The WhatsApp integration is a paid add-on that allows your team to easily post messages via WhatsApp. In addition, users can upload messages to your Inspiration Wall via WhatsApp.
In this article, we will explain how to set up your integration and what features the WhatsApp integration offers. Want to activate WhatsApp? Then please contact our support team.
Before you start:
By default, we use Apostle's WhatsApp business phone number to send messages to your team members. Your team will also send uploads using Apostle's number.
We offer the option to use your own WhatsApp business phone number (white label). Please contact our support team for this.
Check out our FAQ for the most frequently asked questions about WhatsApp integration.
Adding phone numbers
To activate WhatsApp for colleagues, first add your teammates' phone numbers to your Apostle dashboard. We have several ways you can add numbers.
Onboarding:
Teammates add their own phone number when they create their account. The phone number field is automatically added in the invitation email once the WhatsApp integration is activated for your team.
Member overview:
Go to the Member overview and manually add the phone numbers to the people who want to post via WhatsApp.
Use the Edit button to edit these users.
Member overview Excel upload:
Want to update many users at once? Then use our Excel template to update users in bulk:Go to Member overview.
Download your member list using the Download icon.
Open the Excel file and enter all phone numbers there. Note: Make sure to add the country code. An example: +31612345678
Save the file and then upload the file back into Apostle via the Upload icon.
The members are now updated.
Personal Settings:
All team members can add their own phone number via their own Personal Settings.Login to the Apostle web dashboard.
Then click on your name at the top right and choose Personal Settings.
Under Personal Information you will now find the option to enter your own phone number. In addition, colleagues can determine here whether they want to receive proposed posts via WhatsApp. They can turn this on or off at any time.
Note: Team members will receive a welcome message via WhatsApp after they have added their phone number themselves or if an admin has added the phone number. In this message, users are prompted to indicate whether they wish to receive posts via WhatsApp and can provide their opt-in (consent) accordingly.
Important: If team members do not respond or opt-in via the welcome message, no messages will be sent. You can identify in your member overview which users have activated WhatsApp. Furthermore, only team members with a completed phone number and opt-in will receive suggested messages via WhatsApp.
Scheduling posts via WhatsApp
Scheduling posts via WhatsApp operates much like our mobile app and email functions. Refer to the instructions below to schedule posts for your team members.
Navigate to Create Post, where you can compose your post and select your team members in step 2.
In step 3 (Send), choose whether to send the post via WhatsApp. Here, you'll also view the real-time progress of your WhatsApp posts and monitor the number of additional posts you can propose via WhatsApp within your selected package.
Next, select Plan this post and the post will be proposed to your chosen team members. Please note: It may take a few minutes for the post to arrive via WhatsApp.
Important: WhatsApp suggestions are only sent to team members who have provided their phone numbers and opted in. If you've selected individuals without a phone number, they will receive the post through our standard channels (mobile app and email).
Sharing posts via WhatsApp
If you have scheduled a post for colleagues with a phone number, they will receive a notification from WhatsApp with the proposed message in it. The sharing process works as follows:
Open the WhatsApp notification on your phone or via WhatsApp web.
You will now see a preview of the post, including the media, links and text.
Then select the Review & Post button to go to the final post screen.
A new screen will open, where you can edit the post if necessary, choose a different time and make your platform selection (This process is similar to our email functionality).
Choose Post and the post will be sent to your account.
Warning: Currently, sharing on personal Instagram and Facebook channels via WhatsApp is not supported. To do so, please utilize our mobile application.
Note: Working with business pages? You can also send suggested messages for company pages via WhatsApp. The process is nearly identical. You'll receive a separate WhatsApp message for each page, indicating the channel for which the message has been suggested.
Sending reminders only via WhatsApp
Activate automated reminders for posts that haven't been shared yet in Apostle. With the WhatsApp integration, you now have the option to send these reminders directly through WhatsApp. If you prefer to send reminders exclusively through WhatsApp while keeping the original post suggestion delivery method via mobile app and email, follow these steps:
Go to your Integration Settings.
Make sure Activate reminders via WhatsApp is activated.
Create your post, choose your channels and go to Send in the composer.
For this specific post, toggle Enable reminders only.
Now Plan your post.
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: Please ensure that reminders are activated in your Team Settings. If no reminders are set up, they will not be sent via WhatsApp.
Uploading content via WhatsApp
Team members can upload their own content by simply sending a WhatsApp message to the WhatsApp number. These uploads will enter directly into your team's Inspiration Wall. How it works.
Open WhatsApp and search for Apostle's phone number (or your own number if using white label).
Upload photo(s), video(s) or pdf files and type a cover text and send the message.
The uploaded message now arrives in the Inspiration Wall in your admin dashboard. You can now use the message to create a post and schedule it for your team members.
Note: If one of the team members sends multiple messages in a row, everything will be merged into one submission in the Inspiration Wall within one minute. In addition, make sure you have Inspiration Wall notifications turned on to get notification of new uploads from your team.
Manage integration settings
In the Team Settings, you can manage your WhatsApp integration and its settings.
Go to the Team Settings.
Select Integrations. Here are the key settings:
Number of suggested posts via WhatsApp: You'll also see this progress during scheduling in the Composer.
Change subscription: Receive automatic alerts if you're at risk of exceeding your subscription.
Deactivate integration: Temporarily deactivate WhatsApp if your limit has been reached and you prefer to send posts via email and app only.
Activate reminders: First, ensure reminders are enabled in your Team Settings. Then, choose whether to receive reminders via WhatsApp or only via email and mobile app.
Remember to save your changes using the Save button.
