WhatsApp Integration in TimeFlow

Before you start

You need integrations permission. This feature is in Beta and only sends pre-approved template messages (no free-form chat from TimeFlow).

Finding this in the UI

• Header → Tools menu (grid icon, top right) → Integrations, then choose WhatsApp. Also reachable directly at /dashboard/integrations/whatsapp. Not available from the sidebar or footer.

Connecting a number

The WhatsApp Business card starts Not connected, with two connection-type cards side by side:

• Connect a new number — "Create or select a WhatsApp Business Account in Meta. This number will be used only through TimeFlow (Cloud API)." Button: Connect new number.
• Connect WhatsApp Business app — "Keep using the WhatsApp Business app for 1:1 chats. TimeFlow sends templates on the same number. Requires app version 2.24.17 or later." Button: Connect existing app. Only available if Embedded Signup is configured for your environment.

A Refresh status button sits below both, and a collapsible Meta setup guides panel links out to Meta's own documentation, grouped under "Account & Number" (Create a Meta Business account, WhatsApp Business Accounts, Register a business phone number, Connect an existing WhatsApp Business app, Display name guidelines, Two-step verification PIN) and "Templates, Pricing & Limits" (Message templates, Template review, Pricing, Messaging limits).

Click connect and complete Meta's Embedded Signup, which opens as a popup — allow pop-ups for the site or the flow can't proceed. After connecting, the card shows the display name, phone, connection type, and status.

• Cloud API numbers: if prompted, enter a 6-digit two-step verification PIN and click Register phone number — save this PIN, you'll need it again in WhatsApp Manager or to reconnect.
• WhatsApp Business app: keep the app open while contacts/chats sync; "History declined" still allows sending templates, but "Failed" means disconnect and reconnect.

Turning on notification events

Once connected and registered, turn on the events you want — each needs a Meta-approved template before it will actually send:

• Job received, Status changes, Job completed, Job closed, Ready for collection, Quote ready.

On each client's record (Our Clients, or when creating/editing a client), leave Accept WhatsApp notifications checked so they can receive messages.

Creating a message template

• Click New template, pick the portal event and category (Utility for job/quote/collection notices, Marketing for promotions — reviewed more strictly).
• Name it using lowercase letters, numbers, and underscores (e.g. tf_job_received), and set a Meta language code (e.g. en, en_US).
• Write the body (required, max 1024 characters), optional header (max 60 chars, one parameter max), and optional footer (max 60 chars, no parameters). Insert placeholders: {{client_name}}, {{job_number}}, {{tracking_number}}, {{tracking_link}}, {{branch_name}}, {{company_name}}, {{status}}, {{old_status}}, {{job_title}}.
• Save draft or Submit for review — Meta review usually finishes within 24 hours. Use Refresh statuses to check.
• Already have a template in WhatsApp Manager? Use Link existing instead of recreating it — enter the exact Meta template name and language.

Template statuses: Draft, In review, Approved (usable), Rejected, Paused/Flagged, Disabled, In appeal, Pending deletion/Deleted.

Testing and disconnecting

• Once at least one template is Approved, use Send test message: enter a recipient in international format (e.g. +27821234567), pick the template, fill parameters, and send.
• Disconnect stops TimeFlow sending WhatsApp for the company. If you connected the Business app, also unlink it there (Settings → Account → Business Platform → Disconnect Account).

Tips

• Connecting a number requires completing Meta's own Embedded Signup flow with a real Meta Business account.
• An event only actually sends when all of these are true: connected, phone registered, the event toggle is on, its template is Approved, and the client accepts WhatsApp notifications.
• Save your two-step PIN somewhere safe — losing it blocks WhatsApp Manager changes and reconnection.
• Check delivery per job from the Client Portal drawer: open a portal job linked to a job card and click its WhatsApp icon to see queued/sent/delivered/read/failed status.