How to use WhatsApp Business with Multiple Users

Using WhatsApp Business with multiple users has become a necessity for businesses who are looking to connect with their customers on the platforms they use most. And, for those in the Professional Services Industries, it’s no different. With over 2 billion monthly active users, according to the platform, WhatsApp has become a powerhouse in the messaging app world and a game-changer for companies of all sizes. 

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Using WhatsApp Business with Multiple Users

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According to WhatsApp itself, users are able to leverage the power of WhatsApp Business on the Web, Desktop, and other devices by linking them to the primary phone number. Here, linking multiple devices to your business account enables more of your employees to respond to customer messages from anywhere, which can be especially helpful when you’re running an ad campaign or promotion, or if you are looking to ramp up your customer service. By subscribing to WhatsApp Business Premium, you can connect up to 10 devices so that you and your team can handle customer inquiries more quickly and even assign chats to specific agents. While the platform states that the primary phone won’t need to stay online to use WhatsApp Business on linked devices, you will need to register your WhatsApp Business account and link new devices from it, and, if you don’t use your phone for over 14 days, your linked devices will become disconnected. 

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While sharing and viewing live locations on linked devices, creating and viewing broadcast lists on linked devices and adding and deleting status on linked devices are not currently supported features on this account type, depending on the solution you use to accommodate multiple users, there are more than enough opportunities that your business can leverage from the platform to convince you to create your business account if you haven’t already done so. 

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The Benefits of Using WhatsApp for Business

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WhatsApp allows Professional Services businesses to harness its diverse capabilities to elevate client interactions, streamline operations, and propel your company to new heights. Here are 10 of the top benefits those in the professional services industries gain from leveraging WhatsApp for Business.

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1. Instant and Direct Communication

Professionals benefit from WhatsApp's real-time communication. This enables swift responses, updates, and efficient issue resolution which can enhance client satisfaction and operational efficiency overall.

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2. Client Engagement and Relationship Building

WhatsApp allows businesses and professionals to facilitate personalised client interactions. Here, businesses can foster trust and loyalty by providing a direct and intimate communication channel.

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3. Appointment Reminders and Scheduling

The platform allows for efficient and streamlined appointment management. This helps to reduce no-shows and conflicts while delivering clear and organised scheduling information to clients.

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4. Secure Document Sharing

In industries where privacy and data security are paramount, WhatsApp allows for the secure sharing of confidential documents, contracts, and information. 

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5. Real-Time Client Support

WhatsApp enables businesses to offer immediate client support, addressing queries or urgent matters promptly. This is a contributing factor to building client trust and maintaining customer satisfaction.

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6. Marketing and Promotions

The platform serves as a powerful tool for targeted marketing. By leveraging its capabilities, WhatsApp allows professionals to share updates, announcements, and promotional offers directly with clients rather than having offers and announcements be subject to complex algorithms. 

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7. Efficient Team Collaboration

WhatsApp helps to facilitate internal communication and collaboration within professional service firms which can ensure seamless coordination and prompt updates.

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8. Client Feedback and Surveys

Professionals gather client feedback and conduct surveys directly through WhatsApp, fostering a client-centric approach and continuous service improvement.

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9. Appointment Follow-Ups

The platform enables personalised follow-ups after appointments which can help reinforce client relationships and address post-appointment queries or concerns.

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10. Event Invitations and Updates

For firms hosting events, WhatsApp serves as an effective channel for sending invitations, reminders, and event updates directly to clients, ensuring maximum engagement and attendance while adding a more ‘personal touch’.

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While every business and professional will ultimately leverage the power of WhatsApp differently to serve their specific goals and needs, one thing remains the same - with over 2 billion monthly active users, WhatsApp is one of the easiest and most direct ways to be where your customers are, without the risk of your message getting lost in the crowd.

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How Businesses of Different Sizes use WhatsApp Business with Multiple Users

For companies and professionals looking to use the platform with multiple users, the choice between the WhatsApp Business App and WhatsApp Business API hinges on the unique needs and scale of your enterprise or endeavour. Understanding these distinctions is crucial to optimising your communication strategy.

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WhatsApp Business App: For Micro-Sized Businesses

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Designed with micro-sized businesses in mind, the WhatsApp Business App has undergone substantial enhancements to accommodate up to five linked devices per phone number. This accessibility proves beneficial for small teams, enabling seamless communication.

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For micro-sized businesses, utilising the WhatsApp Business App is a strategic starting point. Its intuitive setup process, coupled with features like greeting messages, away messages, WhatsApp Catalog, WhatsApp Pay, and quick replies, facilitates efficient communication. The recent updates extended the device limit, providing flexibility for small teams to engage with customers from various locations.

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WhatsApp Business API: For SMBs, Mid-Size Companies, and Enterprises

Geared towards businesses with heightened chat volumes and intricate needs, the WhatsApp Business API stands as the preferred solution, offering integration with CRM systems, automation capabilities, and scalability features, and catering to the evolving requirements of SMBs, mid-size companies, and enterprises. WhatsApp Business has an easy-to-follow FAQ section to guide you through adding multiple users.

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How to Add Multiple Users for WhatsApp Business

Efficient collaboration within WhatsApp Business is contingent on the method you choose. Whether opting for the WhatsApp Business App or WhatsApp Business API, streamlining the process of adding multiple users is important.

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WhatsApp Business App: For Micro-Small Businesses

For micro-small businesses employing the WhatsApp Business App, the process of adding multiple users involves a straightforward series of steps.

• Access the WhatsApp Business App and navigate to the “More Options” icon with three vertical dots.
• Click on “Linked Devices”.
• Select "LINK A DEVICE" and scan the displayed QR code.

This easy process allows businesses to connect up to five devices to one WhatsApp Business account, facilitating broader accessibility for responding to customer inquiries.

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WhatsApp Business API: For SMEs and Large Businesses

Crafted for sizable enterprises aiming to optimise communication with employees, customers, and other stakeholders, the WhatsApp Business API allows for the connection of more than five devices to a single number, resulting in improved efficiency and scalability tailored for larger organisations.

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For businesses equipped with multiple agents, leveraging the WhatsApp API becomes crucial in efficiently handling substantial communication loads while also monitoring team workflows and organisational effectiveness. However, it's essential to note that the WhatsApp API isn’t standalone, lacking a user interface; instead, it requires integration with a message inbox or a WhatsApp-integrated CRM to function seamlessly. ClientWindow, for example, can help you easily integrate and centralise your client communications.

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Using WhatsApp Business with ClientWindow

As messaging app communication becomes increasingly crucial, ClientWindow is a centralised hub, effortlessly orchestrating conversations.ClientWindow is an innovative solution that excels in connecting customers on popular messaging apps with professional services teams.

ClientWindow's robust features ensure a superior customer experience by centralising messaging data and seamlessly coordinating conversations between clients and internal teams, integrating with business-level communication tools like email and Microsoft Teams. Addressing security concerns with enterprise-level security, ClientWindow allows for granular access controls, and message encryption, meeting compliance requirements.

In a world where customer engagement evolves rapidly, ClientWindow empowers professional services industries to adapt and thrive. Explore the benefits of centralising your communication to elevate client interactions, streamline operations, and ensure your business stays ahead in the era of modern communication. Book a demo today and witness how ClientWindow revolutionises professional services communication by providing a comprehensive solution for the messaging app era.