Getting Started

Prerequisites

• An active monday.com account with admin or owner permissions
• A smartphone with WhatsApp installed and an active internet connection
• The phone number associated with your WhatsApp account
• A board on monday.com with a Phone column (used to map contacts)

Step 1: Install the App

1. Open the monday.com Marketplace
2. Search for "WhatsBoard"
3. Click Install App
4. Authorize the app to access your monday.com account
5. Once installed, you can access WhatsBoard from any board view or as a standalone app view

Step 2: Create Your First Connection

A connection links your WhatsApp number to monday.com. You can create multiple connections for different phone numbers.

1. Open WhatsBoard from the Apps section or add it as a board view
2. In the My Connections tab, click Add Connection
3. Enter a friendly name for this connection (e.g., "Sales Team WhatsApp")
4. Enter the WhatsApp phone number you want to connect
5. Select the board you want to link this connection to

Connect via QR Code

1. A QR code will appear on screen
2. Open WhatsApp on your phone
3. Go to Settings → Linked Devices → Link a Device
4. Scan the QR code with your phone's camera
5. Wait for the status to change to Connected (green indicator)

Connect via Pairing Code

1. Instead of scanning the QR code, click Link with Phone Number
2. An 8-digit pairing code will appear
3. On your phone, go to Settings → Linked Devices → Link a Device → Link with Phone Number Instead
4. Enter the pairing code
5. Wait for the connection to be established

Step 3: Connect Additional Boards

A single WhatsApp connection can be linked to multiple boards.

1. Go to My Connections and find your connection
2. Click the menu icon on the connection card
3. Select Connect Board
4. Choose the board you want to add
5. Optionally, toggle Sync existing chats to import current WhatsApp conversations as board items
6. Click Connect

Step 4: Import Existing Chats

If you already have WhatsApp conversations you want to manage in monday.com, you can import them.

1. From the connection card, click Import Chats
2. Choose an import method:
   • All Chats — imports every conversation from your WhatsApp
   • Selected Chats — manually pick which conversations to import
3. If selecting manually, use the search bar to find contacts by name or number
4. Click Import
5. A progress indicator will show the import status with counts for successful, skipped, and failed imports
6. Once complete, each imported chat appears as an item on your board with the phone number mapped to the Phone column

Step 5: Start Messaging

WhatsBoard provides two ways to chat — from a Board View (inbox-style) or from an Item View (focused on a single contact).

Board View — Chat Inbox

1. Open the board where WhatsBoard is installed
2. Click the WhatsApp board view tab
3. If multiple WhatsApp connections exist, select the one you want to use
4. The left panel shows all your chat conversations — search, scroll, or click any chat to open it
5. Unread messages are indicated with a badge count
6. Type your message in the input field and press Enter or click Send

Item View — Single Contact Chat

1. Open any item on your board that has a phone number in the Phone column
2. Click the WhatsApp tab in the item view
3. The chat history with that contact will load
4. Type your message and send

Sending Media

1. Click the attachment icon (📎) in the chat input
2. Select a file from your computer:
   • Images (JPEG, PNG, GIF, WebP)
   • Videos (MP4, etc.)
   • Audio files
   • Documents (PDF, Word, Excel, etc.)
3. Add an optional caption
4. Click Send

Message Types You Can Receive

WhatsBoard displays all incoming message types:

Message Status Indicators

• Sent — message left your device
• Delivered — message reached the recipient's phone
• Read — recipient opened the message

Step 6: Group Chats

WhatsBoard supports WhatsApp group conversations.

1. Ensure your board has a text column named "Group ID"
2. When importing chats, group conversations will be imported with the group ID mapped to this column
3. Open the group chat from the Board View chat list, or from the Item View if the item has a Group ID
4. Send and receive messages just like individual chats

Step 7: Use Message Templates

Templates let you save reusable messages with dynamic variables pulled from your board columns.

