips and biweekly rule reminders kept things humming.
- Impact: Steady activity built reliability, making Pennywise a trusted go-to for financial discussions.
- Treat Members as Partners, Not Just Clients
- Instead of pushing sales, Akshat focused on helping members, turning them into advocates who spread the word.
- He saw them as allies in Pennywise’s mission, not revenue sources.
- Impact: Loyal advocates amplified Pennywise’s reach, driving referrals without hard pitches.
Tactics for Sustained Growth
- Assign Dedicated Facilitators
- Akshat tapped team members like Rishabh to lead groups (e.g., Credit Cards), with a full-time manager overseeing everything.
- Facilitators ensured chats stayed relevant and answered niche questions.
- Impact: Strong leadership kept discussions high-quality, freeing Akshat to focus on big-picture growth.
- Turn Questions into Content
- Every community question went into an Excel sheet, becoming a treasure trove for posts, videos, and courses.
- This kept content laser-focused on members’ needs.
- Impact: Relevant content strengthened engagement, with chats fueling Pennywise’s broader strategy.
- Enforce Clear Moderation Rules
- Akshat set firm guidelines—no spam, no wrong answers—and shared them biweekly. Moderators vetted replies, especially on sensitive finance topics.
- This maintained a trustworthy space.
- Impact: Clear rules built confidence, encouraging more members to join and share openly.
- Showcase Conversations to Draw New Members
- Akshat shared screenshots of lively chats (with permission) on WhatsApp status or Instagram Stories, adding “Want in? DM us!”
- It sparked curiosity without spammy vibes.
- Impact: Authentic glimpses of value pulled in engaged members, while filtering out misfits.
Three Essential Insights for Community Success
Akshat’s journey gave us some universal truths that can level up any WhatsApp community. Here are three must-know insights to make yours thrive:
- The 70/20/10 Rule
- 70% of members will lurk, quietly absorbing content.
- 20% will engage occasionally, dropping a comment or question here and there.
- 10% will be your superstars, driving the energy with regular posts.
- Takeaway: Don’t sweat the silent folks—they’re still watching and might convert later. Empower your 10% to keep things lively, like Akshat did with Rishabh’s credit card expertise.
- Signs of a Thriving Community
- Members ask and answer questions, creating a self-running vibe.
- Names and faces become familiar, like a digital family.
- The energy flows from peers, not just admins.
- Takeaway: If you see these, you’re golden. Pennywise hit this when members started solving each other’s queries, making it a trusted hub.
- Smart Ways to Grow Membership
- Avoid spammy link dumps—they turn people off.
- Share screenshots of real chats on Stories or status with a “Join the fun? DM us!” hook.
- Takeaway: Curiosity drives sign-ups. Akshat’s screenshot trick drew in quality members, while his Google Form kept spammers out.
Your Roadmap to a Thriving WhatsApp Community
Let’s get you started with a clear plan to build a WhatsApp community that shines. Here’s how to make it happen, step by step.
Step 1: Establish a Strong Foundation
A great community needs a rock-solid base to avoid early pitfalls. Here’s how to set it up:
- Launch Your Community: Open WhatsApp, go to the Communities tab, and select “New Community.” Choose a name that reflects your mission—like “Thrive Coaching Hub” or “Creator Collective”—and keep it under 24 characters.
- Craft a Compelling Description: Highlight the value: “Daily coaching tips, live Q&As, and a tribe to crush your goals!” Pin it for visibility.
- Create Subgroups: Organize by topic—“Mindset Mastery,” “Client Success,” or “Content Strategies.” Akshat’s subgroup approach kept Pennywise focused.
- Invite Thoughtfully: Share a QR code or link with your most engaged audience—email subscribers, course participants, or social fans. Start with 50-100 to build momentum.
Actionable Tip: Send a welcome voice note to new members. Try: “Hey, so pumped you’re here! Share your big dream in the group—what’s it all about?” It’s personal and sets a warm tone.
Step 2: Foster Consistent Engagement
Engagement keeps your community alive. You want members chatting, sharing, and feeling connected. Here’s how:
- Deliver Daily Value: Post quick tips—like “3 Coaching Questions to Unlock Client Wins” or “Hack for Viral Reels.” Use texts, images, or voice notes for variety.
- Host Live Interactions: Run weekly Q&As or workshops. A fitness coach could do “Morning Mobility Live”; a creator might host “Content Brainstorm.” Akshat’s monthly sessions were a hit for Pennywise.
- Encourage Participation: Use polls (“What’s your top coaching challenge?”), challenges (“Post your daily win!”), or quizzes to spark replies.
- Celebrate Achievements: Highlight member milestones—a client’s breakthrough or a creator’s milestone. It builds community spirit.
- Ask Open-Ended Questions: Draw out lurkers with prompts like, “What’s one goal you’re chasing this week?” Akshat’s questions turned silent members into contributors.
Actionable Tip: Pin a “Daily Spark” question, like “What’s one thing you learned today?” It’s an easy way to keep conversations flowing.
