Summary of "AI Hackathon S4 E8 UC6 – Sending Personalised Messages in Bulk – CA. Vinita Sawantkoyande"

Summary of Video

AI Hackathon S4 E8 UC6 – Sending Personalised Messages in Bulk – CA. Vinita Sawantkoyande

Key Technological Concepts and Product Features

1. Excel VBA-Based Bulk Messaging Tool

Developed using Excel VBA integrated with ChatGPT for automation.
Designed to send personalized bulk messages via email and WhatsApp simultaneously.
Uses a contact sheet with fields like name, mobile number, email, subject, message, and amount to personalize each message.
Automatically appends Gmail signature and optional footer to emails.

2. Personalization and Automation

Messages are personalized by dynamically inserting recipient names and other details such as fees/amounts.
Supports sending attachments with emails if proper file paths are provided.
The tool reads data from Excel sheets and sends messages accordingly.

3. User Interface and Usability

Simple Excel interface with buttons for “dry run” (preview without sending) and “active mode” (actual sending).
Dry run helps verify message content, detect errors like invalid email/mobile numbers or duplicates before sending.
Only one button click needed to send bulk messages to all contacts via both channels.

4. Message Sending Logic and Controls

Deduplication logic prevents sending multiple messages to the same contact within a 24-hour window.
Users can reset the “send lock” (fingerprint of sent messages) to resend messages if needed.
A settings sheet controls the sending mode (start/stop, dry run/active).

5. WhatsApp Integration

Does not use WhatsApp API; instead relies on WhatsApp Desktop/Web client automation.
Requires WhatsApp Desktop/Web to be open for the VBA script to send messages.
Sends only text messages on WhatsApp (no attachments).
No multiple clicks needed per message; a single button triggers all sends.

6. Limitations and Considerations

No official WhatsApp API used, so the method may be subject to WhatsApp restrictions or bans on bulk messaging.
Gmail sending limit tested up to 500 emails; beyond this Gmail may block the account.
No known bans experienced on WhatsApp for the tested volumes (up to ~200 messages).
Delays or throttling are not explicitly mentioned but implied as a potential need to avoid bans.

Review and Tutorial Elements

The presenter, CA Vinita Sawantkoyande, demonstrates the tool live by sharing her Excel screen.
She explains the structure of the Excel sheets, the VBA code functionality, and how to operate the tool step-by-step.
The session includes a Q&A where she clarifies technical details about WhatsApp integration and message limits.
Emphasizes the tool’s simplicity and accessibility for non-technical users, suitable for office staff.
Highlights the iterative process of refining the VBA tool by interacting with ChatGPT prompts.

Main Speakers / Sources

CA Vinita Sawantkoyande – Creator and presenter of the Excel VBA bulk messaging tool.
Moderator/Interviewer (possibly named Jaris or Rishi) – Facilitates the session and asks participant questions.
Participants – Ask clarifying questions during the Q&A segment.

Overall Summary

The video presents a practical, Excel VBA-based solution for sending personalized bulk messages through email and WhatsApp without needing complex API integrations. It leverages ChatGPT for code generation and customization, offering a user-friendly interface with dry run and active sending modes. The tool includes features like Gmail signature preservation, attachment support for emails, deduplication logic, and simple controls, making it accessible for office use.

The WhatsApp integration uses desktop/web automation rather than official APIs, with some limitations on message volume and risk of bans discussed. The session includes a live demonstration and Q&A to clarify usage and technical details.