Configure WhatsApp Business Integration

Configure WhatsApp Business Integration

Send notifications and communicate with students via WhatsApp Business API.

Time: 30–45 minutes for setup Module: WhatsApp Core Permissions: Chat Manager or Administrator

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Prerequisites

• WhatsApp Business API account
• Verified business number
• API credentials obtained
• Access to Discuss or WhatsApp menu

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Overview

The WhatsApp Integration enables:

• Business messaging
• Student notifications
• Parent communication
• Contact management
• Message templates
• Chat history tracking
• Marketing opt-in management

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Setup Workflow

Create WhatsApp Business Account
            ↓
Get API Credentials
            ↓
Configure in System
            ↓
Verify Connection
            ↓
Import Contacts
            ↓
Start Messaging

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Steps

1. Obtain WhatsApp Business API

From Meta Business:

1. Go to Meta Business Suite
2. Create Business Account
3. Add WhatsApp Product
4. Verify business
5. Get API credentials:
   • Phone Number ID
   • Access Token
   • Business Account ID

2. Configure API Settings

In OpenEduCat:

1. Navigate to Settings → WhatsApp
2. Enter credentials:

Field	Action
Phone Number ID	From Meta
Access Token	API token
Business ID	Account ID

3. Click Test Connection
4. Click Save

3. Import Contacts

Add WhatsApp contacts:

1. Navigate to WhatsApp → Contacts
2. Click Import or New
3. For each contact:

Field	Action
Name	Contact name
Phone	WhatsApp number
Country	Phone country
Email	Optional email
Marketing Opt	Consent status

4. Click Save

4. Create Message Templates

For template messages:

1. Navigate to WhatsApp → Templates
2. Click New
3. Design template:

Field	Action
Template Name	Unique name
Category	Message type
Language	Message language
Body	Message content

4. Submit for approval
5. Wait for Meta approval

Template Categories:

• Utility (transaction confirmations)
• Marketing (promotional)
• Authentication (OTP)

5. Send Individual Message

For one-on-one chat:

1. Navigate to Discuss → Channels
2. Find or create WhatsApp channel
3. Select contact
4. Compose message
5. Send

6. Send Bulk Messages

For notifications:

1. Navigate to WhatsApp → Send Messages

2. Select recipients:

   • All contacts
   • By tag
   • By student group

3. Choose template

4. Personalize with variables

5. Click Send

7. Manage Chat History

View conversations:

1. Navigate to Discuss
2. Filter WhatsApp channels
3. View chat history
4. Add notes for context

8. Handle Incoming Messages

When receiving messages:

1. Notification appears
2. Open channel
3. View message
4. Respond appropriately
5. Update status

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Field Reference

WhatsApp Contact (whatsapp.contact)

Field	Technical Name	Type	Required	Description
Name	name	Char	No	Contact name
Sequence	sequence	Integer	No	Order
Active	active	Boolean	No	Active status
Date	date	Datetime	No	Created date
Profile	image_1920	Binary	No	Profile picture
Phone	phone	Char	Yes	WhatsApp number
User Phone	phone1	Char	No	Alternate
Country	country_id	Many2one	No	Country
Email	email	Char	No	Email address
Marketing Opt	marketing_opt	Boolean	No	Marketing consent

WhatsApp Note (whatsapp.note)

Field	Technical Name	Type	Description
Name	name	Char	Note title
Date	date	Datetime	Created date
Note	note	Text	Note content
Created By	created_by	Many2one	Author
Contact	whatsapp_contact_id	Many2one	Related contact

WhatsApp Tag (whatsapp.tag)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Tag name
Contacts	whatsapp_contact_line	Many2many	No	Tagged contacts
Business Account	whatsapp_business_id	Many2one	Yes	Business account

Discuss Channel Extension (discuss.channel)

Field	Technical Name	Type	Description
Channel Type	channel_type	Selection	Channel type
WhatsApp Contact	whatsapp_contact	Many2one	Linked contact

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Message Templates

Fee Reminder

Template: fee_reminder
Category: Utility

Hello {{1}},

This is a reminder that your fee payment of {{2}} is due on {{3}}.

Please make the payment to avoid late fees.

Thank you,
{{4}}

Exam Notification

Template: exam_schedule
Category: Utility

Dear {{1}},

Your examination schedule:
Subject: {{2}}
Date: {{3}}
Time: {{4}}
Venue: {{5}}

All the best!

Attendance Alert

Template: attendance_alert
Category: Utility

Dear Parent,

This is to inform you that {{1}} was absent from class on {{2}}.

Please contact us if you have any concerns.

Regards,
{{3}}

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Views Available

View	Features
List	All contacts
Form	Contact details
Chat	Conversation view
Kanban	Contact cards

WhatsApp Dashboard

Shows:

• Total contacts
• Messages sent
• Active conversations
• Delivery rates

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Compliance Notes

Marketing Consent

• Always obtain opt-in
• Honor opt-out requests
• Document consent
• Regular consent refresh

Message Limits

• 24-hour messaging window
• Template required for new conversations
• Rate limits apply
• Quality rating matters

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Troubleshooting

Issue	Cause	Solution
Connection failed	Wrong credentials	Verify API keys
Template rejected	Policy violation	Revise template
Message not delivered	Invalid number	Verify phone format
Rate limited	Too many messages	Slow down sending
No response	Outside window	Use template

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Best Practices

1. Get consent: Always obtain permission
2. Use templates: For initiating conversations
3. Timely responses: Reply within 24 hours
4. Professional tone: Maintain formality
5. Don’t spam: Respect message limits
6. Track delivery: Monitor message status

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Security Notes

Role	Capabilities
Chat Manager	Full messaging access
Chat Agent	Respond to messages
Administrator	Configuration

Data Privacy

• Encrypt conversations
• Secure API credentials
• Audit message logs
• Comply with regulations

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Integration Features

Student Integration

• Student contact sync
• Fee reminders
• Attendance alerts
• Result notifications

Parent Integration

• Parent contact sync
• Child updates
• Meeting reminders
• Emergency alerts

Admission Integration

• Inquiry follow-up
• Application status
• Document requests
• Interview scheduling

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Related Tasks

• Configure SMS
• Manage Students
• Configure Parents