How to get an AI assistant on WhatsApp, step by step

WhatsApp is where a lot of work already happens: clients, suppliers, family, team groups. An assistant who lives there can take a lot off your plate, as long as you pick the right kind and set it up so you stay in control.

Three things “an AI assistant on WhatsApp” can mean

1. A customer service chatbot. Businesses run these on their own WhatsApp number to answer customers automatically. Useful for support, but it doesn’t work for you personally.
2. An AI chat assistant inside WhatsApp. Good for quick questions and help with writing. It usually can’t see your email, calendar or tasks, so it can’t act on them.
3. A personal assistant with her own number. You text her like a person, and she works across your email, calendar, tasks and the web. That’s what HeroKit is, and what the rest of this guide sets up.

Step 1: Decide what you want off your plate

Pick three jobs to start with. For example:

• Answer my WhatsApp and Telegram messages the moment they arrive
• Send me a morning brief with my calendar, tasks and deadlines
• Check my email every few minutes and only ping me when something’s urgent
• Follow up with people who haven’t replied
• Remind me about deadlines weeks before they hit
• Transcribe my voice notes and act on them

Starting small makes it easy to see what’s working.

Step 2: Get your assistant’s number

Request your assistant and tell us whether you prefer WhatsApp or Telegram, plus what you’d like her to handle. HeroKit gets her own personal phone number, so once she’s ready you can save her as a contact, the way you would a new colleague.

Step 3: Connect your accounts

Connect the accounts you want her to work with: Gmail (several accounts, if you have them), Google Calendar, Google Drive, Docs, Sheets and Slides, plus the other apps you use every day.

Step 4: Choose your approval levels

Decide what she does on her own, what she asks first, and what she only plans. Whatever you choose, nothing goes out without your OK: messages and emails to other people are sent only after you approve the exact text.

Step 5: Send your first messages

Text her the way you’d text a person. A few illustrative examples to try:

• “Send me a brief every morning with my meetings, tasks and deadlines.”
• “Remind Dana about the contract and book us a call next week.”
• “Follow up with anyone who hasn’t replied to my proposal.”
• “Research our five closest competitors and compare their prices.”

Or skip the typing: send a 30-second voice note from the car, and she turns it into done work.

Step 6: Add her to your groups

Add her to your WhatsApp or Telegram groups. She answers data questions, pulls reports and tags the right people, so your team gets answers without waiting for you.

Step 7: Put routines on autopilot

Once the basics work, set up automations that run on their own, even while you sleep: daily digests, weekly reports, reminders and “tell me when X happens” watches.

Staying in control on WhatsApp

• Nothing goes out without your OK. Messages and emails to other people are sent only after you approve the exact text.
• No auto-replies to strangers. Incoming messages are summarized for you with a suggested reply.
• Private by design. Passwords and keys stay in a secure vault, and your data is never shared.
• Weekly usage report. See exactly what she did and what it cost.

Tips for getting more from a WhatsApp assistant

• Say the outcome, not the steps. “Book us a call next week” works better than a list of instructions.
• Forward the original. Send her the email or message you’re talking about, so she has the full context.
• Include the deadline. “By Friday” turns a request into a task with a date.
• Use voice when your hands are busy. Voice notes work in any language.