Step 3: Ensure Effective Moderation
A thriving community feels safe and inclusive. Moderation is key to maintaining that vibe. Here’s how:
- Define Clear Guidelines: Set rules—no spam, respect all views, stay relevant. Post them in an announcement group and repost biweekly, as Akshat did.
- Appoint Trusted Moderators: For groups over 100, recruit reliable members as admins (WhatsApp allows up to 20). Pennywise’s facilitators kept chats on track.
- Resolve Conflicts Discreetly: If someone veers off-topic or stirs drama, handle it via DM to keep the group positive.
- Promote Inclusivity: Encourage quieter members with prompts like, “Haven’t heard from you—what’s on your mind?” It shows you value everyone.
Actionable Tip: Create a “Community Code” PDF with clear, friendly rules. Share it with new members to set expectations without feeling strict.
Step 4: Track Progress and Scale Strategically
To keep improving, you need to know what’s working. Here’s how to measure success and grow:
| Metric | What to Track | Tools |
| Member Growth | New joins per week/month | |
| Engagement | Messages, polls, reactions daily, Link clicks | Typeform, Google Forms, WhatsApp Polls, Bitly |
| Retention | Active members after 30/60 days | Manual surveys |
| Feedback | Member satisfaction and suggestions | Google Forms, TypeForm |
| Conversions | Members becoming clients or buyers | Knorish |
Scaling Strategies:
- Grow Organically: Share your QR code at webinars or on social media, like Akshat did at events.
- Empower Inviters: Ask active members to bring like-minded friends, offering a shoutout as thanks.
- Promote Across Channels: Share community highlights on Instagram or LinkedIn to attract curious joiners.
Actionable Tip: Launch a “Invite a Friend” challenge—first 10 members to bring someone get a free resource, like a coaching checklist. It sparks growth and rewards engagement.
Navigating Common Community Challenges
Building a WhatsApp community has its hurdles. Here’s how to tackle them:
- Low Participation: If it’s quiet, share more value—tips, polls, or a playful “Where’s everyone at?” Akshat used questions to wake up silent members.
- Spam Issues: Spammers kill the vibe. Use Akshat’s Google Form trick to vet joins and enforce strict rules.
- Privacy Concerns: Highlight WhatsApp’s encryption and guide members to use DMs for sensitive topics, not group chats.
- Time Demands: Moderating can be intense. Delegate to admins or use bots for repetitive tasks, like Pennywise’s facilitators did.
- Repetitive Questions: Pin an FAQ group for common queries, like “How do I grow my coaching biz?” It saves time and keeps chats fresh.
Actionable Tip: Start a “Best Tips” thread where members share advice. Pin it to reduce repeat questions and inspire new discussions.
Bonus: Community Building Secrets By The World’s greatest community building expert
Want to go deeper? Don’t miss this must-watch session by Tom Ross, founder of Design Cuts and leader of the world’s largest community of community builders. In a live session with Knorish, he shared pure gold insights, breaking down what it takes to create a thriving community. From nailing your mission to driving engagement, it’s loaded with tips you can apply to your WhatsApp group. It’s like a masterclass in your pocket!
Your Action Plan to Launch Today
You’re ready to build a WhatsApp community that transforms your coaching business or creative brand. Here’s your step-by-step plan:
- Today:
- Set up your WhatsApp Community with a clear name and description.
- Create 2-3 subgroups for key topics (“Mindset,” “Wins,” “Strategies”).
- Invite your top 50 fans—email list, course takers, or social followers.
- Send a welcome voice note to set a friendly tone.
- This Week:
- Post your first daily tip (e.g., “One trick to land more clients”).
- Run a poll: “What’s your biggest hurdle right now?”
- Share guidelines in an announcement group and pin them.
- DM 5 members to say hi and ask what they’re excited about.
- This Month:
- Host a live Q&A or mini-workshop—keep it free and engaging.
- Spotlight a member’s success to boost community vibes.
- Track engagement: how many messages, who’s active?
- Share a chat screenshot on Stories with a “Join us!” link.
- Ongoing:
- Test a bot for daily tips or FAQs.
- Ask for feedback: “What do you want more of?”
- Invite active members to moderate as you grow.
- Celebrate hitting 100 members with a virtual challenge or party.
Final Thoughts: Create Your Movement
Building a WhatsApp community isn’t just about chats—it’s about crafting a space where your tribe thrives. Coaches, you’ll turn clients into lifelong fans. Creators, you’ll build a crew that’s hyped for your work. Experts, you’ll spark a movement that echoes your vision. Akshat Malhotra showed us how, growing Pennywise into a 1,300+ member hub where people don’t just listen—they contribute. His path from a silent group to a buzzing community proves that with smart strategies—subgroups, value-first posts, clear rules—you can create something extraordinary.
So, what’s holding you back? Grab your phone, start your WhatsApp Community, and take that first step. It doesn’t need to be flawless—just authentic. Share your journey with us, borrow Akshat’s playbook, and watch your audience become a force. Got questions? Hit us up in the comments or DM for free templates to get rolling. Let’s build something unstoppable together!
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