Create a Template

1. Go to the Message Templates tab in WhatsBoard
2. Click Create Template
3. Select the board this template applies to
4. Enter a template name
5. Write your message content using placeholders for dynamic data:

Hi {{Name}}, your order #{{Order Number}} has been shipped!
Estimated delivery: {{Delivery Date}}

6. Optionally attach an image (JPEG, PNG, GIF, WebP — max 5 MB)
7. Click Save

Supported Variable Column Types

You can insert variables from these monday.com column types:

• Text, Long Text, Name
• Email, Phone, Link
• Numbers, Formula
• Date
• Status, Tags, Dropdown
• People, Mirror

Use a Template in Chat

1. Open a chat in the Item View
2. Click the Templates button in the chat input area
3. Search for your template
4. Select it — variables will be automatically replaced with the item's column values
5. Review the populated message and send

Manage Templates

From the Message Templates tab, you can:

• Edit — update the content, name, or media
• Duplicate — create a copy to modify
• Delete — permanently remove the template

Step 8: Set Up Automations (Recipes)

WhatsBoard integrates with monday.com's automation system so you can send messages automatically based on triggers.

Available Triggers

Available Actions

Create an Automation

1. Go to your board's Automations center
2. Click Create new automation
3. Select a trigger (e.g., "When status changes to Done")
4. Choose WhatsBoard as the action app
5. Select the action (e.g., "Send Template Message")
6. Configure:
   • Choose the WhatsApp connection
   • Select the template or type your message
   • Map the phone number column
7. Save the automation

AI-Powered: Parse Chat Info

This action uses AI (GPT-4o) to analyze a WhatsApp conversation and extract structured information.

1. Add the Parse Chat Info action to your automation
2. Define the context — describe what information you want extracted (e.g., "Extract the customer's name, issue description, and urgency level")
3. When triggered, the AI reads the chat history and returns structured JSON data
4. Use this data to update columns or trigger downstream automations

Automation Dashboard

Track how your automations are performing:

1. Go to the Automation Stats tab in WhatsBoard
2. View key metrics:
   • Successful Runs — automations that completed successfully
   • Pending Runs — automations currently processing
   • Time Saved — estimated time saved by automations
   • Avg Execution Time — how long automations take on average
3. The Daily Analytics Chart shows trends over time

Step 9: Manage Your Team

Assign team members to handle incoming WhatsApp conversations using round-robin distribution.

1. Go to the My Team tab in WhatsBoard
2. Select the board you want to manage
3. Click Add Team Members
4. Search for and select monday.com users
5. Click Add

When a new incoming chat creates an item, it will be automatically assigned to the next team member in rotation via the People column.

To remove a team member:

• Click the remove icon next to their name, or
• Click Remove All to clear the entire team

Step 10: Mute List (Block List)

Prevent specific numbers from creating notifications or new items.

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

Muted numbers:

• Will not trigger automations
• Will not create new board items for incoming messages
• Can be unmuted at any time from the mute list

Step 11: Configure Connection Settings

Fine-tune how each WhatsApp connection behaves.

1. Go to My Connections and click the menu on a connection card
2. Select Settings

Available Settings

WhatsApp Status Column

WhatsBoard automatically creates a "WhatsApp Status" column on your board to track conversation state:

Best Practices

• Keep your phone online — WhatsApp Web requires your phone to have an active internet connection
• Use templates for consistent, professional communication
• Set up automations for repetitive tasks like follow-ups and status notifications
• Assign team members with round-robin to distribute incoming chats evenly
• Use the mute list to filter out spam or irrelevant numbers
• Monitor the Automation Dashboard to track performance and identify bottlenecks
• Map your Phone column correctly — ensure every board has a Phone column for WhatsBoard to work

Troubleshooting

Connection Issues

Messaging Issues

Template Issues

Import Issues

Privacy and Security

• All messages are transmitted using WhatsApp's end-to-end encryption protocol
• OAuth tokens are encrypted at rest on WhatsBoard's servers
• Webhook payloads are validated with HMAC-SHA256 signatures
• Access to chats is restricted to authorized board users only
• Your WhatsApp account maintains its standard security — WhatsBoard connects as a linked device
• Blocked/muted numbers are excluded from all processing
• The app only stores message metadata and content necessary for displaying conversations in monday.com

For additional support, contact our team at support@momentumapps.in