Connections & Settings

Overview

WhatsBoard revolves around connections — each connection links a WhatsApp phone number to one or more monday.com boards. Each connection uses one of two methods: the Official Meta API or QR Connect. See Connection Methods for the full comparison, tradeoffs, and the official API's 24-hour messaging window.

This guide covers managing connections, linking boards, configuring settings, managing your team, and using the mute list.

Managing Connections

View Your Connections

1. Open WhatsBoard from the Apps section
2. The My Connections tab is the default view
3. Each connection card shows:
   • Connection name
   • Phone number
   • Connection status (Connected / Disconnected)
   • Linked boards

Create a New Connection

1. Click the Add Connection card
2. Enter a friendly name (e.g., "Support Line")
3. Enter the WhatsApp phone number
4. Select the initial board to link
5. Choose the connection method:
   • Official Meta API — continue with Connect with Meta (1-click embedded signup: Facebook login → Business portfolio → verify number via OTP)
   • QR Connect — connect via QR code or pairing code (see Getting Started)

Advanced Options During Setup

When creating a connection, you can configure:

Edit a Connection

1. Click the menu icon (⋮) on the connection card
2. Select Edit Name to rename the connection

Disconnect

1. Click the menu on the connection card
2. Select Disconnect
3. Confirm the action

Linking Boards

Connect a Board to an Existing Connection

1. Click the menu on a connection card
2. Select Connect Board
3. Choose the board from the dropdown
4. Optionally enable Sync existing chats to import current conversations
5. Click Connect

Board Requirements

For WhatsBoard to function on a board, it needs:

The WhatsApp Status column is created automatically when you first connect a board.

Multiple Boards per Connection

A single WhatsApp number can serve multiple boards. This is useful when:

• Different teams use different boards but share a phone number
• You separate conversations by topic (Sales board, Support board, etc.)

Each board independently tracks items, statuses, and team assignments.

Connection Settings

Access Settings

1. Click the menu on a connection card
2. Select Settings

Sync Settings

Update Content Filters

When Create incoming messages as updates is enabled, you can filter which message types are posted:

Team Management

Distribute incoming WhatsApp conversations across your team using round-robin assignment.

How Round-Robin Works

1. You define a list of team members for a board
2. When a new incoming chat creates an item, it is automatically assigned to the next team member in rotation
3. The assignment uses the People column on your board
4. This ensures an even distribution of conversations

Set Up Your Team

1. Go to the My Team tab in WhatsBoard
2. Select the board from the sidebar
3. Click Add Team Members
4. Search for monday.com users by name
5. Select the users and click Add

View Your Team

• All Team Members — shows every team member across all boards
• Per Board — select a specific board to see its assigned team

Remove Team Members

• Click the remove icon next to a user to remove them individually
• Click Remove All to clear the entire team for a board
• Removed members stop receiving new round-robin assignments immediately

Mute List (Block List)

The mute list prevents specific phone numbers from triggering notifications, automations, or new item creation.

Add Numbers to the Mute List

1. Go to the Mute List tab
2. Select the board from the sidebar
3. Click Add to Mute List
4. Select the chats/numbers you want to mute
5. Confirm

What Muting Does

When a number is muted:

• Incoming messages from that number do not create new board items
• Incoming messages do not trigger automations
• The number is excluded from processing entirely
• Existing items and chat history are not deleted

Unmute a Number

1. Find the number in the mute list
2. Click Unmute
3. The number is immediately reactivated for all processing

Use Cases

• Spam filtering — mute numbers that send irrelevant messages
• Temporary pause — mute a contact during a holiday or leave period
• Internal numbers — mute test or internal numbers from cluttering your board

WhatsApp Status Column

WhatsBoard automatically manages a status column to track the state of each conversation.

Status Labels

Using Status in Workflows

The WhatsApp Status column works like any monday.com status column, so you can:

• Filter views — show only items with "New Message" status
• Set up automations — trigger actions when status changes (e.g., notify a manager when a message goes unanswered)
• Create dashboards — track response rates and conversation states
• Sort and group — organize your board by conversation state

Importing Chats (QR connections)

Chat-history import is available on QR connections only — official API connections start fresh from the connection date and cannot pull in past phone chats.

Import Methods

Import Process

1. From the connection card menu, click Import Chats
2. Choose your import method
3. If selecting manually, search and pick the chats you want
4. Click Import
5. Watch the progress indicator showing:
   • Total chats being processed
   • Successfully imported
   • Skipped (duplicates or invalid)
   • Failed

How Imports Work

• Each chat becomes a new item on the board
• Phone numbers are mapped to the Phone column
• Group IDs are mapped to the Group ID column
• Imports are processed in batches to respect rate limits
• Duplicate contacts (already on the board) are skipped

Reconnecting a Disconnected Session

QR connections

WhatsApp sessions may disconnect due to:

• Phone going offline for an extended period
• Manually unlinking the device from WhatsApp settings
• WhatsApp server issues

To Reconnect

1. Go to My Connections
2. The disconnected connection will show a red indicator
3. Click Reconnect on the connection card
4. Scan the QR code or use a pairing code to re-establish the session
5. Once connected, message send/receive resumes automatically

Official API connections

Official connections are hosted by Meta, so they don't depend on your phone and rarely disconnect. If one shows an error, it is usually an account issue rather than a session issue — check that your WhatsApp Business Account is in good standing (no policy violations, messaging limits not exceeded, access token/permissions intact), then use Reconnect on the connection card. If the number was removed from the Business Account, you'll need to go through Connect with Meta again.