WhatsApp Integration Guide

(Connecting Your Own WhatsApp Business API Number to magenCRM via Twilio)


*Important Overview — How WhatsApp Business API Works*

WhatsApp Business API (WABA) is not the same as the regular WhatsApp or WhatsApp Business mobile app.

A WABA number must be exclusive for API use

This means:

  • You cannot use a phone number that is currently active on WhatsApp or WhatsApp Business App.

  • If you want to use an existing number, you must permanently delete the WhatsApp account from the mobile device first.

  • Most businesses prefer to use a new dedicated number only for automated messaging.

Once the number is activated as a WhatsApp Business API sender, it can no longer be used in any WhatsApp mobile application.

magenCRM uses Twilio’s official WhatsApp Business API to send automated messages (birthdays, anniversaries, Yarhzeits, etc.) from your own number.

Step-by-Step Guide for magenCRM Clients

Step 1 – Create or Log In to Your Twilio Account

  1. Go to: https://www.twilio.com

  2. Sign up or log in.

  3. Ensure your account has access to Messaging → WhatsApp (Business API).

  4. Verify your email and phone if required.

Step 2 – Verify Your Business with Meta (Facebook Business Manager)

  1. Go to: https://business.facebook.com/settings

  2. Open Business Settings → Business Info and make sure your business is verified.

    • Business name

    • Legal information

    • Website

  3. In the left menu, go to Accounts → WhatsApp Accounts.

  4. If you do not have a WABA yet, create one.

  5. Add the phone number you want to use.

    • It must not be active on WhatsApp or WhatsApp Business App.

  6. Complete the verification by receiving an SMS or voice call.

Step 3 – Provide magenCRM the Required Details

To connect your phone number, the magenCRM team must register it in our internal Twilio system.

Please send us:

  • ✔️ Your Twilio Account SID

  • ✔️ Your Twilio Auth Token

  • ✔️ The phone number you verified in Meta (with country code)

  • ✔️ Your Business Name as shown in Meta

  • ✔️ The Display Name you want users to see in WhatsApp

Once we receive this information, we will manually activate your number in Twilio and connect it to your magenCRM account.

You will receive an email confirmation when everything is ready.

Step 4 – Approve Your Message Templates

Meta requires all outbound WhatsApp templates to be pre-approved.

  1. Go to Meta Business Manager → WhatsApp Manager → Message Templates.

  2. Review the available templates or create new ones.
    Common templates include:

    • Birthday Greeting

    • Anniversary Message

    • Yahrzeit Reminder

    • Donation Invite

  3. magenCRM will automatically sync your approved templates.

Step 5 – Test Your WhatsApp Connection

Once magenCRM confirms your number is connected:

  1. Go to Settings → Notifications in magenCRM.

  2. Click Verify WhatsApp Connection.

  3. Send a test message to confirm everything is working.

Important Notes

  • WhatsApp message delivery depends on Meta approval and sender quality.

  • Meta may reject templates that include promotional content, shortened links, or non-compliant wording.

  • Each WABA setup allows one number per business (unless you request additional numbers in Meta).

  • If you prefer a faster setup, you may use magenCRM’s default WhatsApp number (no configuration required).

  • A phone number activated for API use cannot be used simultaneously in WhatsApp or WhatsApp Business App.