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Setting up and using your WhatsApp integration

Learn how to easily configure and use the WhatsApp integration for post sharing and content uploads.

Stefan Kapteijns avatar
Written by Stefan Kapteijns
Updated over a month ago

The WhatsApp integration is a paid add-on that allows your team to post suggested content via WhatsApp. It also enables teammates to upload content directly to your Inspiration Wall through WhatsApp.

In this article, you’ll learn how to activate your integration, configure your team settings, and use all available WhatsApp features.

Want to activate WhatsApp for your team? Contact our support team to get started.

Before you start

  • By default, Apostle uses its own WhatsApp business number to send and receive messages.

  • Teammates will also use this number to upload content via WhatsApp.

  • You can request a white label setup to use your own WhatsApp business number. Contact support for this option.

💡 Tip: Visit our FAQ section for commonly asked questions about the WhatsApp integration.

How to add phone numbers

To use WhatsApp, you first need to add your teammates’ phone numbers to your Apostle environment. You can do this in several ways:

Onboarding

  • When new teammates join, they can add their own phone number during account setup.

  • Once WhatsApp is activated, the phone number field is automatically included in the invitation email.

Member overview (manual)

  1. Go to Members

  2. Use the Edit button to manually add phone numbers for each teammate who will use WhatsApp

Excel upload (bulk)

  1. Go to Members

  2. Click the Download icon to export your member list

  3. Enter the phone numbers in the Excel file, including country code (e.g. +31612345678)

  4. Save and reupload the file via the Upload icon

  5. The member data will now be updated

Personal Settings

  1. Team members can log in to the Apostle web dashboard

  2. Click their name at the top right and go to Personal Settings

  3. Under Personal Information, they can add their phone number and choose whether to receive suggested posts via WhatsApp

Note: Once a phone number is added, users will receive a welcome message via WhatsApp. They must provide opt-in via this message before they can receive any suggested posts.

⚠️ Important: If a teammate doesn’t respond or opt in, no posts will be delivered via WhatsApp. In your Member Overview, you can check which users have WhatsApp activated. Only teammates with a valid phone number and opt-in status will receive suggested posts via WhatsApp.

How to schedule posts via WhatsApp

  1. Go to Create Post

  2. Compose your post and select teammates in step 2

  3. In step 3 (Send), select WhatsApp as the delivery channel

  4. View real-time progress and the number of available WhatsApp posts in your plan

  5. Click Plan this post to send the suggestion

Note: It may take a few minutes for the post to arrive via WhatsApp.

⚠️ Important: WhatsApp suggestions are only sent to teammates who have added a phone number and completed the opt-in process. Teammates without a valid number will receive the post via mobile app or email.

How to share posts via WhatsApp

When teammates receive a suggested post via WhatsApp:

  1. Open the message on their phone or in WhatsApp Web

  2. View the post preview, including media, links, and caption

  3. Click Review & Post

  4. Adjust the post content, time, or platform as needed

  5. Click Post to publish it to their account

⚠️ Warning: Sharing via WhatsApp is not supported for personal Instagram and Facebook accounts. Use the mobile app for this.

Note: Suggested posts for business pages can also be sent via WhatsApp. Each page will receive a separate message indicating the correct channel.

Sending reminders only via WhatsApp

You can send automated reminders specifically through WhatsApp, even if the original post was sent via email or mobile app.

  1. Go to Integration Settings

  2. Make sure Activate reminders via WhatsApp is turned on

  3. Create your post and go to step 3 (Send)

  4. Toggle Enable reminders only

  5. Click Plan this post

The post will be delivered via email and mobile app. Reminders will also be sent via WhatsApp.

Your post will be sent through email and the mobile app, with reminders also delivered via WhatsApp. Please note that reminders are still also sent by email and mobile app.

⚠️ Warning: Reminders must be activated in Team Settings. If no reminders are set, they will not be delivered via WhatsApp.

Uploading content via WhatsApp

Teammates can upload their own content by sending a WhatsApp message to the Apostle number (or your white label number).

  1. Open WhatsApp and start a chat with the Apostle number

  2. Upload photo(s), video(s), or PDF(s), add a caption, and send

  3. The content will appear in your Inspiration Wall in the admin dashboard
    ​

Note: If a teammate sends multiple messages within one minute, they will be merged into a single submission. Make sure Inspiration Wall notifications are enabled to stay informed of new uploads.

Manage integration settings

  1. Go to Team Settings

  2. Select Integrations

  3. Adjust the following options:

    • Number of suggested posts via WhatsApp to track usage limits during scheduling

    • Change subscription to receive alerts when you're nearing your limit

    • Deactivate integration to temporarily disable WhatsApp and send posts only via email and app

    • Activate reminders to enable WhatsApp reminders after turning them on in Team Settings

  4. Click Save to apply your changes

Related Articles
Scheduling your posts
Setting up automated post reminders
Common reasons posts are not shared
Sharing posts by email
WhatsApp Integration FAQ
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